Tracking allergens in your dishes is like building a safety net under a trapeze act. Many restaurants rely on memory or scribbled notes, but that creates dangerous gaps. You need a systematic approach to protect your guests and your business.
Why recording allergens is crucial
Incorrect allergen information can kill someone. Guests with allergies trust you with their lives. You're also legally required to identify the 14 main allergens.
⚠️ Watch out:
If someone has an allergic reaction because of wrong information, you face serious liability. Accuracy isn't optional.
The 14 main allergens you need to know
In Europe, these 14 allergens must be reported:
- Gluten-containing cereals (wheat, rye, barley, oats)
- Crustaceans (shrimp, crab, lobster)
- Eggs (also in mayonnaise, pasta)
- Fish (also in Worcestershire sauce)
- Peanuts (also peanut oil)
- Soy (soy sauce, tofu)
- Milk (including lactose)
- Nuts (almond, hazelnut, walnut, etc.)
- Celery (also celery salt)
- Mustard (also mustard seed)
- Sesame (sesame oil, tahini)
- Sulfur dioxide and sulfites (dried fruit, wine)
- Lupine (lupine flour)
- Mollusks (mussels, squid)
Systematically recording allergens per dish
For each menu item, examine every single ingredient and identify which allergens they contain. Don't forget the hidden ones lurking in sauces and spice blends.
💡 Example: Pasta Carbonara
Breaking down ingredients:
- Pasta: gluten
- Bacon: no allergens
- Eggs: egg
- Parmesan cheese: milk
- Pepper: no allergens
Allergens: Gluten, Egg, Milk
Hidden allergens in products
Watch out for products that seem innocent but contain surprise allergens. From tracking this across dozens of restaurants, I've seen countless near-misses from overlooked ingredients.
💡 Example: Hidden allergens
- Worcestershire sauce: fish (anchovies)
- Bouillon cubes: often celery
- Dried tomatoes: sulfites
- Soy sauce: gluten and soy
- Mayonnaise: egg
Preventing cross-contamination
Even allergen-free dishes can become dangerous through cross-contamination. Think shared cutting boards or fryer oil.
- Use separate cutting boards for gluten-free products
- Change gloves between different allergens
- Store gluten-free bread separately from regular bread
- Watch shared fryer oil (fries with breaded items)
Digital vs. paper registration
Most restaurants use paper lists or Excel sheets. This works until you're scrambling to find information during a busy service.
💡 Example: Digital vs. paper
Guest asks: "Does the risotto contain gluten?"
Paper: Digging through recipe stack, 2-3 minutes
Digital: Search dish name, instant answer
Digital systems let you record allergens in each recipe once. During service, you get instant answers without hunting through papers.
Training your staff
Recording allergens is just step one. Your servers need to know how to handle allergen questions confidently.
- Train staff on all 14 main allergens
- Show them how to find information quickly
- Establish protocol for uncertainty (always check with kitchen)
- Make it clear: doubt means "no"
⚠️ Watch out:
Never let staff guess about allergens. "I don't think so" isn't an answer. Uncertainty means checking with the kitchen or declining the dish.
How do you record allergens per dish? (step by step)
Make a list of all ingredients
For each dish, note all ingredients, including spices, sauces and garnishes. Also the products you buy like bouillon cubes or ready-made sauces.
Check each ingredient for allergens
Go through the 14 main allergens for each ingredient. Read labels of purchased products carefully - many products contain unexpected allergens.
Note all present allergens per dish
Create a clear list per dish with all allergens it contains. Keep this in a system where your staff can quickly access it during service.
Update when recipes change
Every time you adjust a recipe or switch suppliers, check the allergens again. Suppliers can change their recipes without you noticing.
Train your staff in how to use it
Make sure everyone knows where the allergen information is and how to use it. Practice scenarios where guests ask about allergens.
✨ Pro tip
Photograph all supplier product labels and store them in a digital folder organized by ingredient type. Check and update these photos every 90 days since manufacturers change formulations regularly.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I also need to mention traces of allergens?
Yes, if there's reasonable chance of cross-contamination, you must mention it. For example "may contain traces of nuts" if you work with nuts in the same kitchen.
How often should I update my allergen overview?
Check this at least every 3 months or when you change recipes. Suppliers can adjust their formulations, introducing new allergens without warning.
What if a guest asks about allergens not in the top 14?
You're only required to track the 14 main allergens. For other ingredients, you can review the ingredient list, but there's no legal obligation to monitor these.
Can I estimate allergens without reading labels?
Never estimate. Always read labels because many products contain unexpected allergens. Soy sauce often has gluten, and bouillon cubes frequently contain celery.
What do I do if I'm not sure whether there are allergens in something?
Always assume the worst and don't recommend the dish. If needed, contact your supplier to confirm ingredients before serving.
Do I also need to mention allergens in drinks?
Absolutely. Beer contains gluten, wine can have sulfites, and cocktails might contain egg whites or nuts.
Should I create separate prep areas for allergen-free dishes?
Ideally yes, especially for gluten-free items. If space is limited, thoroughly clean surfaces and use separate utensils to minimize cross-contamination risks.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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