In case of food poisoning, you need to be able to trace which batch of ingredients you used within 24 hours. Many restaurants keep receipts, but can't quickly look up which lot numbers were used in which dish. This article explains how to systematically register lot numbers for quick traceability.
Why register lot numbers?
If a guest gets sick after eating at your restaurant, the NVWA wants to know which ingredients you used. Not just which supplier, but also which specific batch. Lot numbers make this possible.
⚠️ Note:
Without lot numbers, you can't prove that your ingredients weren't the cause. This can lead to longer closures and higher liability.
Which products have lot numbers?
Not all ingredients have lot numbers, but these do:
- Meat and fish: Often on the packaging or label
- Dairy products: On the packaging, sometimes very small print
- Eggs: On the box, not on individual eggs
- Canned goods: Stamped on the can or jar
- Frozen goods: On the packaging or bag
- Fresh vegetables: Sometimes on stickers or labels
💡 Example lot number registration:
Tuesday, February 18 - Ingredients for carbonara:
- Bacon: Lot L240218A (Supplier Vion)
- Eggs: Lot 048NL (Farm Hendriks)
- Parmesan: Lot IT2024-02 (Grana Padano)
Dish sold: 23 portions between 18:00-22:00
How do you find lot numbers?
Lot numbers are often in places you don't look directly:
- Meat: On the label, often next to the expiration date
- Packaging: On the bottom or side
- Cans: Stamped on the bottom
- Bags: On a separate label or printed in the corner
Lot numbers consist of letters and numbers, for example: L240218A, 048NL, or IT2024-02.
Digital vs. paper registration
You can keep lot numbers on paper, but digital has advantages:
💡 Example: Quick lookup
NVWA calls: "Guest got sick after carbonara on February 18."
With paper: Searching through stacks of receipts and notes (30+ minutes)
Digital: Search by date + dish (2 minutes)
Systems like KitchenNmbrs let you record lot numbers with ingredients and link them to dishes. In case of an incident, you can find which batches you used within minutes.
How long to keep?
Keep lot number registrations for at least 2 years. For products with longer shelf life (canned goods, frozen items) keep them longer.
⚠️ Note:
Incidents can be investigated months later. Don't throw away registrations too soon.
In case of an incident
If there's a problem, you'll need this information:
- Which lot numbers of which ingredients
- From which supplier and when delivered
- Which dishes they were used in
- How many portions sold and when
With good registration, you can show that you worked carefully and can quickly rule out or confirm the cause.
How do you systematically register lot numbers?
Check lot numbers upon delivery
Check with each delivery whether products have lot numbers. Note these immediately on your delivery receipt or in your system. Do this before you store the products.
Link lot numbers to dishes
When you prepare a dish, note which lot numbers you use. Write down: date, dish, lot numbers used and number of portions sold.
Organize for quick lookup
Keep registrations chronologically and digitally if possible. Make sure you can find which lot numbers you used on a specific day within 5 minutes.
✨ Pro tip
Take photos of all labels with lot numbers upon delivery. Save these in a folder by date. That way you always have a backup if you lose your written registration.
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 need to keep track of lot numbers for all ingredients?
No, only for risky products like meat, fish, dairy and eggs. Fresh herbs, vegetables and shelf-stable products are less critical, but it can still be useful.
What if a product doesn't have a lot number?
Then note the supplier, delivery date and expiration date. This already provides a lot of information for traceability. Local suppliers sometimes don't have lot numbers.
How long does it take to keep track of lot numbers?
Upon delivery 2-3 minutes extra per delivery. When preparing 1 minute per dish. Total about 10-15 minutes per day for an average restaurant.
What happens if I can't show lot numbers during an incident?
You can't prove which batch you used. This can lead to longer investigations, preventive closure and higher liability.
Can I photograph lot numbers instead of writing them down?
Yes, photos of labels and packaging are a good backup. Just make sure you can find them by date and link them to the correct dishes.
Do I need to provide lot numbers to my guests?
No, that's not necessary. Lot numbers are for internal traceability and for authorities during investigations. Guests don't need this information.
📚 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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