Here's something I learned the hard way: date stickers aren't just bureaucratic nonsense—they're your shield against food poisoning lawsuits. One unmarked container of leftover soup can shut down your entire operation. Smart marking systems let you spot expired items instantly.
The three most important date types
Professional kitchens deal with multiple date categories. Each serves a distinct function:
- Best before date (BBD): Hard deadline—can't legally sell after this point
- Best before end (BBE): Quality drops but safety might remain
- Preparation date + shelf life: Your homemade items and leftover tracking
? Example marking system:
Monday's leftover tomato soup:
- Made on: February 18, 2025
- Use by: February 21, 2025 (3 days)
- Sticker: "Tomato soup - Use by 21/02"
After February 21 → discard immediately, regardless of appearance
Which markings you use where
Different ingredients demand specific approaches:
For fresh products
- Meat and fish: Original expiration plus new prep date once processed
- Dairy: Original date stays, add opening date
- Vegetables: Visual checks work, but date questionable items
For homemade dishes
? Standard shelf life:
- Soups and sauces: 3-4 days refrigerated
- Braised meat: 2-3 days refrigerated
- Mayo-based salads: 1-2 days refrigerated
- Cooked fish: 1-2 days refrigerated
- Cooked grains: 2-3 days refrigerated
Practical marking system
Effective systems stay simple. Everyone on your team should understand them instantly:
What goes on the sticker
- Product name: Brief but specific
- Prep date: Creation day
- Use by date: Final safe consumption date
- Optional: Allergen warnings or prep notes
⚠️ Note:
Waterproof stickers and permanent markers only. Smudged dates create liability nightmares.
Color coding for quick recognition
Colors speed up identification during busy service:
- Red: Meat and poultry
- Blue: Fish and seafood
- Green: Vegetables and plant-based
- Yellow: Dairy and eggs
- White: Everything else
Digital registration
Physical stickers work great, but digital backup helps with HACCP documentation. You'll also get better inventory visibility.
? Digital tracking benefits:
- Automated expiration alerts
- Complete fridge/freezer inventory
- HACCP compliance reports
- Reduced administrative burden
This is the kind of thing you only learn after closing your first month at a loss—apps and food cost calculators help track expiration dates and send alerts before products spoil.
Related articles
How do you set up a marking system? (step by step)
Choose your stickers and materials
Buy waterproof stickers in different colors and permanent markers. Make sure they stick well to plastic containers and in humid environments.
Determine your standard shelf life
Make a list of frequently used dishes and their maximum shelf life. Post this in the kitchen so everyone knows how long products last.
Train your team
Teach everyone how and when to mark. Make it a habit: every homemade product gets a sticker with a date right away.
Check daily
Check all marked products every morning. Use products expiring today first, throw away expired products immediately.
✨ Pro tip
Date your stickers with a 72-hour rotation system—anything older than 3 days gets automatic disposal during morning prep. This prevents dangerous guesswork during busy service periods.
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
What if I forget to mark a product?
Can I extend the date if the product still smells good?
Which color sticker do I use for mixed dishes?
How long can I keep frozen leftovers?
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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