Expiration dates are your best friend in preventing food poisoning. A simple date sticker prevents leftovers from sitting around too long. In this article you'll learn which markings you need and how to use them.
The three most important date types
In a professional kitchen you work with different types of dates. Each has its own purpose:
- Best before date (BBD): For products you can't sell after this date
- Best before end (BBE): Quality may decline, but product is often still safe
- Preparation date + shelf life: For homemade dishes and leftovers
💡 Example marking system:
Leftover tomato soup from Monday:
- Made on: February 18, 2025
- Use by: February 21, 2025 (3 days)
- Sticker: "Tomato soup - Use by 21/02"
After February 21 → throw away, even if it still smells good
Which markings you use where
Different products require different markings:
For fresh products
- Meat and fish: Always expiration date + preparation date if you process it
- Dairy: Keep original date, new date after opening
- Vegetables: Visual inspection + date if in doubt
For homemade dishes
💡 Standard shelf life:
- Soups and sauces: 3-4 days refrigerated
- Stewed meat: 2-3 days refrigerated
- Salad with mayonnaise: 1-2 days refrigerated
- Cooked fish: 1-2 days refrigerated
- Cooked rice/pasta: 2-3 days refrigerated
Practical marking system
A good system is simple and clear for everyone in the kitchen:
What you put on the sticker
- Product name: Short and clear
- Preparation date: When made
- Use by date: Final date for use
- Optional: Allergens or special notes
⚠️ Note:
Use waterproof stickers and write with permanent marker. A smudged date is useless and dangerous.
Color coding for quick recognition
Many kitchens use colors for extra clarity:
- Red: Meat and poultry
- Blue: Fish and seafood
- Green: Vegetables and vegetarian
- Yellow: Dairy and eggs
- White: Other products
Digital registration
In addition to physical stickers, you can also keep track of markings digitally. This helps with HACCP checks and gives you an overview of what's in your fridge.
💡 Benefits of digital registration:
- Automatic alerts for expired products
- Overview of all products per location
- HACCP reporting for inspections
- Less paperwork and searching
An app like KitchenNmbrs helps you keep track of expiration dates digitally and sends alerts when products are about to expire.
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
Use different colored stickers for each day of the week. Monday = red, Tuesday = blue, etc. This way you can see at a glance how old products are.
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?
When in doubt, throw it out. Better to waste one portion than make a guest sick. Make marking a habit by doing it right after preparation.
Can I extend the date if the product still smells good?
No, never. Dangerous bacteria don't always smell or taste bad. Stick to the set dates, even if the product seems fine.
Which color sticker do I use for mixed dishes?
Use the color of the main ingredient or the most critical ingredient. Pasta with chicken gets a red sticker (meat), even if it has vegetables in it.
Do I need to remark purchased products?
Only if you throw away the original packaging or if you process the product. Otherwise keep the original packaging with the date.
How long can I keep frozen leftovers?
Maximum 3 months for most dishes. Mark the freezing date too and use the FIFO (first in, first out) principle.
📚 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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