A good allergen menu protects your guests and your business. But which format works best: a detailed matrix, a simple list, or a digital solution? The choice depends on your type of guests, the complexity of your menu, and how your team works.
Four main types of allergen menus
There are four common ways to communicate allergens, each with pros and cons:
- Allergen matrix: Overview per dish showing which allergens it contains
- Ingredient list: Complete list of ingredients per dish
- Symbols on menu: Icons next to dishes (V for vegetarian, etc.)
- Digital allergen menu: QR-code linking to online overview
Allergen matrix: clear but labor-intensive
A matrix shows all dishes in rows and all 14 allergens in columns. A checkmark indicates which allergen is in which dish.
💡 Example matrix:
For a bistro with 25 dishes:
- Carbonara: gluten, eggs, milk
- Caesar salad: gluten, fish, eggs, milk
- Steak: no allergens
- Tiramisu: gluten, eggs, milk
Benefit: Guests see at a glance what they can eat
When a matrix makes sense:
- Menu of 15-40 dishes
- Many guests with allergies (tourist locations)
- Team that works well with overviews
- Stable menu (few changes)
⚠️ Watch out:
Every time you change the menu, you need to update the entire matrix. If you forget one checkmark, it can be dangerous for guests.
Ingredient list: complete but overwhelming
This lists all ingredients per dish, including additives like preservatives and colorants.
Benefits:
- Fully transparent
- Guests can judge for themselves
- Legally the safest option
Drawbacks:
- Overwhelming for guests
- Lots of administration
- Difficult with complex dishes
💡 Example ingredient list:
Carbonara (classic):
- Spaghetti (wheat flour, water, egg)
- Bacon (pork, salt, preservative E250)
- Eggs (chicken eggs)
- Parmesan (milk, salt, rennet, preservative E1105)
- Black pepper, salt
Allergens: gluten, eggs, milk
Symbols on menu: easy but limited
Icons next to dishes show the most important information. Think V for vegetarian, DF for dairy-free, or GF for gluten-free.
When symbols work:
- Simple menu
- Mainly common allergens (gluten, milk, nuts)
- Casual dining where speed matters
- Team that can easily remember what symbols mean
⚠️ Watch out:
Symbols don't cover all 14 legal allergens. You must always have a complete list on hand for guests who ask for it.
Digital allergen menu: modern but not for everyone
A QR-code on the table or menu links to an online overview. Guests can look up what they want to know themselves.
Benefits:
- Easy to update
- Room for detailed information
- No hassle with printing
- Can be linked to recipe system
💡 Example digital menu:
QR-code on table → website with:
- Search function by allergen
- Filter: "Show only gluten-free dishes"
- Detailed ingredient list per dish
- Contact details for questions
Update: Change in app → immediately visible online
Which format fits your business?
The choice depends on three factors: your guests, your menu, and your team.
Choose a matrix if:
- You have 15-40 dishes
- Your menu is stable
- You have many guests with allergies
- Your team works well with overviews
Choose symbols if:
- You have a simple menu
- Speed is more important than detail
- You mainly deal with common allergens
- You run a casual concept
Choose digital if:
- Your menu changes regularly
- Your guests are tech-savvy
- You already work digitally (QR menus)
- You have a system that updates automatically
⚠️ Watch out:
Whichever format you choose, make sure your staff knows where the complete information is. When in doubt, they should always be able to fall back on complete ingredient lists.
Combinations that work well
Many successful restaurants combine multiple formats:
- Symbols on menu + digital details: Overview for everyone, details for those who need them
- Matrix for staff + symbols for guests: Team has complete info, guests see what's important
- Digital menu + paper backup: Modern but always an alternative
An app like KitchenNmbrs can automatically generate your allergen menu from your recipes, so you don't have to manually track which allergens are in which dishes.
How do you choose the right allergen menu? (step by step)
Analyze your guests and location
Look at your average guest: are they tourists who want to eat quickly, or locals who have time? How many questions do you get now about allergens? In tourist areas you need more detailed information.
Assess your menu and change frequency
Count your dishes and see how often you change your menu. With more than 40 dishes, a matrix becomes unwieldy. With weekly changes, digital is handier than printing.
Test with your team what works practically
Have your staff work with the chosen format for a week. Can they answer quickly? Do they make mistakes? Their feedback determines whether your system works in practice.
✨ Pro tip
Take photos of all packaging from your suppliers and save them digitally. If a guest has a specific question, you can always show the original ingredient list.
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 always have to mention all 14 allergens?
Legally, you must be able to provide information about all 14 allergens if a guest asks. You don't have to put everything on your menu, but you do need to have it on hand.
Can I just say 'may contain traces of nuts'?
Use this text for cross-contamination in your kitchen. For ingredients that are intentionally in a dish, you must clearly state which allergens it contains.
How often do I need to update my allergen menu?
Every time you change the menu and when suppliers change their recipes. Check at least monthly that all information is still correct, especially for products with E-numbers.
What if a guest gets sick despite my allergen menu?
Keep all documentation: your allergen menu, supplier information, and staff training. This shows you've been careful. We can't provide legal guarantees.
Can symbols on the menu be legally sufficient?
Symbols are a first indication, but you must always be able to provide complete information if a guest asks. Make sure your staff knows where this information is.
Is a digital allergen menu accessible to all guests?
Not all guests can or want to scan QR-codes. Always have a paper alternative available, or train your staff to be able to provide the information verbally.
⚠️ 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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