An allergic reaction is an emergency that you need to handle quickly and correctly. At the same time, you're legally required to register this incident for your HACCP records. This article explains how to do both.
Immediate action when an allergic reaction occurs
If a guest reports an allergic reaction, speed is important. Your first priority is the guest's safety, administration comes after.
⚠️ Note:
For severe reactions (difficulty breathing, facial swelling): call 112 immediately. Registration comes later.
- Stop serving the dish in question immediately
- Ask the guest about the severity of symptoms
- Offer help (water, call 112 if needed)
- Note the time, dish, and symptoms right away
What you need to register
For your HACCP records, you must document every incident involving allergens. This helps during inspections by food safety authorities and protects you legally.
💡 Example registration:
Date: March 15, 2024, 20:15
- Dish: Caesar salad
- Reported symptoms: itching in mouth
- Possible cause: anchovies (fish) not mentioned
- Action: guest given new salad without anchovies
- Staff: chef John, server Maria
Keep these records for at least 2 years. During a food safety inspection, you show that you take incidents seriously and implement improvements.
Investigating the cause
After providing immediate help, you investigate what went wrong. This prevents it from happening again and shows you take responsibility.
- Check the recipe: are all allergens listed?
- Review the menu: are all allergens mentioned?
- Ask your staff: did cross-contamination occur?
- Check supplier information: new ingredients?
💡 Common causes:
- Anchovies in Caesar dressing (fish allergen)
- Sesame seeds on burger buns (sesame allergen)
- Cross-contamination via cutting board or fryer
- New supplier with different composition
Implementing corrective actions
An incident is an opportunity to improve your processes. Don't just register what happened—also document what you're doing about it.
- Update recipes with missing allergens
- Correct menu information if it's inaccurate
- Train staff on new procedures
- Introduce additional checks
💡 Example corrective action:
Problem: fryer cross-contamination (gluten in gluten-free fries)
- Solution: separate fryer for gluten-free products
- Training: all cooks trained on new procedure
- Check: daily verification of which fryer is used for what
Digital vs. paper registration
Many kitchens still use paper forms for incident registration. This works, but has drawbacks when searching for information later.
- Paper: Can get lost, difficult to search
- Digital: Always available, easy to find
Apps like KitchenNmbrs have an incidents module where you can quickly record what happened. During a food safety inspection, you can find all records within seconds.
⚠️ Note:
An app doesn't register automatically. You still need to enter the incident yourself. The advantage is in the ease of searching later.
Communication with the guest
How you respond to an allergic reaction often determines whether a guest returns or leaves a negative review.
- Take it seriously, even with mild symptoms
- Apologize sincerely
- Explain what you'll do to prevent it from happening again
- Offer compensation (new dish, waived bill)
Many guests appreciate it if you call later to check how they're doing. This shows you take the incident seriously.
How do you register an allergic reaction? (step by step)
Take care of the guest first
Help the guest immediately and call 112 for severe reactions. Registration comes only after first aid.
Note the basic information
Write down: date, time, dish, reported symptoms, and which staff members were involved. Do this as soon as possible after the incident.
Investigate the cause
Check the recipe, the menu, and ask your staff what went wrong. Document your findings.
Plan corrective actions
Determine what you'll do to prevent it from happening again. Update recipes, train staff, or adjust procedures.
Keep the registration
Save everything in your HACCP records. Keep it for at least 2 years for potential inspections or legal questions.
✨ Pro tip
Take photos of the menu and recipes at the time of the incident. Suppliers sometimes change ingredients without clearly communicating this.
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 register every allergic reaction, even mild ones?
Yes, register every report of an allergic reaction. Even mild symptoms can point to a structural problem with allergen information.
What if the guest doesn't want me to register it?
You register for your own HACCP records, not for the guest. You don't need to note names, just the incident itself.
How long do I need to keep incident records?
At least 2 years. For serious incidents or legal proceedings, it may be wise to keep them longer.
Do I need to inform food safety authorities about every allergic reaction?
Only for serious incidents involving hospitalization. For mild reactions, registration for yourself is sufficient.
Can I be held liable for allergic reactions?
Possibly, if you knowingly provide incorrect information or fail to take reasonable precautions. Good record-keeping helps your position.
What do I do if I don't know what caused the reaction?
Register that the cause is unknown and document what investigation you did. Sometimes the cause becomes clear later.
⚠️ 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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