How to implement a food allergen information system

If you sell food that isn't pre-packaged, such as cakes from a counter, deli sandwiches, or hot meals, you are legally required to provide customers with accurate information on 14 specific allergens. The simplest way to do this is by displaying the information clearly on menus or labels. Alternatively, you can provide the information verbally, as long as it's backed up by a comprehensive written record that your staff can refer to without fail.

What are the 14 Major Allergens?

The law requires you to track and provide information on the following 14 allergens if they are used as ingredients in any food you sell:

• Celery
• Cereals containing gluten (such as wheat, barley and oats)
• Crustaceans (such as prawns, crabs and lobsters)
• Eggs
• Fish
• Lupin
• Milk
• Molluscs (such as mussels and oysters)
• Mustard
• Peanuts
• Sesame
• Soybeans
• Sulphur dioxide and sulphites (at high concentrations)
• Tree nuts (such as almonds, hazelnuts, walnuts, cashews)

How to Provide the Information

You have two main options for communicating allergen details. Whichever system you choose, it must be accurate, consistent, and easy for both customers and staff to use.

1. Display the Information in Writing

This is the most direct method. You can include allergen details on your menus, on chalkboard displays, or on individual labels for each food item. For example, you could simply write "(Contains milk, wheat, and eggs)" next to the description of a cake. This makes the information immediately available without the customer having to ask.

2. Provide Information Verbally (Backed by a Written Record)

You can have staff tell customers about allergens, but this approach requires a solid system behind it. You must keep a written record that staff can refer to. This could be a chart, a binder, or a spreadsheet that lists every food item and clearly shows which of the 14 allergens it contains. If you choose this method, you must also use clear signage to prompt customers to ask, for example, "Have an allergy? Please speak to a member of our team."

Best Practices

• Create a Master Record: Keep a dedicated folder with a breakdown of every single ingredient in every dish you make. This is your single source of truth.
• Check Supplier Specs: Always check the ingredient lists and allergen information from your suppliers for any pre-made items you use, like sauces, bread, or sausages.
• Update Immediately: If you change a recipe or switch to a new supplier, you must update your allergen records straight away.
• Train Your Team: Ensure all staff know exactly where to find the written allergen information and understand the seriousness of giving accurate answers.

Most Important Tip: Never, ever guess. If a customer asks and you are not 100% certain, it is always safer to say you don't know. Giving wrong information can have severe consequences.