Allergen Management in Food Service: How to Avoid Mistakes

Allergen management in restaurants and catering is about two things: giving guests correct allergen information, and preventing cross-contact in the kitchen and during service. When it works, it feels simple. When it fails, it is usually because routines are unclear, information is outdated, or communication depends on “who is working today.”  

If you want the bigger HACCP picture (and where allergen control fits into daily operations), start here:

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Why allergen handling needs to be a routine, not a memory test

Most allergen mistakes do not happen because someone wants to do the wrong thing. They happen because the system is fragile:

• A supplier changes an ingredient
• A sauce gets replaced with a “similar” product
• A topping changes seasonally
• A recipe is adjusted during a busy shift
• A new employee answers a guest question without checking

A good routine reduces friction. It makes the safe choice the easy choice, on every shift, even when it is busy.  

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Which allergens do you need to inform guests about?

This depends on your country and local rules, but internationally you should assume guests need clear information on the most common allergens and ingredients that frequently cause serious reactions.

In practice, this means you should be able to:

• Identify allergens for every dish (including sauces, dressings, marinades, and garnishes)
• Confirm allergens for packaged products used in recipes
• Communicate confidently what can be adapted and what cannot

The key is not memorizing a list. The key is having a reliable way to find the correct answer fast, and being sure it is updated.  

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How to build allergen routines that actually work during service

The simplest way to succeed is to build routines that match how you work. Below is a practical structure you can adopt and keep consistent.  

1) Purchasing and receiving

This is where many problems start. New products arrive, labels are not checked, and suddenly the kitchen is using an ingredient with a different allergen profile than before.

Make it consistent:

• Check allergens when you change supplier or product
• Store ingredient lists or product specs in one place
• Update your allergen overview immediately when something changes

Small habit, big risk reduction.

2) Storage and labeling

During a busy day, opened containers and semi-finished products can quickly become “anonymous.” That is when mistakes happen.

Simple moves that help:

• Label opened containers (sauces, dressings, marinades, mixes)
• Keep high-risk allergens clearly separated where possible
• Define “allergen zones” or dedicated shelves/boxes if it fits your kitchen

The goal is that anyone can understand what a product contains, without guessing.

3) Production and cross-contact control

This is where allergen errors often happen in practice. Cross-contact can come from knives, boards, gloves, cloths, shared prep surfaces, and shared fryers or oil.

A workable routine usually includes:

• Clean and change tools/surfaces before starting an allergen-safe order
• Prepare allergen orders first, or in a dedicated area when possible
• Avoid shared fryers/oil where there is allergen risk
• Confirm the order before it leaves the pass

The routine does not need to be complicated. It needs to be clear, repeatable, and understood by everyone.

4) Service and guest communication

A common failure point is when allergen information becomes “personal.” Guests get different answers depending on who is on shift.

Practical recommendations:

• Keep an updated allergen overview that staff actually use
• Avoid vague answers like “I think so” or “it should be fine”
• Make it normal to escalate questions to a responsible person when unsure

Confidence comes from a system, not from memory.

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Documentation: What should you be able to show?

In audits and inspections, simple documentation that supports your routine is usually better than a huge system nobody uses.  

A clear minimum set can include:

• Allergen overview by dish (or by ingredient with clear mapping to dishes)
• A routine for updating allergens when recipes/products change
• A routine for handling allergen orders (including cross-contact controls)
• Training: evidence that staff are introduced to the routine
• Deviations + actions taken when something goes wrong

If you can show that information is controlled, updated, and used in daily work, you are in a strong position.

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Common mistakes and what to do instead

Mistake 1: The allergen overview is not updated when the menu changes

What to do: make allergen updates part of every menu or recipe change process.

Mistake 2: “Hidden allergens” in sauces and pre-mixes

What to do: label opened containers and keep product specs accessible.

Mistake 3: Cross-contact happens during rush

What to do: standardize a short “allergen order routine” (clean tools, dedicated space if possible, confirm before serving).

Mistake 4: Staff guess to be helpful

What to do: train the team to pause and verify, and define who makes the final call.

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Weekly mini-check

Use this once a week to keep the system alive:

• Is the allergen overview updated after recipe/product changes?
• Can every shift leader find allergen info in under 30 seconds?
• Is the same allergen-order routine followed on every shift?
• Are deviations logged and followed up, not just “fixed in the moment”?

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Summary

Good allergen management is clear information, simple routines, and low-friction habits that prevent cross-contact in real operations. When your purchasing, labeling, production, and service communication are consistent, you reduce risk for guests and reduce uncertainty for staff.  

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Want to learn more about HACCP? Click here.

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Sources

https://openknowledge.fao.org/handle/20.500.14283/cc6125en

https://www.fao.org/fao-who-codexalimentarius/codex-texts/guidelines/en/

https://www.food.gov.uk/business-guidance/allergen-guidance-for-food-businesses

https://www.fda.gov/food/food-labeling-nutrition/food-allergies

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