Allergen best practice and change control

In February 2025 the FSA published best practice guidance on allergen information for non-prepacked food, for England, Wales and Northern Ireland. It recommends written information supported by a conversation with the customer. It does not change the law, which still allows information to be given by any means, with a sign if it is given verbally. FSS publishes its own guidance for Scotland.

Good written information is easy to use, clear, accurate and up to date, and it covers all 14 allergens. It may be on a menu, an allergen matrix, a booklet or a label beside the food. If you use symbols, they must include the allergen name or come with a key. Name the actual nut or cereal, rather than just writing 'nuts'. If the information is digital, have a backup that is not digital.

Place a clear sign where customers will see it, inviting them to speak to staff. Ask all customers if they have any allergen requirements. The conversation should cover which foods they must avoid, whether they have seen the written information, the risk of cross-contact, and whether they have enough information to choose safely.

Decide who takes allergen orders. This might be a supervisor or head chef. Pass the request to the kitchen in writing, and check that it was understood. Label the food. Confirm with the customer that it meets their needs when you serve it. Staff must never guess. If they cannot confirm an ingredient, they must say so.

Control the kitchen too. Store allergens in closed, labelled containers. Before preparing an allergen-free dish, clean surfaces, utensils and equipment and wash your hands. Where possible, prepare such dishes at the start of a shift. Do not cook allergen-free food in oil used for other foods. Taking the nuts off a finished dish does not make it nut free. If you cannot avoid cross-contact, tell the customer that you cannot provide the dish safely.

Change control is where many serious failures start. Keep a written recipe for every dish, including sauces, stocks, dressings and garnishes. Keep ingredient labels or specifications. Make one person responsible for the allergen matrix.

When a recipe or supplier changes, stop and update everything before the food is served: the recipe, the matrix, any PPDS labels and the staff briefing. Use approved suppliers, ask them to tell you about ingredient changes, and check deliveries against what you ordered. Keep last-minute substitutions to a minimum, and update the allergen information when they happen.

Here is an example. A supplier runs out of the usual pesto and sends a different brand that contains cashew nuts. The kitchen uses it, but the matrix still says the dish has no tree nuts. A customer with a cashew allergy relies on that matrix. The delivery check should have caught the change, and the matrix should have been updated before service.

Train all staff on allergens before they start work, and refresh this regularly. Include agency staff. The FSA provides free food allergy training. After any allergic reaction, keep any remaining food if you can, record what happened and review your procedures.