Supplier allergen information: specifications, substitutes and delivery checks

Why suppliers matter so much

In most restaurants, a large share of allergens arrive in bought-in products: stocks, sauces, breads, desserts, processed meats, spice blends and frozen items. The kitchen's allergen record is only as accurate as the information about those products. And because suppliers change recipes, brands and sources without the kitchen noticing, this is where allergen records most often go wrong.

Specifications and labels

For every bought-in product, keep the product specification from the supplier or a photo of the current label showing the ingredients and allergens. File them where the person updating the allergen record can find them. Note the date and the brand, because two products with the same description from different brands can differ.

The substitution trap

The most common supplier problem is a substitution. The usual product is out of stock and the wholesaler sends an 'equivalent' from another brand. It looks the same, the kitchen uses it, and nobody reads the label. The new product contains mustard, or milk, or has a 'may contain nuts' warning the old one did not.

Checking deliveries

• Compare each product against the order: same brand and product code?
• If different, read the label before the product is put away.
• Compare the allergens with the allergen record for that component.
• If they differ, update the record before the product is used, and tell the team.
• If the record cannot be updated in time, do not use the product.
• Keep the new label or specification on file.

Working with suppliers

Ask suppliers to notify you of recipe changes and substitutions in advance, and to send specifications for new products. Article 8(6) of Regulation 1169/2011 requires food business operators to pass on the food information the next operator needs, so this is a reasonable request. Some suppliers offer online specification portals; use them. Consider limiting substitutions on high-risk products, such as asking the wholesaler not to substitute certain items without calling first.

Precautionary labels

Supplier 'may contain' warnings are voluntary, but they tell you something about the factory. Record them in the allergen matrix as cross-contact risks and pass them on to guests who ask. A guest with a severe nut allergy may decide not to eat a dessert labelled 'may contain nuts', and they can only decide if you tell them.

Own-brand and local suppliers

Small local suppliers, such as bakeries, farms and artisan producers, can be excellent but may not have formal specifications. Ask them for a written ingredient list and allergen statement for each product, and ask whether they handle nuts, sesame or other allergens on the premises. Agree that they will tell you before changing recipes. A simple signed sheet is enough, and it protects both of you.

Digital records

Storing specifications as photos or PDFs linked to each component in your allergen system saves time during audits and incidents. When an inspector asks how you know a sauce is mustard-free, you can show the label in seconds. When a guest asks about an ingredient that is not an allergen, such as coconut or pine nuts, the full ingredient list is there to answer.

Sources

• Regulation (EU) No 1169/2011 (EUR-Lex)
• UK Food Standards Agency: Allergen guidance for food businesses

This guide is general information, not medical or legal advice. Guests with an allergy should follow their doctor's advice. Operators should confirm their own setup with their food safety adviser or local authority.