Allergen management in catering and hospitality: the checklist from purchasing to buffet

Last updated: 12 November 2026 · Catering Cat editorial team

Allergen management means always knowing which of the 14 major allergens are in every dish – and making sure this information reaches guests correctly. This checklist covers every station: purchasing, recipes, kitchen, service, staff and records. It does not replace advice from the food authority, but it helps close the typical gaps.

1. Purchasing and suppliers

File the ingredient list or product data sheet with allergen information for every bought product.
Check again when you change supplier or the manufacturer changes the recipe – even if the product name stays the same.
Only use substitutes (“sorry, out of stock today”) if their allergens are known.
Ask wholesalers for allergen information on loose goods (e.g. bread, cold cuts).

2. Recipes

Record every dish as a recipe with all components – including stock, spice mixes, sauces, dressings and garnish.
Store allergens per ingredient and derive the dish's allergens from them.
Approval by a responsible person: who checked it and when?
Report recipe changes in the kitchen immediately and update the recipe.
Never treat missing information as “allergen-free”.

3. Kitchen: avoiding cross-contact

Separate boards, knives and containers for allergen-free dishes, e.g. colour-coded.
Don't share frying oil between breaded and unbreaded food if a dish is offered as gluten-free.
Prepare dishes for guests with allergies first, cover and label them.
Clean hands and surfaces between steps.
Use trace warnings only where cross-contact cannot be ruled out despite good hygiene practice.

4. Buffet and service

A card with name and allergens at every dish – legible and clearly linked to the dish.
Separate serving utensils per dish; keep tree nuts, peanuts, sesame and seafood apart.
When refilling, check that the card still matches the dish.
Use codes only with a clearly visible legend.
Keep an up-to-date allergen overview of all dishes for service staff.

5. Staff and guest requests

Train all kitchen and service staff regularly on the 14 major allergens and on handling guest requests; document the training.
Name a contact person per shift who answers allergen questions.
Never guess when unsure – say “I can't tell you for certain” and check the records.
Label pre-ordered special meals (e.g. at weddings) clearly with name or table number.
In an emergency (breathing difficulty, swelling, circulatory problems) call the emergency number 112 immediately.

6. Records and inspections

File recipes, product data sheets and approvals so they can be found quickly.
Record which cards and menu plans were printed when, with which information.
If you give allergen information verbally, you need a written or electronic record that the authority and guests can easily view.
Repeat the checklist regularly – e.g. with every menu change.

How Catering Cat helps

Catering Cat covers steps 2, 4 and 6: ingredients with allergens, allergens for every dish derived from them automatically, automatic updates after changes, buffet cards and an allergen overview as PDF, and stored print jobs as a record.

Frequently asked questions

What does allergen management include?

Current supplier information, complete recipes with allergens, measures against cross-contact, trained staff, clear labelling for guests and traceable records.

Do I have to train staff on allergens?

If you inform guests verbally, you need trained staff. Regardless of that, regular documented training in kitchen and service is strongly recommended.

How often should I check allergen information?

Immediately with every recipe or supplier change, and additionally with every menu change. At the buffet during set-up and when refilling.

More about these allergens

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Catering Cat supports the management of allergen information and does not replace a legal review.