No Allergen Documentation? A Critical Gap to Close
Allergen management is one of the most scrutinised areas of food safety in the UK, especially since the introduction of Natasha's Law in October 2021.
Allergen management is one of the most scrutinised areas of food safety in the UK, especially since the introduction of Natasha's Law in October 2021. If your business has no allergen documentation, you are missing a legal requirement that carries serious consequences. Inspectors will look for three things: a complete allergen matrix covering every dish on your menu, written procedures for preventing cross-contamination during preparation and service, and evidence that your staff know how to handle allergen enquiries from customers. The penalties for allergen failures go far beyond a lower food hygiene rating. Inadequate allergen management can result in prosecution if a customer suffers an allergic reaction due to incorrect information or cross-contamination. Paddl helps you build a comprehensive allergen management system with an interactive allergen matrix, staff training tools, and documented procedures that satisfy both legal requirements and inspector expectations.
Your inspection checklist
Create a complete allergen matrix
List every dish and product you sell against the 14 major allergens. Mark which allergens are present in each item. Update this whenever your menu or suppliers change.
Document your cross-contamination prevention procedures
Write clear procedures for how your kitchen prevents allergen cross-contamination: dedicated equipment, separate preparation areas, cleaning between allergen tasks.
Train all staff on allergen awareness
Every team member who handles food or interacts with customers needs allergen training. Document who has been trained and on what date.
Check supplier allergen information
Collect allergen specifications from every supplier. Verify that ingredients match what you have documented in your allergen matrix. Store these records accessibly.
Establish an allergen enquiry procedure
Create a clear process for what happens when a customer declares an allergy. Who handles the enquiry? How is the kitchen informed? How is the dish prepared differently?
Understanding your allergen obligations
UK food law requires all food businesses to provide accurate allergen information for the 14 major allergens. For businesses that sell prepacked food, this means clear labelling on every product. For restaurants, cafes, and takeaways selling non-prepacked food, it means having a reliable system for communicating allergen information to customers when they ask.
Natasha's Law, which came into effect in October 2021, extended labelling requirements to prepacked for direct sale items, such as sandwiches made on the premises and sold from a display cabinet. If you sell any food in packaging, every item must list all ingredients with allergens emphasised in the ingredients list.
Beyond the legal minimum, inspectors assess the robustness of your allergen management system. Can your staff confidently tell a customer which allergens are present in each dish? Do you have procedures to prevent cross-contamination during preparation? Are your ingredient records kept up to date when suppliers change products? These are the questions your documentation must answer.
Mistakes to avoid
Only tracking the most common allergens
You must account for all 14 major allergens, not just the most common ones. Lupin, molluscs, and celery are frequently overlooked but must be included in your matrix.
Not updating when suppliers change products
Suppliers can change ingredients without notice. If you do not regularly verify allergen information from your suppliers, your matrix may contain dangerous inaccuracies.
Relying on verbal allergen communication only
While staff should be able to discuss allergens verbally, the law requires written allergen information to be available. "Just ask a member of staff" is not sufficient on its own.
No procedure for allergen incidents
If a customer reports an allergic reaction, you need a documented response procedure. Not having one suggests you have not considered allergen management seriously.
How Paddl prepares you
Interactive Allergen Matrix
Build and maintain your allergen matrix in Paddl with all 14 allergens clearly mapped against every menu item. Updates flow through to customer-facing information automatically.
Supplier Allergen Tracking
Store supplier allergen specifications in Paddl and receive alerts when supplier products change, prompting you to verify and update your allergen matrix.
Allergen Training Module
Train your team on allergen awareness through Paddl with specific content about your menu and procedures. Track completion and sign-offs digitally.
Customer Allergen Communication
Generate clear allergen information displays for your premises and provide staff with instant access to your complete allergen matrix on their mobile devices.
The numbers that matter
Common questions
What are the 14 major allergens I need to document?
Celery, cereals containing gluten, crustaceans, eggs, fish, lupin, milk, molluscs, mustard, peanuts, sesame, soybeans, sulphur dioxide and sulphites (above 10mg/kg), and tree nuts. You must declare these in your allergen matrix for every dish and product.
What happens if someone has a reaction and I have no allergen documentation?
Without documentation, you cannot demonstrate that you took reasonable precautions. This could lead to prosecution under food safety regulations, substantial fines, potential imprisonment, and civil liability for damages. Having documented systems is both a legal safeguard and a moral obligation.
Does Natasha's Law apply to my business?
If you sell any food that is prepacked for direct sale, such as sandwiches, salads, or cakes made on site and sold in packaging, then yes. Each item must display a full ingredients list with allergens emphasised. Even if your food is not prepacked, you still need a written allergen management system.
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