Date Labelling in Food Businesses
The system of use-by, best-before, and preparation date labels that food businesses must apply to ensure food safety and legal compliance.
Date labelling is a critical food safety control and a legal requirement. The Food Information Regulations 2014 require specific date labels on food products, and food businesses must have their own internal labelling systems for prepared and decanted foods. Understanding the difference between use-by dates (food safety) and best-before dates (food quality) is essential — serving food past its use-by date is a criminal offence. EHOs will check date labels during inspections, looking for expired items, unlabelled food, and evidence of systematic date management.
Key Points
- Use-by dates are legally enforceable — serving food past its use-by date is a criminal offence
- Best-before dates relate to quality, not safety (except for eggs)
- All prepared and decanted food must be labelled with contents and dates
- Day-dot systems with colour-coded labels are the industry standard
- Unlabelled food in storage should be discarded
Use-By vs Best-Before
Use-by dates are about safety. Food must not be consumed, sold, or served after its use-by date, even if it looks and smells fine — this is because harmful bacteria can be present at dangerous levels without visible signs. Ignoring a use-by date is a criminal offence. Best-before dates are about quality. Food is safe to eat after this date but may not be at its best in terms of taste, texture, or appearance. The exception is eggs, which should not be consumed after their best-before date. Display-until and sell-by dates are for stock management purposes only and are not required by law.
In-House Date Labelling
When food is prepared, cooked, or transferred from its original packaging, you must apply your own date labels. These should include: the product name, the date of preparation or opening, and a use-by date (typically 2-3 days for high-risk prepared foods, unless validated otherwise). Use a consistent labelling system across your business — coloured day-of-the-week labels are popular (e.g., Monday = blue, Tuesday = orange). This makes it easy to identify at a glance which items need using first. All staff must be trained on your labelling system and understand that unlabelled food should be discarded.
Day-Dot Systems
Day-dot labelling is the most common in-house date management system in UK hospitality. Each day of the week has a designated colour, and labels show the day the food was prepared and the day it must be used by. For example, a label applied on Monday showing a Wednesday use-by date clearly communicates a 2-day shelf life. This system is quick to apply, easy for all staff to understand regardless of language ability, and makes expired items immediately obvious. Many businesses combine day-dots with a brief product description and any relevant allergen information.
Frequently Asked Questions
Is it illegal to sell food past its use-by date?
Yes. Under the Food Safety Act 1990 and the Food Information Regulations 2014, it is a criminal offence to sell or serve food past its use-by date. Penalties can include fines and prosecution. Use-by dates are a food safety measure — the food may contain harmful bacteria even if it looks fine. There is no discretion on this.
How long can I keep food prepared in-house?
As a general rule, high-risk foods prepared in-house (e.g., sandwiches, salads, cooked meats, sauces) should be given a use-by date of 2-3 days from preparation, including the day of preparation. Some businesses validate longer shelf lives through microbiological testing. Always err on the side of caution if unsure, and follow your food safety management system guidance.
What labelling system should I use for prepared food?
Day-dot labels with colour-coded days of the week are the most popular system in UK hospitality. They are quick to apply, universally understood, and make it easy to spot expired items. Labels should show: the product name, the preparation date, and the use-by date. Some businesses also include allergen information and the name of the person who prepared the food.
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