Practical advice for date labelling
Date labelling might seem simple, but it’s one of the most common areas where food businesses lose points during inspections. Getting it right protects your customers, reduces waste, and keeps you fully compliant with HACCP and Food Standards Agency (FSA) guidance.
In this guide, we break down 7 essential rules for food date labelling from setting a clear policy to choosing the right labels plus how a digital food safety system can help you stay organised and inspection-ready every day.
When Food Needs to Be Labelled
All foods except unprepared fruit and vegetables need to be date labelled.
The manufacturer’s use by date always takes precedence but once you open, cook, or alter the food in any way, it falls under your own in-house date labelling system.
That includes:
Opening packaging
Cooking or reheating
Combining ingredients (e.g. sandwiches, sauces, salads)
Every kitchen should have a written Date Labelling Policy that staff can follow.
If you don’t have one, we can help you create a policy that fits your menu, service style, and storage setup.
Need help writing yours? Get in touch with our team.
Setting a Standard Policy
Most kitchens work on a 3-day rule — but this can vary depending on the type of food and storage.
Check all food dates each morning so anything approaching expiry can be cooked, sold, or frozen to avoid waste.
A good habit: assign a staff member each day to run a “date check” before prep starts.
Labelling Methods
Foods with a Use By Date within 7 Days
Use coloured day dots. These are ideal for fresh foods prepared and cooked on-site that have a short shelf life.
Foods with a Use By Date longer than 7 Days
Use a HACCP label with full details of the product, date prepared/frozen, and use-by date.
The Dot Method
The day dot system is simple and visual, perfect for fast-paced kitchens.
Each colour represents a day of the week, helping staff identify at a glance what needs to be used or discarded.
Example:
If you prepare chicken salad on Tuesday, it has a 3-day shelf life, so it must carry a Thursday day dot.
💡 Tip: Count the day of preparation as day one.
HACCP Labels
Foods with a longer shelf life, like frozen home-cooked dishes, need a HACCP label.
This label should clearly show:
Product name or description
Date of freezing
Use-by date (maximum 3 months from freezing)
While frozen food can technically last longer, using it within one month ensures better quality and flavour.
Have a Question or Need a Hand?
How Long to Keep Food
Follow the manufacturer’s instructions first.
If they state “use within 3 days of opening,” that applies even if you cook or alter the product unless it’s reheated and served immediately.
| Type of Food | Recommended Shelf Life | Notes |
|---|---|---|
| Packaged foods (e.g. ham, quiche, smoked fish) | 3 days after opening | Refrigerated only |
| Freshly cooked foods (e.g. curry, lasagne) | 3 days | If cooled and refrigerated |
| Pickled/salted/sugared foods | 7 days | High acid/sugar slows spoilage |
| Bottled sauces | As per manufacturer | Check storage instructions |
| Vacuum-packed on site | Max 10 days | Must remain within manufacturer’s use-by date |
| Frozen on site | Up to 3 months (1 month ideal) | Label with freeze and use-by date |
| Dried/dehydrated on site | 1 month (3 months airtight) | Can extend if lab-tested |
Why It Matters
Date labelling mistakes are one of the most common causes of EHO warnings.
They can also lead to waste, poor stock rotation, and in worst cases foodborne illness.
Using consistent, colour-coded labels and checking them daily helps you:
Prevent cross-contamination
Reduce waste and cost
Stay compliant with HACCP and EHO expectations
How a Digital System Simplifies It
Managing labelling manually is fine until someone forgets a check, mislabels a product, or a record gets lost.
That’s where a Digital Food Safety System changes everything.
With Food Safety Guru, you can:
✔️Build date-labelling checks into your daily digital routines
✔️ Log temperatures, prep dates, and expiry automatically
✔️ Get reminders before items go out of date
✔️ Store all records securely no paper, no lost labels
It’s simple, accurate, and gives you a full audit trail, ready for any inspection.
Build Confidence in Every Label
Getting date labelling right keeps your kitchen safe, efficient, and compliant but it doesn’t have to be complicated.
We help kitchens like yours replace guesswork with clear, digital systems that make compliance second nature.
👉 Book a quick 10-minute demo and see how our system can simplify date checks, labelling, and compliance all in one place.
For more information on the Food Standard Agency's advice on date labelling and use by dates see:
Frequently Asked Questions
An allergen matrix is a table that lists every menu item alongside the 14 major allergens it contains. It helps staff and customers identify allergen risks quickly and accurately. Having an up-to-date allergen matrix is a legal requirement in the UK and is often the first thing an Environmental Health Officer (EHO) will ask to see during an inspection.
Regularly review your supplier ingredient lists and update your matrix whenever recipes or products change. If packaging states “may contain,” this must also appear on your matrix or menu.
At Food Safety Guru, we help clients set up and maintain allergen matrices inside their digital system, with built-in reminders for updates and version tracking.
Natasha’s Law requires all prepacked for direct sale (PPDS) foods to display a full ingredient list with allergens clearly highlighted. If you sell food prepared and packaged on site like sandwiches, cakes, or salads, you must comply.
Our team can help you understand how Natasha’s Law applies to your menu and keep your records inspection-ready.
A digital system keeps all allergen information, checks, and training in one secure place. It reduces paperwork, ensures consistency, and allows you to show clear proof of compliance during inspections.
With Food Safety Guru, allergen tasks, matrices, and staff declarations are built into your daily digital checks, making compliance second nature.
All staff involved in preparing or serving food should complete allergen awareness training at induction and refresh it regularly at least once a year or whenever your menu changes.
We partner with a brilliant Level 2 Allergen Awareness course which you can find here: https://foodsafetyguru.co.uk/food-safety-training/
Benedict’s Law is a proposed new UK regulation that would extend allergen labelling and training requirements to more hospitality businesses, following several high-profile allergy incidents. While it’s not yet law, it signals the direction of travel for stricter allergen control across the food sector.
By adopting a digital allergen management system now, you’ll be well-prepared for any future changes.
