Quick answer
Build an allergen matrix from verified current ingredients and recipes, including every component and compound ingredient. Give it a clear version, owner and update process, and check it against actual production and service. A matrix records ingredient information; it is not, by itself, evidence that cross-contact is controlled or a food is allergen-free.
Define the matrix’s purpose and limits
A matrix helps staff locate reliable ingredient-allergen information across a menu or product range. It is useful only if the entries match the actual recipe and supply. An empty box must have a defined meaning; it must not silently mean “unknown” to one person and “safe” to another.
FSA best-practice guidance describes accessible written information, including matrices, supported by staff conversation. The information should address all 14 regulated groups and remain current. Separate intended-ingredient information from assessed unintended-transfer risks.
Collect evidence before filling the cells
- List each recipe, portion variant, garnish, accompaniment and bought-in component.
- Obtain the current supplier specification and check the actual label or accompanying information.
- Break down compound ingredients rather than stopping at names such as “stock” or “sauce”.
- Map the regulated allergens and retain the evidence and recipe version.
- Have a suitable person check the completed information before use.
FSA technical guidance explains business responsibilities for accurate information and the need for supplier evidence. Where a specification is missing or contradictory, resolve it before treating the entry as confirmed.
Use a clear legend and traceable example rows
The following is a hypothetical evidence extract, not a complete 14-allergen matrix or a statement about a real recipe. A working matrix needs the full relevant declaration information and separate transfer assessment.
| Recipe component | Evidence recorded | Confirmed intentional-allergen entry | Control information |
|---|---|---|---|
| Soup base | Specified stock A, current recipe version | Celery in this hypothetical stock | Record supplier/version and link the complete ingredient evidence. |
| Cream addition | Specified cream B | Milk | Ensure the actual recipe and garnish match the record. |
| New substitute stock | Information incomplete | Unresolved — not a confirmed absence | Do not approve the substitute or issue an assurance until checked. |
Use precise cereal and nut names where required. Distinguish confirmed ingredient presence, assessed precautionary information and unresolved data. A general dash or colour without an understood legend can conceal uncertainty.
Control changes and every copy
Record the recipe owner, matrix reviewer, approval date and version. When a supplier, brand, recipe or component changes, assess the new evidence before use and update every affected menu, label, order system and staff copy. A review date alone does not prove the underlying ingredients were checked.
Illustrative example: the live matrix is updated but a printed folder behind the counter remains unchanged. Staff may still give the old answer. Use the existing recipe-change guide to control the whole chain and withdraw obsolete versions.
Make the matrix usable during service
Test whether a member of staff can find the current dish and explain the legend, including a variant or special. Provide an accessible alternative to digital-only information and a controlled backup for outages. The FSA best-practice guidance specifically addresses alternatives where digital information cannot be accessed.
Periodically trace a dish back to its recipe and actual ingredients. Investigate discrepancies and check whether cleaning, preparation or service limitations require separate information. Never use the matrix alone as proof of a free-from claim.
Next steps
- Collect current recipes and complete component-level ingredient evidence.
- Define the full matrix, precise names and an unambiguous legend.
- Check and approve it, with version, owner and evidence links.
- Control changes and copies, and test use and backup access during service.
Find official allergen information tools — Use the current official resources alongside verified recipes and a separate transfer-risk assessment.