Quick answer
Display allergen information in a clear, current format customers and staff can use, with the complete dish and its components properly covered. FSA best practice recommends written information supported by conversation for non-prepacked food. Printed menus, matrices and digital tools need version ownership, understandable wording and a usable fallback when a QR code or device cannot be accessed.
Choose a format that fits the information duty
FSA best-practice guidance describes menus, separate written information and digital options for non-prepacked foods. It recommends written information plus conversation; it does not make every chosen icon or QR layout legally sufficient on its own.
Confirm the applicable food type and national rules. PPDS and other prepacked labels have on-pack requirements that a general menu cannot replace. For ordinary restaurant meals, information must relate to the whole dish as actually served.
Use understandable names and symbols
If using letters, numbers or icons, provide a clear key and the necessary specific allergen information. Names such as the relevant cereal or nut should not disappear behind a generic unexplained symbol. Ensure the design remains legible in the actual menu size and lighting.
Do not use a vegan, vegetarian or “healthy” icon as an allergen-free assurance. Keep absence claims, precautionary information and intended-ingredient declarations distinct. Customers need accurate information rather than a colour scheme that staff interpret differently.
Own the version and the information behind it
| Item | What to control |
|---|---|
| Evidence | Link each menu entry to approved recipes and current ingredients. |
| Version | Identify the live version and withdraw obsolete copies. |
| Variants and specials | Check additions, substitutions, drinks and temporary menus. |
| Channels | Update printed, website, ordering-platform and in-house digital versions. |
| Staff access | Ensure staff can find the current information and an authorised escalation contact. |
Illustrative example: a special is added to a chalkboard but not the staff matrix. Check and approve its complete information before service, rather than leaving the person taking orders to infer it.
Provide a usable digital fallback
Test the QR code and information on a mobile device without relying on a staff login or the business’s own saved settings. Consider poor connectivity, a flat battery, inaccessible formatting and customers who do not use smartphones. Keep an appropriate alternative available.
The FSA guidance recommends alternatives to digital-only information. A controlled printed copy or supported staff-access method needs to remain current; an obsolete emergency folder is not an effective backup. Avoid making customers disclose private health information just to access ordinary ingredient-allergen facts.
Test the display and conversation together
The FSA checklist supports checking staff knowledge, reliable information and communication through service. Ask staff to find a specific dish variant and explain what happens if the actual ingredient differs from the menu.
Use the recipe-change guide and allergy handover guide to connect information maintenance with preparation. A clear display helps, but the business still needs effective controls and honest explanation of preparation limitations.
Next steps
- Choose a clear format suited to the food and national requirements.
- Use understandable names/keys and cover the full dish.
- Assign evidence, version and channel-update ownership.
- Test staff use, customer access and a current digital fallback.
Read the official practical guidance — Use the current source alongside the procedures for your own business.