The legal framework for food labelling in UK kitchens
Food labelling in the UK is governed primarily by the Food Information to Consumers Regulation (EU FIC — retained in UK law), the Food Safety Act 1990, the Food Information (Amendment) (England) Regulations 2019 (Natasha's Law), and Food Standards Agency guidance including Safer Food, Better Business (SFBB).
The labelling requirements that apply to a professional kitchen depend on whether food is: non-pre-packed (sold loose, to order), pre-packed for direct sale (PPDS — wrapped on the premises where it is sold), or pre-packed (packed at a different site from where it is sold). Most food prepared in professional kitchens falls into the first two categories.
Use-by, Best Before, and Display Until: What Each Means
Use-by
Food Safety DateA food safety marker for perishable foods. Food must not be sold, served, or consumed after the use-by date, even if it looks and smells acceptable. Using or selling food past its use-by date is a criminal offence under the Food Safety Act 1990. Applied to: chilled ready-to-eat foods, dairy, raw meat and fish, cook-chill products.
Best Before
Quality DateA food quality marker. Food is safe to consume after the best before date, but quality (flavour, texture, appearance) may have declined. Applied to: canned goods, dried foods, frozen foods (where safety is not the primary concern). Kitchens may still choose not to serve food past its best before date for quality reasons.
Display Until / Sell By
Stock ManagementA stock management instruction for staff — not a safety or quality date for consumers. Food can legally be consumed after a display until or sell by date. These dates are being phased out by many UK retailers to reduce food waste confusion.
What a kitchen prep label should include
There is no single legal standard for internal kitchen prep labels, but your HACCP plan and food safety management system should define minimum label requirements for all foods prepared and stored in your kitchen. Best practice prep labels include:
PPDS Food: Natasha's Law requirements
Required on every PPDS item (from 1 October 2021)
- The name of the food
- Full ingredients list (descending order by weight)
- All 14 major allergens emphasised in the ingredient list (bold, different font, underlined, or highlighted)
PPDS applies to food wrapped or packaged at the same premises where it is sold — including sandwiches wrapped and displayed in a cafe, pastries bagged at a bakery counter, and meals portioned and labelled in a deli. It does not apply to food packed at a separate manufacturing site (standard pre-packed rules apply) or food prepared and served loose to order.
The Problem with Handwritten Labels
Handwritten labels are legally valid but create significant operational and compliance risks in busy professional kitchens. Common failures include: illegible handwriting, missing fields (especially allergen information), incorrect use-by date calculation, inconsistency between sites in a multi-location operation, and labels falling off or becoming unreadable in wet kitchen environments.
Standardised printed labels eliminate these risks by automating date calculations, ensuring all required fields are always present, and producing consistent, durable, kitchen-safe labels. They also significantly reduce the time staff spend on labelling.
Common Questions
What is the difference between a use-by date and a best before date?
A use-by date is a food safety date — food must not be sold, served, or consumed after this date, even if it looks and smells fine. It is used for highly perishable foods where safety is the concern. A best before date is a food quality date — food may safely be consumed after this date, but quality (taste, texture, colour) may have declined. Kitchens must apply use-by dates to perishable prepared foods stored in the fridge or freezer. Serving or selling food past its use-by date is illegal under the Food Safety Act 1990.
Do I need to label food prepared in my kitchen for internal use?
Yes. Best practice and most food safety management systems (including SFBB) require that all foods prepared in your kitchen and stored for later use are labelled with at minimum: the name of the product, the date it was prepared or opened, and the use-by or use-by date (based on your food safety procedures). This applies to bulk-prepared sauces, portioned proteins, cook-chill products, and any ingredient decanted from original packaging. This is a HACCP monitoring and traceability requirement, not just a labelling law requirement.
What labelling does pre-packed for direct sale (PPDS) food require?
Under Natasha's Law (in force from October 2021), pre-packed for direct sale (PPDS) food must carry: the name of the food, a full ingredients list in descending order by weight, and allergens emphasised within the ingredient list (e.g., in bold). PPDS food is food that is packed and sealed on the premises where it is sold — sandwiches, salads, pastries, and similar items wrapped before display. This is distinct from food prepared to order (non-pre-packed) and from food pre-packed at a different site (which is covered by standard pre-packed food rules and requires full nutritional labelling).
How long can chilled prepared food be stored?
The maximum recommended shelf life for chilled ready-to-eat food in the UK is typically 3–5 days depending on the type of food, preparation method, and storage conditions. The Food Standards Agency recommends that cook-chill foods are cooled quickly (from 60°C to below 8°C within 90 minutes) and consumed within 5 days (including the day of production). Your HACCP plan should specify the shelf life for each product based on a combination of regulatory guidance, food science, and your specific preparation and storage conditions. Staff should never extend a use-by date — once set, it must be respected.
What labelling is required for allergens on prep kitchen labels?
For internal kitchen prep labels (used by kitchen staff, not for customers), allergens should be clearly marked on the label for any item containing one or more of the 14 major allergens. This supports stock rotation, traceability, and reduces the risk of accidental allergen inclusion in dishes. For customer-facing labels (PPDS food), full allergen declaration within the ingredient list is legally required under Natasha's Law. For food served loose (to order), allergen information must be available to customers but does not need to appear on a label for each dish.