Food Business Allergen & Safety Records: What UK Caterers Must Keep (2026)
Every UK food business must evidence its food safety management, HACCP/SFBB, the 14-allergen matrix, PPDS labels, temperature logs, training and traceability.
By Jamie Dawson · Editor
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Updated 22 Jul 2026
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2 min read
Quick answer: Every UK food business must be able to evidence how it manages food safety and allergens. In practice that means a written HACCP-based food safety management system (for most small caterers, a completed Safer Food, Better Business pack), an accurate allergen matrix covering the 14 regulated allergens, ingredient information for anything prepacked for direct sale (Natasha's Law), staff training records, temperature and cleaning logs, and supplier/traceability records. There is no single retention rule, but keeping records for at least the shelf life of the food plus a margin (and training records for the life of employment) is standard good practice.
Why food records matter
Food safety law in the UK is built on a simple principle: you must produce safe food and be able to show you did. Environmental Health Officers assess your paperwork as much as your kitchen, a spotless kitchen with no records still scores badly. Good records also protect you if something goes wrong: they are your evidence of due diligence.
The 14 regulated allergens
UK law requires you to identify and communicate the presence of these 14 allergens: celery; cereals containing gluten; crustaceans; eggs; fish; lupin; milk; molluscs; mustard; tree nuts; peanuts; sesame; soybeans; and sulphur dioxide/sulphites. Your allergen matrix should map each menu item against these 14.
The core records to keep
- Food safety management system: a HACCP-based plan. Most small caterers use the FSA's Safer Food, Better Business (SFBB) pack, with its daily diary.
- Allergen matrix: every dish mapped against the 14 allergens, kept current whenever recipes or suppliers change.
- Ingredient information for PPDS: full ingredient lists with allergens emphasised, for food prepacked for direct sale (see Natasha's Law).
- Temperature records: fridge/freezer checks, cooking and hot-holding temperatures.
- Cleaning schedules: what is cleaned, how, and by whom.
- Staff training records: food hygiene and allergen training, dated.
- Traceability / supplier records: invoices and delivery records so you can trace a batch one step back and one step forward.
Allergen management and the law
You must provide accurate allergen information for all the food you sell. Whether prepacked, prepacked for direct sale, or loose/non-prepacked. For non-prepacked food (e.g. a meal made to order), you can signpost customers to ask staff, provided staff can give accurate information from your matrix. The rules tightened with Natasha's Law in 2021 and are set to tighten again around precautionary "may contain" labelling in 2026.
Retention, how long to keep records
- SFBB diary / daily records: commonly kept for at least 3 months rolling; longer is safer.
- Allergen matrix: keep the current version and superseded versions.
- Traceability records: keep for the shelf life of the food plus a reasonable margin.
- Training records: keep for the duration of employment.
FAQs
Do I legally need written records if I'm a small café?
Yes. All food businesses must have a documented food safety management system based on HACCP principles. SFBB is the FSA's simplified route for small businesses.
What is an allergen matrix?
A grid mapping every dish you serve against the 14 regulated allergens, so staff can answer allergen questions accurately and consistently.
Who inspects my records?
Your local authority's Environmental Health team, as part of food hygiene inspections that also feed your Food Hygiene Rating.