Proper labelling helps staff identify the freshness of food products and supports efficient rotation, reducing food waste and preventing food-borne illness.
Why It Is Important
Food Safety: Ensures expired or unsafe food is not served to guests.
Regulatory Compliance: Meets local health department and food safety standards.
Quality Assurance: Maintains consistency in taste, texture, and presentation.
Waste Reduction: Helps identify and use products before they expire.
Operational Efficiency: Simplifies stock rotation and daily prep management.
How to Label Food
All food prepared, opened, or stored must be labeled immediately.
Labels must include:
Product Name: Use clear, descriptive names (e.g., “Grilled Chicken – Cooked”).
Date Prepared/Open Date: The date the product was opened, prepped, or cooked.
Use-By or Discard Date: Based on approved shelf life (see internal chart below).
Initials: Who labeled or prepared the product.
Example Label:
Grilled Chicken – Cooked
Prep Date: 10/10/25
Use By: 10/12/25
Initials: AB
Label Placement:
Place the label on the front of containers where it’s easy to read.
Avoid placing labels on lids (which can get mixed up).
Replace labels when containers are reused, never reuse old labels.
Approved Labelling Tools:
Pre-printed food rotation labels (colour-coded by day).
Waterproof pens or markers only.
No masking tape or sticky notes.
FIFO – First In, First Out
FIFO (First In, First Out) ensures older products are used before newer ones.
How to FIFO:
When stocking, move older items to the front and place new ones behind.
Always check dates before using any product.
During prep, use the oldest dated items first.
Discard expired products immediately.
Verify FIFO rotation at every shift change.
Example:
If you receive lettuce on Monday and another batch Wednesday, use Monday’s batch first.
Common Labelling Errors to Avoid
Missing dates or initials.
Writing on lids or tape.
Using illegible handwriting or smudged ink.
Not dating labels when products are repackaged.
Skipping FIFO during restocking.
Manager Responsibility
Conduct daily label checks on all prep and storage areas.
Ensure staff follow labelling procedures during every shift.
Train new employees on proper labelling and FIFO practices.
Log and discard any expired or unlabelled items.
Quick Reference Reminder
✅ Label every item immediately.
✅ Include product name, prep date, use-by date, and initials.
✅ Store and rotate using FIFO.
✅ Discard expired or unlabelled products.
Date Labeling FAQs
1. Why do we need to label and date all food items?
Labelling ensures food safety, helps track freshness, supports FIFO (First In, First Out) rotation, and prevents expired products from being used or served. It’s also required by food safety regulations.
2. When should I label a food item?
Immediately after it is on delivery, once opened, defrosting, prepared, or cooked - before placing it into storage. Never delay labelling.
3. What information must be included on a food label?
Every label must include:
Product name
Date prepared/opened
Use-by or discard date
Initials of the person who labeled it
4. Where should the label be placed?
On the front of the container, where it is easily visible. Avoid placing labels on lids (they can be mixed up) or under containers.
5. Can I reuse an old label or container?
No. Always remove old labels and apply a new one. Reusing labels can cause confusion and lead to food safety errors.
6. What if I find an unlabelled container in the fridge?
If a product has no label or illegible information, it must be discarded immediately, no exceptions.
7. How do I know what the “Use-By” or “Discard” date should be?
Follow your restaurant’s internal shelf life chart or local food code.
Example: Cooked chicken – use within 2 days of prep; sauces – 3–5 days, etc.
8. What does FIFO mean and why is it important?
FIFO = First In, First Out.
It means using the oldest dated product first to reduce waste and prevent expired items from being served.
9. What should I do if I open a package and don’t use all of it?
Label it with the date opened and a use-by date, then store it properly in the fridge or freezer following the FIFO system.
10. Do manufacturer “best before” dates apply after opening?
Once opened, the manufacturer’s date no longer applies — use your restaurant’s internal shelf life rules instead.