When a customer asks "Is there anything with nuts in this?", every member of your team should give the same, correct answer. An allergen chart makes that easy. It lists every dish and drink you serve against the 14 allergens, so nobody has to guess or rely on memory. This page gives you a free printable chart, explains how to fill it in and keep it up to date, and covers what the law in the UK asks of you.
Download the free allergen chart template (PDF)
The template is two A4 pages in landscape. Page 1 is the blank chart. Page 2 is a reference sheet listing the 14 allergens and where they often hide, with an "Allergy? Please ask" notice you can cut out and put by the till. It prints cleanly in black and white.
What is on the template
Page 1, the allergen chart:
- Business name and Last updated / checked by lines at the top, so anyone can see how current the chart is.
- A "Dish or drink" column wide enough for a full item name, such as "Ham and cheese toastie" or "Oat flat white".
- One column for each of the 14 allergens: celery, cereals containing gluten, crustaceans, eggs, fish, lupin, milk, molluscs, mustard, tree nuts, peanuts, sesame, soya, and sulphur dioxide and sulphites.
- 19 rows, with every other row shaded so it is easy to read across the page. Print more copies if your menu is longer.
- A key: "Mark Y where the dish contains the allergen. Review whenever a recipe or supplier changes."
Page 2, the reference sheet:
- The 14 allergens, what each one covers, and common places it hides.
- A cut-out notice that says "Allergy? Please ask a member of staff before you order."
- Four short reminders for using the chart.
What the law says about allergen information
In the UK, food businesses must tell customers if any of the 14 allergens are in the food and drink they serve. For food that is not prepacked, such as a toastie made to order or a slice of cake from the counter, you can give this information in writing, or verbally as long as there is a clear written notice telling customers to ask staff.
So a written chart is not strictly compulsory. But it is the easiest way to make sure the answer is the same whoever is on shift. The Food Standards Agency's guidance encourages businesses to give allergen information in writing as well as talking to the customer. Start with its allergen guidance for food businesses. In Scotland, Food Standards Scotland is the regulator and publishes its own guidance.
Two related rules are worth knowing:
- Natasha's Law. Since 1 October 2021, food that is prepacked for direct sale (PPDS) must carry a full ingredients label with the allergens emphasised. A sandwich made and wrapped in the morning and sold from your chiller is PPDS. A chart on the wall does not replace those labels.
- Inspections. An inspector may ask staff how they would answer an allergen question. Being able to point to an up-to-date chart helps. Our guide on how to get a 5 star food hygiene rating covers what else they look at.
This is a general guide, not legal advice. If you are unsure how the rules apply to your café, ask your local council's food safety team.
How to fill in the allergen chart
Set aside an hour when the café is quiet. You will need your recipes and the labels or specification sheets for everything you buy in.
- List every item you sell. Food, drinks, sauces, sides and specials. Include each milk option as its own line, or note them clearly, because a flat white with oat milk is a different answer from one with cow's milk.
- Work through one item at a time. For each ingredient, check the label or the supplier's specification. On prepacked ingredients, allergens are emphasised in the ingredients list, often in bold.
- Mark Y in every column that applies. Leave the box blank if the allergen is not an ingredient. Do not mark an item as free from an allergen just because you think it is unlikely.
- Do not forget the small things. Dressings, marinades, garnishes, stock, glazes, sprinkles and syrups all count.
- Sign and date it. Write the date and your name in Last updated / checked by.
- Ask a second person to check it. Fresh eyes catch the mustard in the mayonnaise.
Where allergens hide
Most mistakes come from ingredients nobody thinks of as allergens. Page 2 of the template lists common hiding places. A few that catch cafés out:
- Mustard in dressings, mayonnaise-based sauces, marinades and sandwich fillings.
- Sulphites in dried fruit such as apricots and raisins, and in wine, beer and cider.
- Lupin in some flours, breads and pastries, especially continental products.
- Milk in lactose-free milk. Lactose-free milk is still milk.
- Cereals containing gluten in soy sauce, malt drinks and oat milk that is not labelled gluten free.
- Celery in stock cubes, soups and spice mixes.
- Soya in bread, chocolate and many sauces.
- Fish in Worcestershire sauce and Caesar dressing.
The list on the template is a prompt, not a complete list. Always check the label.
Keeping the chart up to date
A chart is only useful if it is right today. It goes out of date when:
- A recipe changes. A new chutney, a different bread, a seasonal special.
- A supplier changes a product, or you switch supplier. The same "plain croissant" from two bakeries can have different allergens.
- A substitute goes in because something ran out. The replacement needs its own check.
Make the chart part of the job. Whoever changes a recipe or accepts a substitute updates the chart and signs it. Keep the old copies in your food safety file for a while, so you can show what the information was on a given day.
Cross-contamination and "may contain"
The chart records what is in each dish. It does not tell a customer whether a dish might pick up an allergen in your kitchen, from a shared toaster, a milk jug or a knife used for peanut butter.
Be honest about this. If you cannot rule out cross-contamination, say so, and let the customer decide. Do not describe food as "nut free" or "gluten free" unless you have the controls in place to back that up. If a customer has a serious allergy and you are not sure, it is better to say you cannot guarantee it than to guess.
Using the "Allergy? Please ask" notice
Cut out the notice on page 2 and put it where customers see it before they order: at the till, on the counter, or on the menu board. If you give allergen information verbally, a clear notice like this is part of how you meet the rules. When someone asks, the staff member should check the chart, not answer from memory.
How it works in Café QR
A paper chart works, but it relies on someone remembering to update it. In Café QR, the allergen information lives with the menu itself.
- Allergen tags on menu items. Tag each item with the allergens it contains, and guests see them on your QR menu before they order. Our guide to online allergen information for café orders covers how to keep it accurate.
- A live 14-allergen matrix. In the food safety module, Inspection mode builds a 14-allergen matrix from your active menu, so it changes when the menu changes. Tap Print / Save as PDF to print it. See how Inspection mode works.
- Natasha's Law labels. For food you prepack for direct sale, you can print labels from the menu labels screen, with the ingredients and allergens built from your recipes and confirmed by a manager.
You are still responsible for the information being right, so check the tags against your supplier labels. Read more in our guide to digital food safety records for cafés, or see the food safety and compliance features.
Frequently asked questions
Is the allergen chart template really free?
Yes. Download the PDF, print as many copies as you need and use them in your café. You do not need to sign up for anything.
Do I legally need an allergen chart?
Not as such. For food that is not prepacked, you must give allergen information for the 14 allergens, either in writing or verbally with a clear written notice telling customers to ask staff. A written chart is the simplest way to make sure every member of staff gives the same correct answer.
What are the 14 allergens?
Celery, cereals containing gluten, crustaceans, eggs, fish, lupin, milk, molluscs, mustard, tree nuts, peanuts, sesame, soya, and sulphur dioxide and sulphites.
Does an allergen chart cover Natasha's Law?
No. Natasha's Law applies to food prepacked for direct sale, such as sandwiches you make and wrap on site. That food needs a full ingredients label with the allergens emphasised. The chart is for food served loose or made to order.
How often should I update the allergen chart?
Whenever a recipe, ingredient or supplier changes, and whenever you add a new item. It is also worth a full check every few months, and signing the chart each time.
Where should I keep the allergen chart?
Somewhere every member of staff can reach it quickly during service, such as by the till or in the kitchen. Some cafés also keep a copy in their food safety file.