Date code labels in commercial kitchens: what goes on them and how to print them
A date code label is the label a kitchen puts on food it has prepared, opened, decanted or defrosted. It tells the next person what the food is and when it has to be used by. Most kitchens use one of three formats: day dots, handwritten stickers or printed labels.
This guide covers what a food date label should show, how day dots compare with printed labels, and the main ways to print them.
What is a date code label?
In a commercial kitchen, "date code" usually means the in-house label on a tub, tray or bag, as opposed to the manufacturer's date mark on packaging you buy in. Once a product is opened, cooked, portioned or moved into a new container, the manufacturer's date may no longer apply or be clear, so the kitchen's own label takes over.
The FSA's Safer food, better business pack asks kitchens to use stickers or another method to mark dishes they've prepared or cooked. It doesn't prescribe a single format, which is why labels can vary so much from one kitchen to the next.
What goes on a food date label
Every kitchen's label looks slightly different, but a useful, compliant date label should include the following:
Product name
Date prepared, opened or defrosted - the starting point for its shelf life
Use-by date - the last day it can be used, food with a use-by date can't be served after that date (FSA, Safer food, better business: chilled storage)
Who made it - either using initials or a name
Storage type - chilled, frozen, ambient, vac-packed, how the food is stored changes the shelf life
Allergens
For frozen food, the FSA advises freezing food with a use-by date before that date passes, clearly noting the date it was frozen, and using it within 24 hours of thawing. It also recommends labelling everything you freeze, so nothing ends up unidentified at the back of the freezer (FSA, Chilling food correctly in your business).
Labl.it lets you print prep labels for defrosting food with a defrosted by time, so not only does the label tell you when it’s out of date, it tells you when the food becomes safe to use.
Day dot labels vs printed date labels
Day dots are small coloured stickers, one colour for each day of the week. They're cheap and quick, which is why so many kitchens use them.
The trade-off is how little they say. A dot shows the day, but not the date, the product or the use-by, and the same colour comes round again a week later. Most kitchens end up writing a date on top of them, which arguably makes them no better than a handwritten label.
Printed labels carry the full set of details in the same layout every time. They’re significantly more consistent, automated date calculations reduce the risk of human error, and printing rather than handwriting means every label is easy to read.
How long should a use-by date be?
Shelf lives are set by the kitchen as part of its food safety management system. Use the manufacturer's instructions for anything opened, and your own documented times for food you prepare. Our article on date marking and shelf life covers how to set them, and use-by vs best before explains the two date marks on bought-in food and what the differences are.
How to print date code labels
There are four common set-ups:
Handwritten labels or masking tape - no equipment, but the accuracy of every label depends on the person writing it, and writing out lots of labels in a prep run is tedious and time consuming.
Day dots plus a marker - easy to spot by colour, still reliant on handwriting for a date, too small to add any detail too like allergens.
A fixed label printer with separate software - prints clear labels, but fixed location makes this less convenient and often means higher costs associated with hardware repair or replacement.
A dedicated kitchen labelling device - products and shelf lives are set up in advance, staff print from their device anywhere in the kitchen, labels are compliant, clear and quick.
Labl.it falls under the fourth category. Our handheld device prints thermal labels, so there's no ink to replace. Staff pick a product and print in three clicks, with the use-by date calculated automatically from the product and how it's stored. Batches can be printed in bulk, and scanning a label's barcode reprints it. It's three times faster than handwriting.
Frequently asked questions
Is a date code label a legal requirement?
UK law doesn't set out a template for in-house prep labels. Kitchens do have to keep food safe and can't serve food past its use-by date, and the FSA's Safer food, better business pack points to stickers or another method to track prepared food. A clear date label is the simplest way to show that system works, and it is something EHOs will be looking for during an inspection.
What's the difference between a date code and a use-by date?
The use-by date is one detail on a date code label. The label also records what the food is and when it was prepared, so the use-by can be checked.
Are day dots enough on their own?
They show the day food was prepared, but not the product or the use-by date. Many kitchens pair them with written details or move to printed labels.
Do frozen foods need a date label?
The FSA recommends labelling food you freeze and clearly noting the date it was frozen.
Upgrade your labels
Handwritten labels or day dots might work okay in your kitchen, but switching to printed labels could show you what you're missing out on.
Labl.it comes with a 14-day free trial. Simply load your products, use it for a couple of weeks, and see all the ways it helps your kitchen. If it isn't quite right, return it in the prepaid box at no cost.
