What an EHO looks at on your prep labels
It goes without saying that no hospitality business is going to fail an EHO inspection because of its labels alone. That doesn’t mean they don’t matter.
EHOs assess how food is handled, stored and managed, and prep labels are some of the clearest evidence of all three. A tub with a legible name, a prep date and a use-by date that hasn't passed shows a well-implemented, working system. A fridge of unlabelled or out-of-date containers suggests deeper underlying issues.
This guide goes through what your labels tell an inspector, using published FSA guidance. It doesn't replace advice from your local authority, it’s just designed to help break things down a bit.
How a food hygiene rating is worked out
The Food Hygiene Rating Scheme is run by the FSA with local authorities in England, Wales and Northern Ireland. In England, inspections follow the Food Law Code of Practice, and officers score three areas: compliance with food hygiene and safety procedures, compliance with structural requirements, and confidence in management (Harborough District Council).
Confidence in management looks at record-keeping and how risks to food safety are controlled, and it's also shaped by the officer's experience of the business on previous visits (Bath and North East Somerset Council).
Prep labels sit in the first and third areas. They show how food is being stored, and whether the system you've written down or put in place is actually the one your team uses.
What your labels tell an inspector
What the food is
An unlabelled tub can't be checked against anything. A product name tells an inspector, and your own team, what's inside a tub without lifting the lid.
When it was made, opened or defrosted
The FSA's Safer food, better business pack asks kitchens to use stickers or another method to mark dishes they've prepared or cooked. A prep or open date is the starting point for working out whether food is still in date and safe to use.
The use-by date
Food with a use-by date has to be kept chilled and can't be served after that date (FSA, Safer food, better business: chilled storage). An in-date label on everything in the fridge is the quickest way to show that's under control.
Whether frozen and defrosted food is labelled correctly
FSA guidance says food with a use-by date should be frozen before that date passes, with the freezing date clearly noted, and used within 24 hours of thawing. It also recommends labelling everything you freeze (FSA, Chilling food correctly in your business). Labels on frozen and defrosted food show those steps are being followed.
Allergen information on PPDS food
If you pack food for direct sale, it has to carry the name of the food and a full ingredients list, with any of the 14 allergens emphasised (FSA, PPDS labelling guidance). PPDS labels on the counter are a visible part of how you manage allergen information.
Label problems that weaken confidence
Labels that can't be read, or have been written over
Missing prep or use-by dates
Food past its use-by date still in storage
Defrosted food still carrying only its freezer label
Shelf lives that vary from one label to the next
PPDS labels with allergens missing or not emphasised
A lack of traceability (i.e. no initials or staff name on labels)
A quick check before your next visit
Don’t be caught off guard when the EHO drops in, follow these steps to ensure your kitchen is inspection ready, everyday.
Open each fridge and freezer and check every container has a clear, compliant label.
Remove anything past its use-by date.
Compare a few labels with your documented shelf lives to check for inconsistency.
Check defrosted items have been relabelled accurately.
Check a handful of PPDS labels against current recipes to make sure allergens are correct.
For more from the inspector's side, see our six must-knows from an EHO.
Where a labelling system helps
With Labl.it, use-by dates are calculated automatically from the product and storage method, every label prints in the same clear format, and expiry alerts flag food that's close to its use-by date. The same device also prints PPDS labels, with allergens emphasised as they were set up in the product list.
Frequently asked questions
Do EHOs check prep labels?
Officers assess how food is stored and how food safety is managed, and labels are evidence of both.
Are day dots acceptable?
The FSA's Safer food, better business pack allows stickers or another method. Whilst day dots are technically acceptable, they are easier to get wrong or miscalculate.
What is confidence in management?
It's one of the three areas scored under the Food Hygiene Rating Scheme. It covers how well food safety is documented and controlled, and the officer's confidence that standards will be kept up.
Our sources
FSA: Labelling guidance for prepacked for direct sale (PPDS) food
Harborough District Council: Food hygiene ratings
Bath and North East Somerset Council: How are the ratings worked out?
