What does "compliant" actually mean when you're buying a prep labelling machine?
Every labelling supplier says their machine is compliant. Because of that, it’s become one of the least useful words in this industry.
There's no accreditation scheme for kitchen labelling machines, no approved list, and no authorised body that signs off on them. What does exist is a set of things a prep label has to carry and a set of things an inspector will ask about. A machine is compliant to the extent that it helps you meet those basics without relying on anyone's memory.
Here's what to hold a supplier to.
What a label has to carry
Start with the output, because that's what ultimately gets inspected when an EHO walks in.
A prep label on food you've made for use in your own kitchen needs the product name, the date it was prepped, the use-by date, any allergens present, and ideally the initials of whoever made it.
A PPDS label, basically anything prepped and packed on site before a customer orders it, needs more: the product name and a full ingredients list with the 14 declarable allergens emphasised, plus a date.
Six things to check
1. Does it calculate the date for you?
The same product has a different shelf life depending on whether it’s vac packed, clingfilmed, frozen etc. A machine that prints whatever someone types has moved handwriting onto a screen without removing the part that can go wrong. Labl.it calculates expiry entirely for you.
2. Can staff choose use-by or best-before?
They're legally distinct. Use-by relates to safety, best-before to quality. Labl.it allows use-by or best before on PPDS items, and use-by only on prep labels.
3. How does allergen emphasis work?
Every system needs a person to mark which words in an ingredients list are allergens, because software can't identify them for you. The question is when. With Labl.it you mark them once during product setup and every label printed afterwards carries that formatting. A system asking staff to format ingredients at the point of printing increases the risk of non-compliance.
4. Can you record allergens beyond the 14?
Plenty of people react to things outside the declarable 14, and whilst there's no legal requirement to declare them, you may need to answer the question when a customer asks it. That’s why Labl.it allows custom allergens alongside the main 14.
5. What records does it keep without anyone maintaining them?
This is the part most buyers skip. An inspector assessing your food safety management wants evidence of consistency over time, and handwritten labels leave no trace once the food has been used or sold. Labl.it keeps a print log of every label and who printed it, an expiry log, wastage reports, and a history of product amendments showing what changed and when in the back office.
6. What happens when it breaks?
You cannot sell a PPDS range without compliant labels. A device out of action on a Friday is a compliance problem across all of your prep, not just an inconvenience. Labl.it replaces a damaged device the next working day under our 24-hour hot-swap policy.
What no machine can do
If the reason you’re looking into a new food labelling system is to increase compliance, it’s important to consider the limitations of every system. These aren’t specific to Labl.it, they apply to any supplier you’re researching.
A machine won't decide your shelf lives, those are your decisions and it prints what you set
It won't fix inaccurate source data
It won't clean your premises or manage your team, and both count towards your hygiene rating alongside your records
It won't guarantee a rating, proper labelling removes a common problem that can negatively impact your rating, and it does go towards improving it, but it’s one of many things an EHO inspects - you have to look at them all to get a good rating
Frequently asked questions
Is there a certification for compliant food labelling machines?
No. There's no accreditation scheme or approved list. Compliance sits in whether the label produced carries the right information and whether you can evidence consistency over time, which is why a free trial of any potential new system is so crucial.
What must a prep label include?
Product name, prep date, use-by date, allergens, and usually the initials of whoever made it. PPDS labels additionally need a full ingredients list with the 14 allergens emphasised.
Does a labelling machine make us Natasha's Law compliant?
It makes producing compliant PPDS labels straightforward and repeatable. Your ingredient data still has to be accurate.
Should the machine calculate use-by dates?
Yes. Shelf life varies with storage method, and a machine that simply prints what someone types isn’t going to increase compliance or consistency.
Do we need records as well as labels?
Not legally, but an inspector assessing your food safety management places weight on evidence of consistency. Automatic print logs provide that without anyone keeping paperwork.
Can one machine handle prep and PPDS labels?
Labl.it covers EHO prep labels, PPDS and Natasha's Law labels, HACCP labels and sale labels on the same device. Not every system does.
This is practical guidance rather than legal advice. For definitive requirements, see the Food Standards Agency at food.gov.uk or speak to your local authority.
Test it against your own products
The quickest way to assess any machine is to print your most complicated product on it and look at the label.
Try Labl.it free for 14 days. Load your own products, print your awkward ones, and judge it on what comes out. If it isn't right, return it in the prepaid box at no cost.
