Checklist

Allergen Management & Guest Communication Checklist

Interactive checklist for safely taking and preparing allergen-sensitive orders, including an order-taking script, cross-contact prevention tasks, labeling and communication steps, and an incident-recording section.

Interactive Tool

Allergen Management & Guest Communication Checklist

Use this checklist every time a guest reports a food allergy or intolerance. It guides the server, kitchen, and manager through consistent order-taking, clear communication, cross-contact prevention, labeling, and incident handling. Start with a caring order-taking script and record required details so the kitchen can prepare the order safely.

Suggested order-taking script (brief)

Server: "Do you or anyone in your party have any food allergies or intolerances we should know about? Please tell me exactly what you are allergic to and how severe the reaction might be. I will mark your order and we will follow our allergen procedures. Would you like me to repeat what I heard?"

This checklist preserves the original creator intent: order-taking language, cross-contact prevention tasks, dedicated-prep labeling, server-to-kitchen protocol, and menu flags. Use the fields below to save a structured record for the shift and to trigger follow-up when needed.

Server name / initials

Name or initials of the person taking the order.

Location / station

For multi-location or multi-kitchen operations, where the order was placed/prepared.

Date & time

When the order was placed (YYYY-MM-DD HH:MM).

Allergen(s) reported by guest

Record exactly what the guest said (e.g., 'peanuts', 'shellfish', 'gluten', 'milk').

Stated severity of reaction

Ask the guest how severe past reactions have been; treat any potential anaphylaxis as highest priority.

Was the allergy recorded on the POS/ticket?

Marking the order in the POS helps kitchen and expo staff notice the risk.

Was the ticket/plate visibly flagged?

Examples: highlighted ticket, colored chit, printed allergen note.

Did the server add a clear kitchen note (e.g., 'ALLERGY: Peanuts - severe')?

Clear, consistent phrasing reduces ambiguity.

Did expo/runner verify the allergen flag before sending to table?

A second check reduces risk of missed flags.

Cross-contact prevention measures used (check all that apply)

Use the combination of measures appropriate to the allergen and your kitchen layout.

Separate prep area/station

Separate cookware/pans

Cleaned/ sanitized surfaces before use

Fresh gloves and utensils

Separate fryer or dedicated oil

Dedicated plating surface/plate

Other (describe below)

If 'Other', describe measures taken

Provide short details when 'Other' is selected.

Was the item labeled for dedicated prep (name, allergen, time)?

Labels should travel with the item through prep and service.

Did a staff member visibly check the plate for contaminants before serving?

Expo or server should confirm plating meets allergen-safe requirements.

Is the guest's allergen reflected on menus/flags (if applicable)?

Useful for recurring guests or longer service periods—ensure menu flags are consistent.

Assessed risk of cross-contact (1 = low, 5 = high)

Consider kitchen layout, shared equipment, fryer use, and staff experience.

1.0 10.0

Did the guest consume food and have a suspected allergic reaction / cross-contact incident?

If 'Yes', complete the incident details and follow your emergency procedures.

Incident details (if any)

Describe what happened, timing, symptoms, actions taken, witnesses, and any medical response.

Was a manager notified?

Manager involvement is required for incidents and strongly recommended for severe allergies.

Corrective actions taken

E.g., item discarded, guest offered replacement/refund, emergency services called, staff retraining, menu flag updates.

Was follow-up communication planned/offered (contact info recorded)?

Document whether the guest will be contacted and what was promised.

Staff initials completing checklist

Initials of the person finalizing this record.

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Allergen Management & Guest Communication Checklist