How to Label Food In a Commercial Kitchen: Tips, Tools & More

Key takeaways

• Food labeling is essential for food safety and compliance. Proper labeling helps prevent foodborne illnesses and ensures adherence to health regulations.
• Labels improve organization and reduce food waste. Clearly marked expiration dates and storage information help kitchens track inventory and minimize waste.
• Different types of labels serve specific purposes. Use color-coded labels, use-by dates, and allergen markers to maintain efficiency and safety.
• A digital labeling system can streamline the process. Food labeling software enhances accuracy, reduces manual errors, and improves kitchen workflow.

Running a commercial kitchen comes with its fair share of *challenges* (“Understatement Of The Month”, right there…) Between juggling endless orders, maintaining strict health standards, and keeping everything running smoothly, even the smallest oversight—like a missing label on a container—can quickly turn into a bigger headache.

Food labeling might not be the first thing on your mind during a busy service, but it’s essential for food safety, efficiency, and waste reduction. Clear, accurate labels help prevent cross-contamination, track expiration dates, and make sure your team knows exactly what’s in each container (so no more guessing games at the back of the fridge).

In this guide, we’ll show you how to label food in a commercial kitchen, covering best practices, essential tools, and expert advice to keep your kitchen compliant and organized.

The importance of labeling food in a commercial kitchen

In a busy kitchen, every second counts. Without clear labeling, it’s easy to lose track of ingredients, leading to wasted food, safety risks, and potential health violations. 

Here’s why the importance of labeling food in a commercial kitchen (indeed, in building a strong food safety culture) can’t be overlooked:

• Ensures food safety and regulatory compliance – Health inspectors require accurate labeling to prevent foodborne illnesses. Clear labels help track storage times, monitor food safety practices, and reduce the risk of serving expired food.
• Prevents cross-contamination and allergen risks – Mislabeling or failing to label food properly can lead to serious health hazards, especially for customers with food allergies.
• Reduces food waste and improves inventory management – Labeled ingredients make it easy to track expiration dates, prioritize food usage, and reduce waste, saving time and money.
• Enhances kitchen organization and efficiency – With clear labels, staff can quickly identify ingredients, speeding up meal prep and ensuring consistency across dishes.
• Keeps track of expiration dates – A proper labeling system ensures you follow FIFO (First In, First Out) principles, so older ingredients are used before newer ones.

A simple labeling system, supported by compliance software, can improve kitchen workflow, reduce costs, and keep your business compliant with health regulations. 

Types of food labels (and which one you should use)

Not all food labels serve the same purpose. Choosing the right one can make your kitchen safer, more organized, and much easier to manage. When you understand the types of food labels (and which one you should use), you’ll streamline your labeling process and keep everything running smoothly—without second-guessing what’s in that unlabeled container on the top shelf.

Here are the main types of food labels and when to use them:

How to label food in a commercial kitchen

Knowing how to label food properly in a commercial kitchen can prevent waste, improve organization, and maintain safety standards.

Here’s what you need to know:

• Include key information – Every label should have the food name, preparation date, expiration date, and storage instructions. If applicable, add allergen warnings and handling guidelines.
• Use proper placement – Labels should be clearly visible on storage containers and packaging, avoiding areas where they could be smudged or removed.
• Keep labels updated – Regularly check and update food labels, especially when transferring food between containers or extending shelf life.
• Follow FIFO (First In, First Out) – Always place newer items behind older ones and check labels before using ingredients.
• Avoid common mistakes – Inconsistent labeling, missing dates, or unclear handwriting can cause confusion and increase the risk of food waste.

A consistent labeling routine makes it easier for staff to locate, use, and store ingredients correctly. 

Make food labeling easier with software

Manually labeling food in a commercial kitchen can be time-consuming, inconsistent, and prone to errors. If you’re looking for a way to make food labeling easier with software, a digital solution simplifies the process, ensuring accuracy, compliance, and efficiency.

With Operandio’s digital food labeling system, you can:

• Automate food labeling – Generate accurate, standardized labels with essential details, including expiration dates and storage instructions, using software for food labeling that integrates seamlessly into your operations.
• Reduce human error – Avoid mislabeling and illegible handwriting by using a consistent, digital format with label printing capabilities.
• Improve compliance – Stay on top of food safety regulations with automated tracking and reminders for food rotation, all within a comprehensive food labeling system.
• Save time and boost efficiency – Free up staff to focus on kitchen operations instead of manually writing and updating labels.

A smarter labeling system helps you run a safer, more organized kitchen. Book a free demo with Operandio today to see how easy it is to streamline your process.

3 benefits of using a food label printer

If you’re ready to upgrade, here are 3 benefits of using a food label printer that can save you time, reduce errors, and keep your kitchen running smoothly.

1. Speed and accuracy in labeling

Printing labels means no more rushed handwriting or guessing what was scribbled on a container. It saves time and ensures every label is clear, consistent, and easy to read.

2. Reducing human error and mislabeling risks

We’ve all seen it happen—labels smudged, dates forgotten, or containers left unmarked. A label printer helps avoid these slip-ups, making sure each item is labeled correctly and keeping your kitchen safe and efficient.

3. Improving compliance and record-keeping

Food safety rules can be strict, and keeping up with them isn’t always easy. With automated label printing, you’ll always have the right details—like prep dates, allergens, and expiration times—so staying compliant becomes one less thing to worry about.

Investing in a food label printer helps your kitchen stay organized, efficient, and ready for whatever the day throws at you.

Food labeling: keeping your kitchen calm

Food labeling might not be glamorous, but it’s what keeps your kitchen from descending into chaos when that unlabeled container inevitably shows up.

With Operandio’s digital tools, you can reduce waste, improve accuracy, and keep operations smooth. Whether you use color-coded labels, food label printers, or an automated system, a clear labeling process makes all the difference.

Ready to simplify food labeling? Book your free demo with Operandio today and keep your kitchen running like clockwork.

Frequently Asked Questions

Why are day-of-the-week food labels color-coded?

Color-coded labels help kitchens follow the First In, First Out (FIFO) method by making it easy to identify when food was prepared. Each day is assigned a color, allowing staff to quickly spot older items and use them before fresher stock.

What information should be included on any food labeling within a commercial kitchen?

Every food label should have clear, legible information that includes:

• Food name – So staff know exactly what’s inside.
• Preparation date & expiration date – To track freshness and avoid serving expired food.
• Storage instructions – Indicating refrigeration, freezing, or dry storage needs.
• Allergen warnings – If applicable, to prevent cross-contamination and ensure customer safety.