How should I date label food after it has cooled?

Date modified: 22nd September 2025 | This FAQ page has been written by Pilla Founder, Liam Jones, click to email Liam directly, he reads every email. Or book a demo to see how hospitality businesses use Pilla to manage food safety.

Answer Content

After cooling food, it's important to label it with the date it was cooked and cooled. This helps you keep track of how long the food can safely be stored before it must be used or thrown away. Always write the date on the container or use a date label so everyone in the kitchen can see it clearly.

Common misunderstanding: It’s okay to just remember when food was cooled and use it within a few days.

Relying on memory for food safety is risky. Always label your food. This avoids confusion and helps maintain food safety standards, ensuring no food past its safe use date is served.

Common misunderstanding: You can label food just by the day it needs to be used.

It's more effective to label food with the actual date it was cooled as well as the use-by date. This provides clear information on how long the food has been stored and helps manage inventory better.

What is the maximum duration I can store cooled food?

Cooled food should be used within 3 days, including the day it was cooked and cooled. For example, if you cook and cool food on Wednesday, it should be used by Friday. After this period, the risk of bacterial growth increases, and the food should be discarded for safety.

Common misunderstanding: Cooled food can be kept as long as it smells and looks fine.

Food safety doesn't rely solely on smell or appearance. Bacteria that cause foodborne illnesses might not affect the smell or look of food but can still be present. Always stick to the 3-day rule.

Common misunderstanding: All types of cooled foods have the same storage duration.

Different foods may have different storage guidelines based on their ingredients and how they were prepared. However, the general rule for many common kitchen-prepared foods is 3 days to ensure safety.

Why must food be covered after cooling, and before refrigeration?

Covering food after it has cooled and before it goes into the fridge is crucial to prevent contamination. It protects the food from bacteria and other contaminants that could be present in the environment or other foods stored in the fridge.

Common misunderstanding: Covering food is only necessary if it smells strong or might absorb odours.

While covering food does help in preventing odour absorption, its primary purpose is to protect food from airborne contaminants and cross-contamination. Every type of food should be covered regardless of its odour.

Common misunderstanding: Plastic wrap is the only option for covering food.

Food can be covered with various materials, not just plastic wrap. Lids, aluminium foil, or even reusable silicone covers are effective. The key is to ensure the covering is secure and appropriate for the type of food.

When is it appropriate to use a walk-in fridge to finish cooling hot food?

Use a walk-in fridge to finish cooling hot food if nearing the 90-minute time limit and the food has not cooled enough.

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What should I do if the blast chiller breaks down when cooling hot food?

If the blast chiller stops working, quickly switch to alternative cooling methods to ensure food safety.

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How can I cool food quicker using the surface area?

To cool food more quickly by increasing the surface area, spread the food out in a thin layer or use shallow trays. This method exposes more food to cooler air, speeding up the cooling process.

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Should I cool leftover hot held food for reuse?

No, you should not cool leftover hot held food for reuse. Once food has been hot held and is left over at the end of service, it should be discarded to ensure safety and maintain quality.

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Can I use running cold water to cool rice, pasta, and vegetables?

Yes, running cold water can be used to cool rice, pasta, and vegetables quickly. The constant flow of water efficiently removes heat from the food, speeding up the cooling process.

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What cooling records should I maintain in the kitchen?

In the kitchen, it is important to maintain detailed cooling records for all types of food to ensure food safety.

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What should I do if food isn't adequately cooled after 90 minutes?

If food hasn't cooled to the required temperature within 90 minutes, it's crucial to immediately discard the food to prevent food safety risks.

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Why can't I place hot food in the refrigerator before it's thoroughly cooled?

Placing hot food directly into a refrigerator can cause the appliance's internal temperature to rise, endangering all stored food by creating an environment conducive to bacteria proliferation.

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Is it important to cool hot food quickly to avoid bacterial growth?

Yes, it is essential to cool hot food rapidly to prevent bacteria from growing.

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What should be the maximum size and weight for joints of meat to cool them safely?

To cool joints of meat safely and effectively, they should ideally not exceed 2.5kg in weight and 50mm in thickness or height.

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How quickly should hot food be cooled to be suitable for refrigeration?

Hot food must be cooled to a temperature suitable for refrigeration within 90 minutes of cooking to prevent bacterial growth and ensure food safety.

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Why can't reheated food be cooled a second time?

Reheating and then cooling food a second time is risky because it exposes the food to the danger zone between 5°C and 50°C multiple times, significantly increasing the likelihood of harmful bacterial growth. Once food is reheated, it should be consumed immediately or disposed of if not used.

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How should shellfish be cooled safely?

To safely cool shellfish and maintain freshness, place the shellfish in a bath of potable ice and water immediately after cooking.

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How can I use a convection oven for cooling hot food?

Using a convection oven for cooling hot food can be effective with specific settings designed to remove heat and steam.

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