How to Record a Date Labelling Video for Your Food Safety Management System

Step 1: Set the scene and context

Date labelling is one of the most fundamental food safety controls in your kitchen, yet it's also one of the most commonly done incorrectly. Every time food is opened, decanted, cooked, or frozen, a clock starts ticking—and your team needs to know exactly how long that clock runs and how to communicate that information clearly on a label.

Poor date labelling leads to food being kept too long, food being thrown away unnecessarily, and worst of all, potentially unsafe food being served to customers. Your team needs to understand not just how to write a label, but the specific rules that determine what date goes on that label.

Where to film this video:

Film at your main food preparation area where labelling typically happens. Have your labelling supplies ready—labels, pens, or a label printer if you use one. Prepare some example scenarios: a container for decanting a product, a cooked item that needs labelling, something being prepped for the freezer, and a defrosted item. Having real examples makes the rules concrete and memorable.

What to have ready:

• Date labels and pens (or your label printer)
• A product in original packaging to demonstrate decanting
• A cooked/prepared item to demonstrate post-cooking labelling
• Freezer bags or containers for demonstrating freezer labelling
• A defrosted item to demonstrate the 24-hour rule
• Lidded containers for proper storage
• Your allergen information for reference

Start your video by explaining:

"This video covers date labelling—one of the most important controls in our food safety system. Every time we open a product, decant it into a container, cook something, or freeze something, we need to label it with the correct information. Get it wrong, and we could serve food that's no longer safe, or throw away perfectly good food unnecessarily. I'm going to show you exactly what information goes on a label, how to calculate the correct use by date for different situations, and the specific rules you need to follow."

Step 2: Plan what to record versus what to write down

Date labelling training combines hands-on demonstration with specific rules and calculations. Split your content strategically.

Best for video (on camera):

• Demonstrating how to write a clear, complete label
• Showing where to place labels (not covering original information)
• Walking through the date calculations for different scenarios
• Demonstrating the difference between decanted, cooked, frozen, and defrosted items
• Showing correct storage in lidded containers
• Explaining why allergen information must be included

Best for supporting written text:

• The specific date rules (3 days for cooked, 1 month for frozen, 24 hours for defrosted, etc.)
• What information must appear on every label
• Maximum storage times for different food types
• Allergen labelling requirements
• Quick reference chart for date calculations
• Examples of correct label formats

Example written reference to include:

Date Labelling Quick Reference:

DECANTED (not thermally processed):
→ Use original use by date from packaging

COOKED/THERMALLY PROCESSED (not used immediately):
→ Maximum 3 days including day of production
→ Monday production = use by Wednesday

FROZEN (prepared food):
→ Maximum 1 month from date of freezing
→ Include date frozen AND use by date
→ Include allergen information

DEFROSTED:
→ Maximum 24 hours after defrosting complete
→ Food from frozen storage = use within 2 days maximum

Label must include:
□ Product name (if not obvious)
□ Date of production/opening/freezing
□ Use by date
□ Allergens contained

Step 3: Core rules and requirements

Cover the specific rules your team must follow for different labelling scenarios. These aren't guidelines—they're requirements.

Rule 1: Never cover original labelling

Explain: "When you're adding a date label to a product, never cover any original labelling on the packaging. The original label contains important information—ingredients, allergens, manufacturer details, batch codes for traceability. Place your label where it's visible but doesn't obscure anything that's already there."

Rule 2: Decanted products (not thermally processed)

Explain: "When a product is taken out of its original packaging and decanted into a container, or stored differently, you must consider the original use by date. If the product hasn't been cooked or thermally processed, the original use by date still applies. Your label should show this original date—you can't extend it just because you've put it in a different container."

Rule 3: Cooked or thermally processed products

This is a critical rule that needs careful explanation: "Products that have been thermally processed—cooked, boiled, or otherwise heat-treated—follow a different rule if they're not being used immediately. They require a new use by date that must not exceed 3 days, including the day of production.

Let me give you a specific example: if you cook something on Monday, it must be used by Wednesday at the latest. Monday is day one, Tuesday is day two, Wednesday is day three. If it's not used by the end of Wednesday, it must be discarded and recorded in the wastage log.

This applies to batch-cooked sauces, prepped proteins, reheated items stored for later—anything that's been through a thermal process and isn't going straight to a customer."

Rule 4: Frozen prepared food

Explain: "When prepared food is frozen, the label must include the date of freezing and a use by date. The use by date must not exceed one month from the date of freezing. So if you freeze something on the 1st of the month, it must be used by the 1st of the following month at the latest.

The label must also include any allergens contained in the product. This is critical because when something comes out of the freezer weeks later, the person using it needs to know immediately what allergens are present."

Rule 5: Defrosted food

This rule catches many people out: "When frozen food is defrosted, it has a maximum safe usability of 24 hours after defrosting is complete. Note that the defrosting process itself can take 12-24 hours depending on the product, so you need to factor that in.

Additionally, food taken out of frozen storage must be used within 2 days maximum. If it's not used within this time, it must be discarded and the waste recorded.

You cannot refreeze defrosted food. Once it's out and defrosted, the clock is ticking."

Rule 6: Approved labels only

Explain: "Only use approved labels that show the production date, use by date, and allergens contained. Don't use random bits of tape or scribbled notes—use the proper labelling system so the information is clear, consistent, and complete."

Rule 7: Lidded containers and proper storage

Explain: "All decanted foods must be stored in lidded containers. This prevents contamination, maintains quality, and stops cross-contamination. For foods containing allergens, consider specific safe storage conditions to prevent allergen cross-contamination at all times."

Rule 8: Frozen storage requirements

Explain: "All frozen items must be stored appropriately and wrapped completely to prevent freezer burn. Freezer burn compromises the quality of the product and can affect food safety. Make sure items are properly sealed in appropriate freezer bags or containers."

Step 4: Demonstrate or walk through

This is where you show your team exactly how to label correctly in each scenario. Use detailed narration throughout so staff can replicate exactly what you're showing.

Demonstrating a decanted product

The complete decanting process:

"I'm going to decant this block of cheddar from its original packaging into a prep container. Let me show you the complete process from start to finish."

"First, I look at the original packaging. The use by date on this cheese is the 15th of the month. That's important—I can't extend this date just because I'm putting it in a different container."

"Now I'm preparing my label. Watch what I write: First, the product name—'Cheddar cheese.' This might seem obvious when I'm looking at it now, but in three days when this is at the back of the fridge surrounded by other containers, clear labelling matters."

"Second, I write 'Opened' and today's date. This tells anyone who sees it when the original seal was broken."

"Third, the use by date. For this cheese, I'm transferring the original date from the packaging: the 15th. The date doesn't change just because it's in a new container."

"Now watch where I place this label. I'm putting it on the lid, facing upward so it's visible when you open the fridge. But notice—I'm also keeping the original packaging nearby during this shift so if anyone needs to check ingredients, batch codes, or allergen information, that's still accessible."

Handling products with different rules:

"Let me show you another scenario. This cream has been opened for use in sauces. The original use by date is the 20th, but our house rule for opened dairy is 3 days maximum once opened."

"So even though the original date says the 20th, and today is the 10th, my label says 'Use by 13th.' The shorter of the two dates always wins—the original manufacturer date or our opened product rule, whichever comes first."

Demonstrating the 3-day rule for cooked products

The calculation explained:

"I've just batch-cooked this tomato sauce for use throughout the week. It's not being used immediately, so it needs a label with a new use by date."

"Here's the critical rule: products that have been thermally processed—cooked, boiled, heat-treated—have a maximum 3-day life including the day of production."

"Let me walk through the calculation clearly. Today is Monday. Monday is day one—the day of production counts. Tuesday is day two. Wednesday is day three. So my use by date is Wednesday."

"Watch me write this label: 'Tomato sauce. Made Monday [date]. Use by Wednesday [date]. Contains: celery.'"

"The allergen is critical here. This sauce has celery in it—that's one of the 14 major allergens. Even though I made it and I know what's in it, in three days I might not be here. The person using this sauce needs to know about the celery without having to ask anyone."

Multiple batch scenario:

"Now I've made three batches of this sauce and I'm portioning them into separate containers. Each container gets its own label with the same information. I don't label one container and assume people will figure out the others are the same."

"Watch: first container—'Tomato sauce, Made Monday, Use by Wednesday, Contains: celery.' Second container—same label. Third container—same label. This takes an extra minute, but it means anyone grabbing any container knows exactly what they're dealing with."

End of day production:

"Here's a scenario that catches people out. It's 10pm on Monday and I've just finished cooking this beef stew for tomorrow's service. Do I count Tuesday as day one since it's nearly Tuesday?"

"No. The rule is day of production, not time of production. I made this on Monday, so Monday is day one. Tuesday is day two. Wednesday is day three. Use by Wednesday—the same as if I'd made it at 9am Monday morning."

Demonstrating freezer labelling

The complete freezer label:

"I'm going to freeze these portions of chicken curry. Let me show you what a complete freezer label looks like."

"First, I'm portioning into individual containers. Smaller portions freeze faster and defrost more safely than one large batch."

"Now the label. I write: 'Chicken curry.' Then: 'Frozen [today's date].' Then: 'Use by [date one month from now].' And critically: 'Contains: milk, mustard.'"

"The one-month rule is important. Whatever date you freeze something, add one month and that's your maximum use by date. Freeze on the 5th, use by the 5th of next month."

"Why do I include allergens? Because in three weeks when someone pulls this from the freezer, they need to know immediately what's in it. They shouldn't have to defrost it, taste it, or guess. The allergen information is right there on the label."

Wrapping for freezer storage:

"Before this goes in the freezer, I'm making sure it's properly wrapped. Air causes freezer burn—those grey, dried-out patches that ruin quality. I'm pressing the lid down firmly to eliminate air pockets."

"For items in bags rather than rigid containers, I squeeze out as much air as possible before sealing. The label goes on the outside where it's visible—not hidden under a fold of plastic where no one will see it."

Demonstrating defrosted food labelling

The 24-hour countdown:

"This chicken has just finished defrosting in the fridge. The ice is gone, the meat is pliable throughout, and it's ready to use. From this moment—right now—I have 24 hours maximum."

"Let me check the time: it's 2pm on Tuesday. That means this chicken must be used by 2pm on Wednesday at the absolute latest. Not 'sometime Wednesday'—by 2pm Wednesday."

"I'm updating the label now: 'Chicken breast. Defrosted Tuesday 2pm. Use by Wednesday 2pm.'"

"Here's what catches people out: this chicken was frozen two weeks ago. When I froze it, the original use by date might have been months away. But once it's defrosted, the clock resets to 24 hours. The original date doesn't matter anymore—defrosted raw food is 24 hours maximum."

Defrosted cooked food:

"This is different—it's a portion of cooked beef stew that was frozen. The rule for defrosted high-risk and cooked foods is 2 days maximum, not 24 hours."

"I write: 'Beef stew. Defrosted Monday. Use by Wednesday.'"

"So raw foods: 24 hours from defrost completion. Cooked or high-risk foods: 2 days. Make sure you know which rule applies to what you're labelling."

Demonstrating allergen labelling

Why every label needs allergens:

"This prep container holds a batch of pesto I made this morning. Even though I made it and I know exactly what's in it, watch what happens if I just label it 'Pesto, Made Today, Use by Wednesday.'"

"Someone else picks up this container. They're making a dish for a customer who has a tree nut allergy. They assume pesto is just basil, oil, and parmesan. They don't realise this pesto has pine nuts—tree nuts—in it."

"That's how serious allergic reactions happen. The person using the product didn't know what was in it, and the label didn't tell them."

"The correct label reads: 'Pesto. Made [date]. Use by [date]. Contains: milk (parmesan), tree nuts (pine nuts).'"

"Even if you think it's obvious, even if 'everyone knows' what's in pesto—write it on the label. Allergen labelling protects customers with potentially fatal allergies."

Multiple allergens:

"This curry contains several allergens. My label needs to list all of them: 'Contains: milk, mustard, celery.' Not just the main one—all of them."

"If a customer has a celery allergy and I only listed milk because that seemed like the 'main' allergen, that customer could have a serious reaction. List every allergen present in the product."

Finding and correcting labelling problems

No label at all:

"I've just found this container in the fridge with no label. I don't know what it is, when it was made, or what allergens it might contain."

"The correct procedure: I need to find out who made this and when. If someone can tell me definitively what it is, when it was made, and what's in it, I can create a proper label."

"But if no one knows—if the person who made it isn't here, or no one remembers—this food has to be discarded. Food with unknown age and unknown contents is food of unknown safety. It goes in the bin and gets recorded in the wastage log."

Illegible label:

"This label has been smudged—I can read 'Chicken' but I can't read the date. Is this today? Yesterday? Three days ago?"

"Same principle: if I can't verify the information, I can't assume the food is safe. Either I need to positively confirm the date from someone who made it, or this needs to be discarded."

"This is why we use proper labels with waterproof pens, and why we write clearly. An illegible label is almost as bad as no label."

Step 5: Common mistakes to avoid

Cover the labelling errors that create food safety risks.

Mistake 1: Covering original labelling

"Never stick your date label over the original product information. The original label contains ingredients, allergens, batch codes, and the manufacturer's use by date. If you cover it, you've lost critical information. Find a clear space on the container or lid for your label."

Mistake 2: Getting the 3-day calculation wrong

"The 3-day rule for cooked products includes the day of production. If you cook something on Monday, you might think 'three days from Monday' means Thursday—but it doesn't. Day one is Monday, day two is Tuesday, day three is Wednesday. Wednesday is the latest it can be used. Count carefully, and when in doubt, be conservative."

Mistake 3: Forgetting the 24-hour rule for defrosted food

"Once food is defrosted, you have 24 hours maximum—not 24 hours from when you took it out of the freezer, but 24 hours from when defrosting is complete. A large item might take 12-24 hours to defrost, so you could have taken it out of the freezer a day ago. The 24-hour clock starts when it's fully thawed. Don't confuse these timings."

Mistake 4: Not including allergens on labels

"Every label for prepared food should include allergen information. If you batch-cook a sauce that contains celery, that must be on the label. If you freeze portions of a curry that contains nuts, that must be on the label. Allergens can cause life-threatening reactions. There's no excuse for not including them."

Mistake 5: Extending dates beyond safe limits

"You cannot extend use by dates. If a cooked item has a 3-day limit, you can't decide to give it 5 days because it 'looks fine.' If frozen food has a 1-month limit, you can't keep it for 6 weeks because you forgot about it. These limits exist for safety reasons. If food is past its date, it goes in the bin and the wastage log."

Mistake 6: Not using lidded containers

"Decanted food must go in lidded containers, not open bowls with cling film loosely draped over them. Proper lidded containers protect against contamination, prevent spills, maintain quality, and prevent cross-contamination—especially important for allergen-containing foods."

Mistake 7: Illegible or incomplete labels

"A label that's smudged, illegible, or missing information is almost as bad as no label at all. Write clearly. Include all required information: what it is, date, use by date, allergens. If you use a label printer, make sure it's printing clearly. If someone can't read the label, they can't follow the rules."

Step 6: Key takeaways

Finish your video by reinforcing the critical rules.

"Let me recap the date labelling rules you need to remember:

Never cover original labelling: Place your label where it doesn't obscure existing product information.

Decanted products (not cooked): Use the original use by date from the packaging.

Cooked/thermally processed products: Maximum 3 days including day of production. Monday production = Wednesday use by date. If not used, discard and record waste.

Frozen prepared food: Maximum 1 month from date of freezing. Label must show date frozen, use by date, and allergens.

Defrosted food: Maximum 24 hours after defrosting is complete. Food from frozen storage must be used within 2 days maximum.

Always include allergens: Every label for prepared, cooked, or frozen food must list the allergens it contains.

Proper storage: All decanted foods in lidded containers. Frozen items wrapped properly to prevent freezer burn. Consider safe storage for allergen-containing foods.

Approved labels only: Use proper labels that show production date, use by date, and allergens. No random bits of tape or illegible scribbles.

When in doubt, discard: If you're not sure when something was made or whether it's still safe, don't guess. Discard it, record the waste, and make fresh.

Train and retrain: If labelling standards aren't being met, retrain staff. Good labelling is a habit that needs reinforcement.

Audit regularly: Check fridges and freezers daily for labelling compliance. Missing labels, illegible labels, and expired items should be addressed immediately.

Use the right materials: Waterproof pens and proper labels that don't smudge. A label that's illegible by tomorrow is almost useless.

Position labels where they're visible: On the lid or front of the container, not hidden on the bottom or back where no one will see them.

Date labelling protects our customers from unsafe food and protects the business from serving something that's past its safe use date. Get it right every time—no shortcuts, no guessing, no exceptions."