Batch prep and stock rotation: FIFO and date labelling made simple

20 October 2026 · 2 min read

Batch prep saves time on busy days, but it only works if everyone knows what is in each tub and when it needs using. A little system goes a long way.

Plan your batch prep

• Prep from your sales. Check how much of each item you sold on similar days and prep to that, plus a sensible buffer.
• Use a prep list. A simple daily sheet with item, quantity and who is doing it keeps the team on the same page.
• Cool food quickly. Hot food going into the fridge should be cooled as quickly as possible. The FSA's Safer Food, Better Business pack has a "Chilling" section with safe methods, such as dividing food into smaller portions and using shallow containers.
• Cost your batches. If a batch of soup makes 12 portions, cost the batch and divide by 12. Our food cost % guide shows how, or use the free Dish Profit Calculator and set portions to 12.

First in, first out (FIFO)

FIFO simply means you use older stock before newer stock.

1. When a delivery arrives, put new items behind or below the existing ones.
2. Check dates as you put stock away.
3. Always take from the front.
4. Apply the same rule to your own prepped food in the fridge.

Some kitchens use "first expiry, first out" for items with very different dates, which works the same way but goes by the date on the label rather than the arrival day.

Date labelling your own prepped food

Labels on prepped food help staff know what something is and when it must be used by. A good label includes:

• what the food is
• the date it was made or opened
• the date it should be used by
• who prepped it (handy for questions later)

Your shelf lives should come from your own food safety procedures, the manufacturer's instructions on opened products, and your local authority's advice. Do not rely on rules of thumb you have heard elsewhere.

Day-dot or colour-coded labels can help at a glance, but make sure everyone knows what each colour means.

Use-by and best before

On bought-in products, the use-by date is about safety: do not use food after it. Best before is about quality. The government's guide to understanding food labelling explains both.

Allergens and batch prep

If you prep food in advance and pack it on site to sell, it may count as prepacked for direct sale (PPDS) and need a full ingredients label with allergens emphasised. See our allergen information guide.

Quick daily routine

• Morning: check fridge temperatures and dates, pull anything past its use-by date.
• Before service: prep to your list, label everything.
• After service: wrap, label and rotate, then write down what was wasted.

Simple, repeatable habits keep you safe, help at inspection time and stop money going in the bin.

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