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4. Identify which food can be donated.
Surplus food can be the result of a number of events (e.g. un-expected decrease in the number of clients, limited
stocks which cannot be all used in time before the closure of the establishment for holidays, etc.).
However, not all foods can be donated. In order to be fit for donation, a food must be fit for human consumption
and shall therefore comply with all relevant food hygiene and safety legislation. Date/time-limit for consumption
shall always be complied with.
5. Storing the food to be donated
Food to be donated should be stored at an appropriate temperature to maintain their safety and shall be
prepared for collection. Depending on the type of perishable food to be donated, the various temperature chains
options (i.e. hot-hot, cold-cold, cold-hot, hot-cold-hot) shall be strictly respected. Food for donations shall be
kept separated from any other waste.
Think also about the packaging: when the recipient does not have serving kitchen facilities, it is only possible to
donate packaged food or food portions in boxes.
6. Transferring the food to the partner organisation
Food which will be donated must be transferred to the partner organisation (i.e. food bank or other similar
charitable organisations). For the transfer, it is important to clarify beforehand at least the following aspects:
•
How and when will the transfer happen?
•
Does the partner organisation have its own truck, or will a personal vehicle be used for the transfer?
•
What size load can be handled?
•
The necessary information on the donated food (Donor ID, date, storage conditions)
•
Is the vehicle used for the transfer equipped with a refrigerated storage space or isothermal boxes?
•
If the food is to be delivered by your own means, where is it to be delivered?
To address the various logistic aspects in the transfer, a dialogue with your partner organisation is crucial.
7. Keep record of the donated food and provide key information
Hospitality businesses should keep internal records of each donation made. This is essential to ensure the full
traceability of food products and for any potential tax deductions, where applicable. Moreover, this will allow
to track recurrent sources of waste/losses, and therefore to take corrective actions for the future. Finally, the
partner organisation should also receive all the necessary information on the food given to fulfil its own legal
obligations (e.g. traceability requirements, information on allergens).
What cannot be donated?
Leftovers from clients shall never be donated. Expired food. Food with advance spoilage or severe
freezer burns. Food which has not been kept at the appropriate temperature for longer that what
is allowed by local legislation. Food from buffet type service where consumers had direct contact
with food cannot be donated either.
What can be donated?
The following can be donated if correctly stored and not damaged: chilled perishable or non-
perishable packaged food, cold beverages, fresh and frozen meat and fish, frozen products,
bakery products, fresh and frozen fruits and vegetables. Food which was cooked but not served to
clients may sometimes be donated, provided that they meet all hygiene and safety requirements.
For advice on which food can be safely donated, consult your relevant competent authority or ask
your national hospitality association for advice.
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European hospitality industry guidelines to reduce food waste and recommendations to manage food donations