Shelf Life and Storage: Setting Dates You Can Defend

Every food business has to decide how long a product stays good. Set the date too short and you waste food; set it too long and you risk customer illness and complaints.

What affects shelf life

Several factors work together: the ingredients, how much water is in the product, how it is processed, whether it is heat treated, how it is packaged and the temperature it is stored at. Fresh products with moisture, such as puddings and juices, spoil faster than dry products like roasted seeds. Seeds contain oils that can turn rancid over time, particularly when exposed to heat, light and air.

Know the date types

Many countries distinguish between a use-by date, which relates to safety, and a best-before date, which relates to quality. Which one you use, and how it must be formatted, depends on local rules, so ask your local authority. Never sell food after a safety-related date.

Test, do not guess

For short-life products, run trials. Make a batch, store samples in the same packaging and temperature as real customers will, and check them at intervals for smell, taste, texture and appearance. For products where safety is a concern, laboratory testing may be needed, and a food technologist or testing lab can advise. Ask your manufacturer or supplier about the testing they have done.

Build in a safety margin

Customers do not always store food perfectly. A prepared item that is fine for four days in your fridge may not be fine after being left in a warm bag. Choose a date shorter than the longest period you tested, and label storage instructions clearly, such as keep refrigerated or store in a cool dry place.

Store properly

Keep dry goods in sealed containers away from heat, light and moisture. Store seeds in cool, dark places, and consider refrigeration or freezing for oil-rich seeds if you will keep them for long. Rotate stock using first in, first out, labelling every container with the date received or made. Keep fridges at the temperatures required locally and check them daily.

Throw away items that smell off, show mould, look different or have damaged packaging. When in doubt, throw it out.

Record and review

Keep a log of production dates, batch numbers and shelf life tests. If a customer complains, you can trace what happened. Review your dates if you change ingredients, packaging or processes.

If you are unsure about a date, shorten it. A slightly shorter shelf life costs you little in extra production, while one unhappy customer or a damaged reputation costs far more, so a cautious approach is usually the better business decision.

This article is general information, not legal, financial or medical advice.