Policies and Procedures for Hospitality

Policy Pros writes bespoke policies and procedures for hotels, restaurants, cafes, catering companies and events businesses across the UK. That covers food safety policies, allergen management, health and safety documentation and the employment policies that keep a shift-based team on the right side of the law.

Everything is written to line up with Food Standards Agency guidance and the checks environmental health officers actually make, so your paperwork stands up at inspection as well as in the office. Whether you run a single dining room, a catering kitchen or a group of hotels, the documents are built around how your business operates.

Bespoke, audit-ready policies from £65 + VAT per document. Get a quote or call 020 3951 2875 for a free scoping conversation.

The Hospitality Policy Checklist

• Food safety management system based on HACCP - required by Article 5 of Regulation (EC) 852/2004 (retained UK law) and enforced by your local authority
• Allergen management and PPDS labelling procedure - Food Information Regulations 2014 as amended by Natasha's Law, in force since 1 October 2021
• Health and safety policy - a written statement is required once you have 5 or more employees (Health and Safety at Work etc. Act 1974)
• Fire risk assessment and fire safety procedures - Regulatory Reform (Fire Safety) Order 2005, with the assessment recorded in full since October 2023
• Written tipping policy - Employment (Allocation of Tips) Act 2023, wherever tips are paid more than occasionally
• Age verification and Challenge 25 procedure - a mandatory condition on premises licences authorising alcohol sales (Licensing Act 2003)
• Staff handbook with disciplinary and grievance procedures - tribunals expect procedures that follow the Acas Code
• Data protection policy - UK GDPR and the Data Protection Act 2018, covering bookings, CCTV and guest records
• Public protection procedures under Martyn's Law - Terrorism (Protection of Premises) Act 2025, for venues where 200 or more people may be present, with duties expected from 2027

Food Safety and Your Hygiene Rating

Every food business must register with its local authority and run documented food safety procedures based on HACCP principles under Regulation (EC) 852/2004. Environmental health officers check that documentation at inspection, and what they find feeds directly into your food hygiene rating.

Our food hygiene policies service writes the documentation behind those inspections, from safe handling and cleaning schedules to allergen management and temperature monitoring.

Allergen Management and Natasha's Law

Since 1 October 2021, food prepacked for direct sale must carry a label showing the name of the food and a full ingredients list, with any of the 14 regulated allergens emphasised. The rule, widely known as Natasha's Law, amended the Food Information Regulations 2014 and catches items such as sandwiches, salads and cakes packed on site before a customer orders them.

The FSA's PPDS allergen labelling guidance explains which foods are in scope. For food served loose or cooked to order, you must still provide allergen information for the 14 allergens, and our page on allergens and UK food labelling policy covers what a compliant procedure looks like.

Tips, Rotas and Employment Policies

The Employment (Allocation of Tips) Act 2023 requires employers to pass tips on to staff fairly and to keep a written tipping policy wherever tips are paid more than occasionally. From October 2026, the Employment Rights Act 2025 adds a duty to consult workers before setting that policy and to review it at least every three years.

Our guide to the tipping policy consultation requirements from 2026 explains the new duties and what a compliant written policy contains. Alongside tips, hospitality employers need the core HR set, from contracts and working time to disciplinary and grievance procedures, which our core policy services cover.

Martyn's Law for Venues and Events

The Terrorism (Protection of Premises) Act 2025, known as Martyn's Law, received Royal Assent on 3 April 2025. Venues where 200 or more people may be present will need public protection procedures, premises and events expecting 800 or more face enhanced duties, and the Security Industry Authority will regulate the regime.

The duties are not yet in force. The government has committed to an implementation period of at least 24 months, so they are expected to apply from 2027, and the Home Office factsheets set out the tiers, with statutory guidance published in April 2026.

Our Martyn's Law guide for hotels and hospitality covers how the 200-person threshold counts staff and how the duties land on hotels, pubs and restaurants. If you run festivals, conferences or one-off functions, our Martyn's Law guide for events and festivals explains when a qualifying event falls into the enhanced tier.

The Full Venue Checklist

For a detailed walk-through of the documents a pub, restaurant, cafe or hotel needs day to day, including licensing conditions, fire safety and the records inspectors ask for, see our page on policies for hospitality businesses. It sets out what is legally required and what regulators and insurers expect to see.

Hospitality Policy and Procedure Writers

Policy Pros writes bespoke documents around your menus, venues and team rather than filling in a generic template. You get a fixed-price quote before any work starts, review rounds are included, and the finished documents arrive on professionally branded templates ready for an EHO, a licensing officer or a head office audit.

Tell us whether you need a single allergen procedure or the full set for a new venue and we will scope exactly what you need. Get a quote or call 020 3951 2875.