How to Effectively Write Your Dietary Requirements

October 15, 2025 •

4 min read

According to a 2023 study by Menuzen, over ten common dietary restrictions and preferences are considered by most restaurant customers. Understanding what you write in dietary requirements is crucial for ensuring safe, inclusive, and enjoyable eating experiences, whether at an event, a restaurant, or while traveling.

Quick Summary

This guide provides clear instructions on what information to include when communicating dietary needs for various situations, from medical allergies to ethical choices. It offers practical examples, formatting tips, and details on what differentiates an allergy from a preference for different scenarios.

Key Points

Differentiate Allergies and Preferences: Clearly distinguish between life-threatening allergies, medical intolerances, and personal food choices to prioritize safety for food preparers.
Be Specific with Allergens: Always list specific allergens and the severity, such as "severe peanut allergy," to prevent cross-contamination.
Adapt for Audience: Tailor your communication for the situation, whether it's a brief RSVP note or a detailed discussion with a professional caterer or chef.
Confirm for Critical Needs: For high-stakes events or travel, confirm in writing that your dietary needs have been received and planned for.
Consider Language Barriers: When traveling, use laminated translation cards to communicate critical dietary restrictions clearly in the local language.
Labeling is Crucial for Events: Inform hosts that clearly labeled menus are a proactive way to prevent confusion and ensure guests with dietary needs can identify safe options.

Writing for Different Scenarios: A Guide to Clarity

The way you communicate your dietary requirements depends heavily on the context. For a formal RSVP, a brief, clear statement is best, while for a personal chef or medical professional, you need to provide more detail. The key is to be concise, accurate, and direct, always prioritizing health-related needs over simple preferences.

Communicating for Special Events and RSVPs

For events like weddings or conferences, event hosts need a straightforward summary of restrictions, usually via an RSVP card or online form.

For Allergies: Explicitly state the allergy and the severity. Use clear phrases like, "Severe peanut allergy" or "Dairy allergy, with risk of cross-contamination."
For Intolerances and Sensitivities: Mention the condition, like "Lactose intolerant," and what foods must be avoided. You can also specify the level of sensitivity.
For Dietary Choices: Note the dietary pattern clearly. For example, "Vegan (no animal products, including honey and dairy)" or "Vegetarian."
Example Phrases:
- "Please note: I have a severe nut allergy. Please ensure no nuts or nut products are used."
- "I am a lacto-ovo vegetarian and also have a shellfish intolerance."
- "I am vegan and require a plant-based meal."

Providing Information for Caterers or Chefs

When dealing directly with food preparers, detailed information is critical to prevent cross-contamination and ensure your meal is prepared safely.

Provide a comprehensive list of all restricted ingredients, even if they seem minor. For example, a gluten-free diet requires specifying no wheat, barley, or rye.
Emphasize the risk of cross-contact for severe allergies. Ask about kitchen procedures and if separate surfaces and equipment are used.
Include context. Explain if the restriction is a medical necessity (like Celiac disease) or a lifestyle choice (like a paleo diet). This helps them understand the gravity of the request.
Ask if menu items can be modified or substituted. Many caterers can offer alternatives if they are given enough notice.

Explaining Requirements While Traveling

Traveling with dietary needs requires proactive communication with airlines, hotels, and restaurants.

Airlines: Inform the airline of your needs at least 48 hours before the flight during booking. Follow up before departure to confirm the request was logged. If possible, bring safe, non-perishable backup snacks in your carry-on.
Hotels: When booking, inquire about your hotel's ability to accommodate your needs. Ask about available breakfast options or kitchen access.
Restaurants Abroad: Carry a translation card that explains your allergies or restrictions in the local language. Be polite and persistent, and clarify what ingredients are off-limits, especially if relying on gestures or broken language.

Comparison of Dietary Requirements vs. Preferences

Understanding the difference between a medical requirement and a preference is vital for safe and respectful communication. Misinterpreting one for the other can lead to serious health risks.


Feature	Dietary Requirement	Dietary Preference
Basis	Medical condition (allergy, intolerance) or religious/ethical law (Halal, Kosher).	Personal choice (e.g., trying to eat less sugar), taste, or short-term diet (e.g., keto for weight loss).
Severity	Can cause serious, immediate health consequences, including anaphylaxis. Cross-contamination is a major risk.	Generally causes mild to no adverse health effects. Intentional consumption is not life-threatening.
Communication Tone	Firm and direct, emphasizing the health risk.	Polite and flexible. For example, a simple note or comment.
Handling by Host/Staff	Must be taken seriously, with precautions against cross-contact.	Accommodated if possible, but not a strict health mandate.
Examples	Celiac disease, severe nut allergy, Halal diet.	Avoiding carbs, disliking cilantro, choosing decaf coffee.

Actionable Checklist for Writing Requirements

To ensure your dietary needs are clearly and accurately communicated, follow this simple checklist:

Be Specific: Instead of just writing "allergies," list each specific allergen (e.g., "Shellfish, tree nuts, and soy").
Include Severity: Indicate if the allergy is severe and requires strict avoidance of cross-contamination.
Categorize Your Needs: Start with medical conditions, followed by religious rules, and then personal preferences. This helps others prioritize the most important information first.
Document and Confirm: For critical events or travel, get written confirmation that your needs have been received and understood.
Use Clear Wording: Avoid ambiguous language. Use terms like "vegan," "dairy-free," or "gluten-free" and define them if necessary.

Conclusion

Knowing what to write in dietary requirements and how to communicate them effectively is a critical life skill that promotes safety and consideration for everyone involved. By being specific about allergies, differentiating between requirements and preferences, and adapting your communication style to the situation, you can ensure a more inclusive and stress-free dining experience. Whether it's a casual dinner with friends or a meticulously planned wedding, clear communication is the key to managing dietary needs respectfully and efficiently. A little effort upfront goes a long way toward protecting your health and helping your hosts and caterers provide the best service possible.

Frequently Asked Questions

The best approach is to include a brief, clear line on the RSVP card or online form. For example: "Please indicate any allergies or dietary restrictions below." You can also provide checkboxes for common restrictions like 'Vegetarian,' 'Vegan,' and 'Gluten-Free,' with a space for further details.

Inform your server as soon as you are seated. Clearly state your allergy and its severity. Ask specific questions about ingredients and kitchen procedures to minimize cross-contact risk, such as asking if separate utensils and cooking surfaces are used.

A food allergy is an immune system response that can be severe or life-threatening. A food intolerance, while causing digestive discomfort, does not involve the immune system and is not typically life-threatening.

For clarity and emphasis, it is best to write both. Mentioning 'Celiac's disease' communicates the medical necessity, while 'No gluten (wheat, barley, rye)' specifies the ingredients to be avoided and the risk of cross-contamination.

It is appropriate to include dietary preferences if the host has specifically asked for them. You should distinguish them from medical requirements. Be flexible and understand that preferences may not always be accommodated, but allergies and intolerances typically will be.

You should inform the airline of any dietary requirements at least 48 hours before your flight. It's also a good idea to confirm the request again at check-in.

Vegetarians avoid meat, fish, and poultry but may consume dairy and eggs. Vegans, on the other hand, avoid all animal products, including meat, fish, dairy, eggs, and often honey.