The U.S. Public Interest Research Group (PIRG) Education Fund’s Food for Thought 2026 reported, “the FDA and USDA announced 320 food recalls in 2025, compared with 296 in 2024.” And “undeclared allergens was the No. 1 cause of recall announcements by a wide margin at 39%.”
These trends underscore how important it is for food manufacturers to not only produce high‑quality products but also ensure absolute accuracy in labeling. Misrepresenting allergens, printing incorrect expiration dates, or applying the wrong label altogether can trigger costly recalls, damage brand reputation, and put consumers’ health at risk.
To reduce the number of labeling-related recalls in 2026 and streamline operations, you need proactive tools to prevent these issues before they reach the market and processes to pinpoint the cause of labeling errors if they do happen.
Build a labeling process that both prevents errors and quickly identifies the root causes by optimizing how labels are created, controlled, and tracked. This starts with better label design, controlled editing access, and clear documentation of every change.
Use variable data on smart label templates
When there’s multiple product variants or product lines, label files can quickly get out of hand if you create a new file for each product variant or new product. Minimizing label files by using smart label templates with variable data can be a game changer for your operations. Instead of spending time wading through hundreds (or thousands) of label files and manually entering data, users can simply scan, key in, or select a record and print.
Variable data refers to information changing from one label to the next. Unlike static data, which remains constant across all labels, variable data changes based on a user selection or input. Variable data can be sourced from databases, spreadsheets, or external data files and is integrated into a smart label template. For example, variable data allows for the creation of food labels specific to each product variant, including different product lines, different flavors, nutritional information, and expiration dates.
With smart label templates, you can also use powerful features, formulas, and serialization to meet labeling requirements.
· Conditional formatting allows to automate stylistic differences for predefined text, such as allergens. For example, you can automatically bold the word "egg" or "peanut" whenever they appear in an ingredients list.
· Features allow to collect data from different ports, like a scanner, keyboard, or scale. The data collected from this device is then printed onto your label without manual data entry.
· Formulas enable to transform label data. A simple formula can add 30 days to the manufacture date to calculate the “BEST if used by” or “USE by” dates. A complex formula can run an algorithm over variable data (such as GTIN, lot number, and pack date) to generate a new value (such as a Voice Pick Code).
· Serialization assigns a unique value to each item, package, or shipment. The value can be printed in human readable text and machine-readable barcodes. Serialization is a core component of many labeling regulations because it allows item-level track and trace throughout the supply chain.
Using smart label templates connected to the business database eliminates inefficiency and allows you to easily manage and update all your labels.
Switching from static data to variable data on smart label templates is the first step. The next step is ensuring unauthorized users can’t make changes, and unapproved labels aren’t printed.
Protect label files from accidental edits
With an electronic and secure label approval process, users are assigned specific permissions based on their role in labeling. For example, designating a design-only user who has access to edit the label designs, but is not enabled to print. And designating a print-user who only has access to print labels and will not have editing access on the label templates. This process significantly reduces the risk of labels being edited accidentally and bad labels entering your production environment as a result.
Once clear user permissions are in place to manage how labels are created and edited, the next step is establishing a structured method for tracking every change—making a label audit trail is a critical component of a controlled, end‑to‑end labeling process.
Implement and maintain label audit trails
A label audit trail is a reliable, consistent way of documenting changes made to label designs. Maintaining an accurate label audit trail reduces the risk of labeling errors and helps pinpoint the cause if they happen.
A label audit trail contains data such as:
· Details of label design requests:
o When a new label design was requested
o Who requested a new label design
o Why a new label design was requested
· Who designed the label
· Who requested edits and why
· Who edited the label
· Who approved the label
· Details of label print jobs:
o When labels were printed
o Who printed the labels
o To which printer labels were printed
o The quantity of labels printed
o Variable data printed on the labels
Because the label audit trail includes records of any changes made to the label design, it also supports a label version history. Using label version history, you can review the changes made over time and even revert to a previous version if necessary.
For example, a label audit trail could tell Darryl requested a new label template for a new line of pre-made salads. You could then see Judith created the first draft of the label and sent it to Sam for review. Sam sent back edit requests to include proper allergen labeling for the wheat in the croutons. Judith made the edits and Sam approved the label. Kelly printed a batch of 50 labels with a “BEST if used by” date of April 1 on the label printer. One day, the allergen statement goes missing from the salad labels! Luckily, Kelly notices before the salads are labeled. Looking at the label audit trail can show a new employee, Brent, made changes to the label, and Sam approved it without any edit requests. Now you can provide further training for Brent and Sam to prevent the mistake from happening again.
Having a label audit trail has multiple benefits, from improving internal processes to minimizing damage in the event of a labeling-related recall. Three of the most important benefits are:
· Enforced label change and approval process: A defined label approval process ensures the right people are involved in the process at the right time.
· Automatic label traceability: Never have to rely on memory, subjective interpretation of notes, or scribbled handwriting. With a label audit trail, the system is responsible for reporting rather than humans.
· Label error detection and tracing: If a labeling error occurs, you’ll know exactly how many labels were affected and need to be pulled out of production. You’ll know who made the mistake and can retrain employees in the correct procedures.
Reducing labeling errors with the right label design, security and traceability software has a ripple effect across the business, all the way to the bottom line. When fewer labeling errors are made, fewer products, labels, and boxes are wasted. Employees spend less time correcting and reprinting labels, allowing them to focus on value-added activities. Overall productivity and efficiency increase while waste, rework, and labeling-related recalls decrease. The result? More streamlined food operations and a better bottom line in 2026.
