Restaurant Prep List: Free Template for Kitchen Prep
Quick Answer
A restaurant prep list tells the kitchen what to prepare before service: each item, its par level (the amount needed), how much is already on hand, how much to prep, the unit, who is responsible and when it's due. Set pars by day of the week using sales history, count what's on hand before prepping, prioritize items with long prep times, label and date everything and adjust pars weekly using what ran out and what was thrown away.
Running out of a popular item halfway through Friday dinner, or throwing out a full pan of something nobody ordered on Tuesday. Both problems usually come from the same place: prep based on habit instead of a plan. A prep list turns kitchen prep into a simple, repeatable routine that matches what you'll actually sell.
This guide includes a free restaurant prep list template and explains how to set pars, count on-hand amounts, assign prep, prioritize tasks and use the list to reduce waste and 86'd items.
What Is a Prep List?
A prep list is a daily list of food items that need to be prepared before or during service: chopped vegetables, sauces, proteins, doughs, dressings and anything else that's made ahead. A good prep list compares what you need (the par) to what you have (on hand) and tells cooks exactly how much to make.
Free Restaurant Prep List Template
Prep List
Date: ______ | Day: ______ | Expected covers: ______ | Prepared by: __________
| Item | Unit | Par | On hand | Prep amount | Station | Assigned to | Due by | Done |
|---|---|---|---|---|---|---|---|---|
| Diced onion | qt | 4 | 1 | 3 | Prep | 10:00 | ☐ | |
| House vinaigrette | qt | 3 | 2 | 1 | Garde manger | 10:30 | ☐ | |
| Marinated chicken | lb | 20 | 5 | 15 | Grill | 10:00 | ☐ | |
| Pizza dough | balls | 60 | 12 | 48 | Pizza | 9:30 | ☐ | |
| Pico de gallo | qt | 2 | 0 | 2 | Prep | 11:00 | ☐ | |
| ☐ |
Prep amount = par − on hand. If the result is zero or less, skip the item today.
What to Include
| Column | Purpose |
|---|---|
| Item | The prepped product, using the same name as your recipe card |
| Unit | Quarts, pounds, pans, each; match how it's stored |
| Par | How much you need for the day or shift |
| On hand | What's already prepped and still good |
| Prep amount | Par minus on hand |
| Station | Where it's used |
| Assigned to | Which cook preps it |
| Due by | When it must be ready |
| Done | Checked when complete |
Setting Prep Pars
A par is the amount of an item you need on hand to get through a shift without running out or wasting too much.
- Pull sales by day of week for each menu item for the last several weeks.
- Convert to prep amounts using recipe yields: how much of each prepped item each dish uses.
- Add a small buffer for busy days or unexpected rushes.
- Set pars by day, since Monday and Saturday are rarely the same.
- Review weekly and adjust.
| Item | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| Diced onion (qt) | 3 | 3 | 3 | 4 | 5 | 6 | 4 |
| Marinated chicken (lb) | 12 | 12 | 14 | 16 | 22 | 25 | 18 |
| Pizza dough (balls) | 35 | 35 | 40 | 45 | 60 | 70 | 50 |
Example: You sell about 40 chicken dishes on a typical Friday, and each uses about 0.5 lb of marinated chicken. That's 20 lb. Add a 10% buffer and your Friday par is 22 lb.
Counting On-Hand Amounts
The prep list only works if the on-hand count is accurate. At closing or first thing in the morning:
- Count each prepped item in the walk-in, reach-ins and line.
- Check dates and quality; don't count items that need to be discarded.
- Record the count in the "on hand" column.
- Calculate prep amounts before cooks start.
Many kitchens have the closing cook count on-hand items so the morning prep cook can start right away.
Prioritizing Prep
| Priority | Items | Why |
|---|---|---|
| First | Long prep times: doughs, braises, stocks, marinades | Need time to rest, cook or marinate |
| Second | Items used early in service | Must be ready when doors open |
| Third | Quick items: garnishes, cut fruit, fresh herbs | Best made close to service |
| Last | Items with plenty on hand | Only top up if time allows |
Put due times on the list so cooks know what to start first.
Prep Lists by Station
In larger kitchens, split the prep list by station so each cook has a short, focused list.
| Station | Example prep items |
|---|---|
| Grill | Marinated proteins, compound butter, burger patties |
| Sauté | Sauces, blanched vegetables, mise en place |
| Fry | Breading, batters, cut potatoes |
| Garde manger | Dressings, salad mixes, cut fruit |
| Pastry | Doughs, fillings, toppings |
| Prep | Diced vegetables, stocks, shared items |
Labeling and Rotation
Every prepped item should be labeled with the item name, the date it was made and a use-by date based on your food safety plan. Store new product behind older product so the oldest is used first. Check labels during the on-hand count and discard anything past its use-by date, recording it in your waste log.
Label: Item: __________ | Prepped: ______ | Use by: ______ | Initials: ______
Follow your health department's rules for date marking and holding times. See the restaurant temperature log for cold-holding checks.
Using the Prep List to Cut Waste
The prep list and the waste log work together. If an item is thrown out often, its par is probably too high. If it runs out often, the par is too low or the buffer is too small.
| Signal | Likely fix |
|---|---|
| Item often thrown out at close | Lower the par for that day |
| Item 86'd during service | Raise the par or add a mid-shift prep |
| Large amounts left on slow days | Set separate pars for slow days |
| Item spoils before use | Prep smaller batches more often |
See the restaurant food waste log.
Prep Lists and Ordering
Your prep pars also drive ordering. Add up what you'll prep over the next delivery cycle, compare it with inventory and order the difference. When pars are accurate, ordering becomes faster and more consistent. See the inventory count sheet and receiving log.
Scheduling Prep Labor
A prep list also tells you how much prep labor you need. Estimate the time for each item, total it by day and schedule prep cooks accordingly. Busy weekend prep may need an extra person on Friday morning, while Monday may need only one. See labor cost percentage.
| Item | Prep time per batch | Batches Fri | Total time Fri |
|---|---|---|---|
| Pizza dough | 20 min | 3 | 60 min |
| Marinated chicken | 15 min | 2 | 30 min |
| Diced onion | 10 min per qt | 5 | 50 min |
Mid-Shift Prep
On busy days, some items need a second round of prep during service. Mark these on the list with a mid-shift check time, such as 6:30 p.m., and assign someone to check levels and prep more if needed. It's better than over-prepping in the morning and wasting the extra on a slow night.
Example: A Neighborhood Pizzeria
A pizzeria made the same amount of dough every day, which meant running out on Saturdays and throwing out dough on Mondays. The owner pulled four weeks of sales, set dough pars by day of the week and had the closer count leftover dough each night. Saturday 86's stopped, and Monday dough waste dropped to almost nothing.
Common Prep List Mistakes
- One par for every day of the week.
- Skipping the on-hand count and prepping by habit.
- No due times, so long-prep items start too late.
- Unlabeled product that gets thrown out.
- Never adjusting pars based on waste and 86'd items.
- One long list for a big kitchen instead of station lists.
Prep List Checklist
| Step | Done? |
|---|---|
| List every prepped item with units | |
| Set pars by day of the week | |
| Count on-hand amounts at close or open | |
| Calculate prep amounts | |
| Assign items and due times | |
| Label and date everything | |
| Review waste and 86'd items weekly and adjust pars |
Weekly Prep Par Sheet
Keep your pars on a separate weekly sheet so the daily prep list can be filled in quickly.
| Item | Unit | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Shelf life |
|---|---|---|---|---|---|---|---|---|---|
The shelf life column reminds cooks not to prep more than can be used before it expires. If an item lasts only two days, the par shouldn't be more than two days' use.
Adjusting for Special Days
| Situation | Adjustment |
|---|---|
| Holiday or local event | Raise pars based on last year's sales |
| Bad weather | Lower pars, especially for patio-heavy days |
| Large reservation or catering order | Add prep for that order separately |
| New menu item launch | Start with conservative pars and a mid-shift check |
| Menu item 86'd by the supplier | Remove from the list and adjust related items |
Write notes on the prep list about why pars changed, so the next manager knows what happened.
Prep List Examples by Restaurant Type
| Restaurant type | Common prep items |
|---|---|
| Pizzeria | Dough, sauce, shredded cheese, sliced toppings |
| Taco or Mexican | Salsas, pico, guacamole, marinated meats, cut tortillas |
| Café | Baked goods, sandwich fillings, cut fruit, dressings |
| Burger restaurant | Patties, sliced vegetables, sauces, cut fries |
| Fine dining | Stocks, sauces, portioned proteins, garnishes, mise en place |
| Bar | Juices, syrups, garnishes, bar snacks |
Training Cooks on the Prep List
- Show where the prep list and par sheet are kept.
- Walk through how to count on-hand amounts.
- Explain priorities and due times.
- Review labeling and rotation rules.
- Show how to record what was thrown out.
- Check the new cook's list at the end of the first few shifts.
Write the steps as a short standard operating procedure so they stay consistent from cook to cook. See SOPs for small business.
Paper vs. Digital Prep Lists
| Paper | Digital | |
|---|---|---|
| Cost | Very low | Often subscription |
| Pars | Printed weekly | Updated automatically |
| Sales data | Entered manually | Pulled from POS in some systems |
| Kitchen use | Clipboard or wall | Tablet |
Many small kitchens use a printed list with a spreadsheet behind it for pars. A spreadsheet can calculate prep amounts automatically when cooks enter on-hand counts.
Prep List Spreadsheet Formula
In a spreadsheet, the prep amount column can calculate itself:
Prep amount = MAX(0, Par − On hand)
Example in Google Sheets or Excel: =MAX(0,C2-D2)
The MAX function keeps the result from going negative when you have more than enough on hand.
Prep List Quick Tips
- Set pars by day.
- Count before you prep.
- Start long prep first.
- Label and date everything.
- Adjust pars every week.
Sample Completed Prep List
| Item | Unit | Par (Fri) | On hand | Prep | Assigned | Due | Done |
|---|---|---|---|---|---|---|---|
| Pizza dough | balls | 60 | 10 | 50 | Maria | 9:30 | ☑ |
| Red sauce | qt | 8 | 3 | 5 | Maria | 10:00 | ☑ |
| Shredded mozzarella | lb | 15 | 4 | 11 | Jon | 10:30 | ☑ |
| Sliced peppers | qt | 3 | 1 | 2 | Jon | 11:00 | ☑ |
| Caesar dressing | qt | 2 | 2 | 0 | — | — | N/A |
| Garlic knots (portioned) | dozen | 10 | 0 | 10 | Maria | 4:00 | ☐ |
Notice the dressing: with a full par already on hand, nobody spends time making more. The garlic knots are scheduled for late afternoon so they're fresh for dinner.
Questions to Ask During Weekly Par Review
- Which items were 86'd this week, and on which days?
- Which items were thrown out most often?
- Did any day run far above or below expected covers?
- Are any items prepped too far ahead and losing quality?
- Are prep cooks finishing on time, or running into service?
Answering these five questions every week keeps pars close to reality and the kitchen calmer during service.
Who Owns the Prep List?
Assign one person, often the kitchen manager or sous chef, to own pars and the prep list. They update pars weekly, review the list each morning and make the call on mid-shift prep. Cooks follow the list; the owner makes sure it's right.
Prep List and Food Cost
Accurate prep lists help food cost in two ways: less waste from over-prepping, and fewer last-minute substitutions or rush purchases when you run out. Compare your actual food cost each month with your target. If it creeps up, check the waste log and prep pars first. Small adjustments to a few high-cost items, like proteins and cheese, usually have the biggest impact.
Common Questions About Prep Lists
- Should the prep list include line mise en place? Many kitchens keep a separate line setup list, but shared items belong on the prep list.
- What if a cook finishes early? Check items with low on-hand amounts or help another station.
- How far ahead can I prep? It depends on the item and your food safety plan. Shelf life should limit pars.
Getting Started This Week
- List every item your kitchen preps, with units.
- Pull a few weeks of sales and set starting pars by day.
- Print the prep list and par sheet.
- Have the closer count on-hand items tonight.
- Use the list tomorrow and note what ran out or was thrown away.
- Adjust pars at the end of the week.
Most kitchens see fewer 86'd items and less waste within the first couple of weeks.
Keep old prep lists for a few weeks. They're a useful record when you're setting pars for a similar day, like the same holiday next year or a repeat event.
Over time, your prep list becomes one of the most useful documents in the kitchen: a daily plan, a training tool for new cooks and a record of what your restaurant actually sells. A few minutes each week keeping it accurate pays off every single service.
Start simple, stay consistent and let the numbers guide you.
Run a Smoother Kitchen With Updoot
Updoot's SOP management keeps recipes and prep procedures where every cook can find them, and scheduling helps you staff prep shifts to match your busiest days.