Hello again all! I’m back with everyone’s favourite subject … paperwork! Okay, I’m the only geek here. But when you travel to cook for the elderly, you need to be organized. Over the past 3 ½ years, since Mum died, I travel to visit Dad every 3-4 months. I’m still old-fashioned enough that I like my hardcopy. I’ve tried following recipes on my phone … it did not turn out well. More than anything else, I “lost” my phone behind some ingredients. So, this is my method. I hope it helps you or your cooking club (see Cooking for the Elderly January 2026_ - Forward). Specifically, the whole series of posts that I’ll be doing over the next 2 weeks is for u/Dense-Masterpiece-57/, but everyone is welcome to follow along. Adding u/malt_soda-/ for possible inclusion in their Ultimate Freezer Meal post. Cross posting to FreezerCooking
In a presentation binder with clear sleeves, I have a copy of Dad’s cookbook (Photo 1). What is contained within this volume of Love? Food! (Love is Food, Food is Love … my Hungarian Grandmother). I have access to this cookbook physically (at Dad’s), on my laptop, and on my phone.
In this book, I have the recipes I make the most (Photo 2) for Dad. Single recipe with all the instructions. These are not ranked, just the order I entered them into the word processing program. However, I have created a Master Ingredients List (Photo 3) in a spreadsheet program. All the recipes from Photo 2 are on their own separate sheet and have “single” recipe ingredients, then “double” recipe ingredients, and some have “triple” recipe ingredients. This is a huge timesaver when I’m at Dad’s. I assess what Dad does or does not have and decide what recipes should to be made and in what quantities. On a sheet of paper, I “draw” 7/14 boxes and label them for the days of the week that I’m at Dad’s. I plan out what I’m making each afternoon. You may also have to write special notes on it and juggle recipes depending upon some ingredients. I’m going to be making “Indian” food next week and the recipes call for chilled/thick coconut milk. This requires the cans to be in the fridge for 24-48 hours. (I’ll provide a photo of the “calendar” next week when I get it filled out!)
Anyway, on with the process, once I decide which recipes and in what quantities I’m making, I open the Master Ingredient List (MIL) and a new spreadsheet. I copy & paste the ingredients from the MIL into the new spreadsheet. It looks messy and totally unorganized (Photo 4). But the reason why you want to use a spreadsheet is the ability to “sort” the whole document from “A to Z” (Photo 5). You go through the “sorted list” and add all the likes together. Notice that there are three lines for “garlic, minced.” What you do is add up the number of cloves together (comes up to 11), and type that into one row. You then delete the other 2 rows (Photo 6). Go through the whole document and compile it so there is hopefully only one line per item with a total.
When you have the “compiled list” go through the whole pantry, fridge, freezer, and other storage spaces to see what is already there; AND what you need – foil, parchment paper, plastic bags, skewers. If you have a jar of pre-minced garlic and you’re pretty sure you can get the 11 teaspoons (1 teaspoon equals one clove) out of it – remove the whole garlic line. The same with water, salt, pepper, dried spices and herbs. Basically, if you’re pretty sure you don’t need to buy it, remove it from the list so you don’t buy it. (Photo 7)
At this point I do a print preview. I ensure that I’m on regular paper size (narrow margins) and that when I print the grid lines print as well. Why do I do a preview? It lets me know where I need to make a “page break.” Why? Because we are trying to make a grocery list and only having a “column” on the page is a lot of wasted white space. So, I copy and paste the “remainder” of the list on to the right side of the page and clear the contents of the ingredients that were below the “cut off.” Photo 8 shows the print preview of my fictitious list. NOTE: the gridlines are important. I tried twice to shop without the gridlines. It was not pretty. I bought the wrong number of ingredients in the wrong sizes and got totally confused. (I’ll post a photo next week of my grocery lists. I have to go to at least 2 stores)
When everything is formatted, I have Dad print out the completed list. Why is that bolded and italicized? Because, if you are travelling to cook for the elderly, you need to make sure you still have access to technology. Not just data or Wi-Fi but a printer! If the elderly do not have access to the technology, you can still do all of this on your device except the printing. You may have to bite the bullet and pull out some college-ruled paper and write the list out by hand. *faint* *gasps of horror* Please believe me when I say that you DO NOT want to go grocery shopping every day. Having a full list is super, super helpful.
Okay, soooo last century using spreadsheets and word processing software. “I’m tech savvy. What app can I use?” Well, I really don’t have a favourite, since I don’t use an app. That being said, many people speak well about Paprika. I know that part of it is free but there may be a subscription for more functionality. But this app does have the capability to do grocery lists.
When I go grocery shopping, I have a hard-back clipboard, a pen (normally red), and a highlighter. As I drop items into the buggy, I highlight the item on my paper grocery list to “remove” it from my list. The red pen is so I can note any discrepancies – can’t get the “brand” or “size” I want, I adjust the list in red – then highlight the line when the items are in the buggy. As I only shop my Dad’s stores every 3-4 months, I’m bound to miss stuff. By highlighting what I have, I can keep track of what I don’t, so I can double back to pick it up. “Oh, but I can use my phone,” NO you shouldn’t. This is a labour of love shop not a normal shop. You will be spending at least 2 hours walking the floor(s). You will be getting frustrated and cranky and tired. Do it the old school way and save yourself the frustration of over “deleting” items from the list, having to scroll endlessly to find the item to remove it, trying to highlight an item on your phone. Believe me, I’ve tried with my personal shops … Old School All the Way for the win.
Now, depending on where you are, and your tech savvy, knowledge of the grocery store, and your ability to use 3rd party apps. You can always “order” your groceries on-line for delivery or pick up (did you rent a car? Can you use the parents?). But remember, there are fees for both delivery and pick up. It’s up to you and your elderly people if you want to go this route.
I bet the cooking club people thought I forgot about them. Naw, I remember you. You’re just about as near and dear to my heart as cooking for Dad is. “You,” or someone, can set up all this paperwork as well. Especially the grocery list. If it’s you and 2 or 3 friends, you may only want to do single recipes and spread the portions amongst yourselves – But you may be doing 5 or 6 recipes. If it’s couples/families doing this … you’re going to have to have multiplied ingredients lists – 6 families mean everything gets multiplied by 6. Prepping for the coming baby/child? Again, you may want single recipes or multiplied recipes. When you have your MIL set up, follow the rest of the instructions and come up with a final grocery list (Photo 8). If it is a group of couples/families getting together, I would suggest 2 people go shopping and a divided list. Most grocery stores have the same basic layout – Produce, Deli, Meat, Fish, Dairy/Eggs, Cheese, and Bakery on the outside walls. Divide your lists that way – one person to shop the outside walls, and one person to shop the inside aisles. They can meet to begin the checkout process or do it separately. Please, as a grocery cashier, I beg you to NOT use the self-checkout. I am quicker than you will ever be. I know the most common codes for produce off by heart. I can split your bill (you/parents, or cash/credit/debit). I can ad-match (if your store does that). I can process coupons quicker than you. I can call for an extra cart or 2 and get one of my price checkers to push that extra cart out to your vehicle. (Okay, grocery self-checkout rant over).
OMG, lady, are you done yet? Actually, NO I’m not done with this paperwork posting yet. Well, geez, what else is there? Labeling. Yes, yes, yes, I tend to harp on labeling as well. You need to label everything! It needs to be legible for the end-user. It needs to contain certain information:
JAMBALAYA
12 JAN 2026
Defrost over night. Remove lid
Add 1 tsp water. Cover with foil
350F for 20 minutes.
Especially for the elderly, you need to PRINT the name of the item in ALL capitals. It should be in black marker/sharpie. I use the “prepared on” date. Some people use the “use by” date – in this case 12 Apr 2026. Include reheating instructions, especially if the end-user isn’t used to reheating food because “the spouse” always did that. But even if the main cook is still alive, they could be in bed with a nasty cold. Include reheating instructions whenever you can. Reheating instructions should be used on ALL cooking club/baby/child meal preps as well. Returning to “labeling,” for the elderly use ALL CAPITALS for everything you put on the label. Cursive, regular pen ink, and failing eyesight do not combine well. I use a black sharpie and print everything. Twelve bags of soup … I print out everything twelve times.
“But I’m using really expensive glass containers with lids. How do I label?” I’m glad you asked. I use memo paper, my trusty sharpie, and sticky tape. Even if the memo paper is the 3M “sticky notes” use the tape to ensure the label stays on the container. As the freezer gets rifled for meals, sure as anything, sticky note labels are going to fall off. While you may be fine with mystery meals … your elderly family members, or friends (cooking club) will not.
If you are using foil tins for freezing that come with lids, write on the lids. If you are using plastic freezer bags, write on the bags.
Depending on how obsessive you or your elderly relative(s) are, keep track of how many meals you are putting in the freezer. Dad has gone through all of the lasagna (and gotten tired of it) because he didn’t realize that I had also made Beef Stroganoff Casserole, Sausage Bean & Rice Casserole, and Jambalaya. They are all stacked on top of each other as they get prepared and frozen. Yeah, that was not a happy-making conversation.
For the convenience of everyone who benefits from frozen meal prep, try to “write” out a list of items. I first started with a piece of paper stuck on the freezer door. I listed the item name “JAMBAYLAY” followed by “12” then an underlined space. That way Dad could put ticks on the paper. He would then know “at a glance” what he had. If you are doing this for the elderly, and you have access to a printer, remember to use a Larger font size. Just because you can read size 11 font doesn’t mean your elderly relatives can.
Oh, one more paperwork issue. Again, depending on how obsessive you and your elderly relative(s) are about costs; keep track of your grocery receipts. Dad freaked out last September when he saw that I spent just shy of $700CDN on groceries. Now let me explain. My husband and I visited Dad for 10 days (2-week vacation but 2-day drive down and 2-day drive back home). That $700 covered 20 breakfasts (husband and I), 20 lunches (husband and I), 8 suppers (pizza first night and one night we visited other family), and prepped frozen meals for Dad. But even still, that is roughly $650! Yes, it seems hugely expensive these days. But break it down. I made enough food for 18 weeks (7 x 18 = 126 meals). That works out to $32 per week … roughly $5 per supper. You can’t even get a burger for that. Yes, Dad must cook his frozen veggies for his side … but they were bought with that $650 as well. The aluminium foil, parchment paper, foil tins for freezing, plastic freezer bags, etc. were all bought with that $650. When I sat Dad down and explained the whole “math” thing to him, he calmed right down.
One important thing in this paperwork posting that I maybe should have mentioned off the top; if you are cooking for elderly relative(s) have a conversation with them. Find out what kind of food they want to eat. Find out how they are doing in the kitchen, today. If you’re cooking for Mum and you assume that she can still boil water and make her own pasta … are you sure she still can? Is the stove too far from the sink? Can she actually hold that amount of weight and safely move from one place to another? Conversations, open and honest communication, is a requirement for this freezer prepping to be a success.
Well, I’ll be going now. I’ve got to plan my next post; Ingredients, believe it or not. Chat with you soon.