Form library · Facilities and maintenance
Grease trap cleaning log
For people recording grease-trap servicing and removed waste. Record asset and service scope, service observations and removal and restoration. Try the form below, see every question or download a blank PDF or Word copy.
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What determines grease trap maintenance?
Approved Document H addresses drainage in England, while government pollution guidance covers preventing business pollution. Use the installed separator instructions, discharge conditions and waste arrangements to plan servicing.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against GOV.UK Approved Document H England and GOV.UK pollution prevention for businesses.
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Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
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Want to see one filled in? See a completed grease trap maintenance log report (PDF), made by SiteSurvey from a fictional site visit.
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Your team completes the grease trap maintenance log on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the grease trap maintenance log template
A grease trap service log recording asset condition, cleaning and removal work, waste handling references, restored operation and maintenance follow-up. 6 sections and 39 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis is a maintenance record, not a discharge consent, waste transfer document or confined-space entry permit. It gives no authority to discharge collected waste to drains.
- CheckApproved Document H addresses drainage in England, while government pollution guidance covers preventing business pollution. Use the installed separator instructions, discharge conditions and waste arrangements to plan servicing.
Asset and service scope
- Trap or separator ID and location*Short answer
- Manufacturer service procedure*Short answer
- Drainage and discharge-condition referencesShort answer
- Safe access and isolation arrangements*Short answer
Service observations
- Covers and access arrangements checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Visible grease and solids accumulation recorded*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Baffles and accessible components checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Inlet and outlet condition checked within scope*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Leakage and overflow indicators recorded*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
Removal and restoration
- Material removed and estimated quantity/unitShort answer
- Waste contractor and collection referenceShort answer
- Separate waste documentation referenceShort answer
Link the removed material to the relevant collection or transfer record. Record uncertainties in quantity or destination rather than filling them by assumption.
- Cleaning and reinstatement performed*Notes
- Before and after evidencePhotos
Handover
- Use decision*Choose one
- Available within recorded limits
- Restricted use
- Out of service
- Restrictions, isolation and person informed*NotesShown only when the answers above make it relevant
- Repair or follow-up job referenceShort answer
- Condition and defect evidencePhotos
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This is a maintenance record, not a discharge consent, waste transfer document or confined-space entry permit. It gives no authority to discharge collected waste to drains.
What a useful entry looks like
Separate waste documentation reference
Link the removed material to the relevant collection or transfer record. Record uncertainties in quantity or destination rather than filling them by assumption.
Removed material referenced to collection record WT-18. Contractor details and the recorded quantity are held with the service evidence.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed grease trap maintenance log report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Grease Trap Maintenance Log FAQs
How should I record “Separate waste documentation reference”?
Link the removed material to the relevant collection or transfer record. Record uncertainties in quantity or destination rather than filling them by assumption.
Does this replace waste paperwork?
No. Reference the separately completed waste documentation.
Can I enter a chamber to clean it?
This form does not authorise entry. Use the separately assessed specialist procedure.
Is the same service interval suitable everywhere?
No. Follow equipment information, usage, observed accumulation and applicable site conditions.
What are the limits of this template?
This is a maintenance record, not a discharge consent, waste transfer document or confined-space entry permit. It gives no authority to discharge collected waste to drains.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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