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TR19 kitchen extract cleaning record
A post-clean record for a commercial kitchen extract system to TR19 Grease. Record the system and its location, choose the kitchen's usage and the form shows the minimum cleaning frequency, and the days since the last clean. Record what was cleaned, access panels used, areas not cleaned, deposit thickness tests before and after (with warnings over 200 and 500 microns), and before and after photos. Record defects, the hygiene certificate reference and the next clean, and get the site manager's signature. Every question is listed below, and you can fill the live form in on this page.
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How often should kitchen extract ductwork be cleaned under TR19?
BESA's TR19 Grease sets minimum cleaning frequencies by use: heavy use (12 to 16 hours a day) every 3 months, moderate use (6 to 12 hours) every 6 months, and light use (2 to 6 hours) every 12 months. Grease should not exceed a mean of 200 microns between cleans, and areas at 500 microns or more need immediate spot cleaning. The contractor provides a post-clean report after each clean.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against BESA: kitchen extract system cleaning (TR19 Grease), BESA: ventilation hygiene standards (TR19) and article 9 of the Regulatory Reform (Fire Safety) Order 2005 (risk assessment).
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Every question in the TR19 kitchen extract cleaning template
A kitchen extract cleaning record to TR19 Grease: usage band and frequency, canopy, filters, ductwork and fan, deposit thickness tests before and after, access panels, photos and the post-clean report. 3 sections and 44 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.
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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
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
System
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Clean date*Date
- TimeTime
- Technician*Short answer
- CompanyShort answer
- System and location (canopy reference and duct route)*Short answer
- Kitchen use*Choose one
- Heavy (12 to 16 hours a day)
- Moderate (6 to 12 hours a day)
- Light (2 to 6 hours a day)
- CheckTR19 Grease minimum: clean every 3 months.Shown when “Kitchen use” is “Heavy (12 to 16 hours a day)”
- CheckTR19 Grease minimum: clean every 6 months.Shown when “Kitchen use” is “Moderate (6 to 12 hours a day)”
- CheckTR19 Grease minimum: clean every 12 months.Shown when “Kitchen use” is “Light (2 to 6 hours a day)”
- Previous cleanDate
- Days since the previous cleanWorked out by the formShown only when the answers above make it relevant
- Months since the previous cleanWorked out by the formShown only when the answers above make it relevant
- TR19 minimum frequency (months)Worked out by the formShown when “Kitchen use” is answered
- Interval against the minimumWorked out by the formShown only when the answers above make it relevant
- CheckThe time since the previous clean is longer than the TR19 Grease minimum frequency for this usage. Record it in the post-clean report and agree the schedule with the client.Shown only when the answers above make it relevant
- CheckThe previous clean is after this clean date. Check both dates.Shown only when the answers above make it relevant
Clean
- Cleaned*Tick all that apply
- Canopy
- Filters
- Plenum
- Ductwork
- Fan
- Discharge
- Access panels usedNumber
- Areas not cleaned and whyShort answer
- Deposit thickness testsRepeat for each test. Each one asks:
- Test positionShort answer
For example canopy plenum, duct riser at the first floor, fan inlet.
- Before (microns)Number
- After (microns)Number
- Test positionsWorked out by the form
- Mean before (microns)Worked out by the form
- Highest before (microns)Worked out by the form
- Mean after (microns)Worked out by the form
- WarningA reading of 500 microns or more before the clean. TR19 Grease: grease deposits should not exceed a mean of 200 microns between cleans, and 500 microns or more needs immediate spot cleaning.Shown only when the answers above make it relevant
- CheckThe mean before this clean is over 200 microns. TR19 Grease limits the mean to 200 microns between cleans, so a shorter cleaning interval may be needed.Shown only when the answers above make it relevant
- GuidanceTR19 Grease post-clean reports include before and after photos taken from matching positions.
- Before photosPhotos
- After photosPhotos
Post-clean report
- Defects found (damaged ductwork, missing access panels, fire dampers)Notes
- Defects foundRepeat for each defect. Each one asks:
- Location*Short answer
- DefectChoose one
- Fire damper fault
- Missing or blocked access panel
- Damaged ductwork
- Fan fault
- Filter missing or damaged
- Other
- DetailsNotes
- PriorityChoose one
- Urgent
- High
- Medium
- Low
- Who will put it rightShort answer
- Due byDate
- PhotosPhotos
- Defects recordedWorked out by the form
- UrgentWorked out by the form
- GuidanceBESA says many insurance policies require cleaning to TR19 Grease. The post-clean report includes a hygiene certificate with the date of the clean, the system location and the name of the competent technician.
- Hygiene certificate or report referenceShort answer
- Next clean dueDate
- Days to the next cleanWorked out by the formShown when “Clean date” is answered and “Next clean due” is answered
- CheckThe next clean date is before this clean date. Check the date.Shown only when the answers above make it relevant
- CheckThe gap to the next clean is longer than the TR19 Grease minimum frequency for this kitchen use. Check the date with the client.Shown only when the answers above make it relevant
- Site manager nameShort answer
- Site manager signatureSignature
- Completed by*Short answer
- SignatureSignature
See it filled in
A completed TR19 kitchen extract cleaning 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.
TR19 kitchen extract cleaning FAQs
What goes in the post-clean report?
BESA lists before and after photos from matching positions, deposit test results, a written summary of the work, notes on access limits, and a hygiene certificate with the date, system location and the name of the competent technician.
Do insurers require TR19?
BESA says many insurance policies now require adherence to TR19, and that insurers may deny claims when a fire is traced back to poor maintenance. Keep the post-clean report and certificate as evidence.
Is there a legal duty?
Article 9 of the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to assess fire risks. BESA says for kitchen extracts this means identifying grease build-up as a hazard and setting a cleaning schedule.
What is a deposit thickness test?
A measurement of grease on internal duct surfaces, in microns. Record readings before and after the clean; the form warns over 200 and 500 microns.
Does it track the interval?
Yes. Enter the previous clean and the form shows the days since, alongside the minimum frequency for the kitchen's usage. Record fire dampers without access or damaged ductwork as defects.
Who uses this?
Kitchen extract cleaning contractors, restaurant and pub operators, contract caterers and facilities managers.
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A commercial kitchen gas safety site record: each appliance checked, gas tightness, ventilation and the gas interlock, flues and flame supervision, emergency isolation, unsafe situations and the engineer's sign-off.
A grease trap service log recording asset condition, cleaning and removal work, waste handling references, restored operation and maintenance follow-up.
A ventilation ductwork inspection and cleaning record (TR19 Air): system and hygiene grade, visual inspection, deposit tests before and after, sections cleaned, access panels, filters, fire dampers, photos and report.
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