When Will I Get My Post-Clean Kitchen Extract Verification Report?

Once your kitchen extract system has been cleaned to TR19® Grease standards, you’ll want confirmation that the work has been completed and that your system meets the required level of cleanliness.

You may even need this report to pass on to your insurers or Landlord to evidence your compliance, and for their own record-keeping.

What Is a Post-Clean Verification Report?

A Post-Clean Verification Report (PCVR) provides evidence of your system having a compliant clean. It includes details of the work carried out, photographic evidence, cleanliness measurements where applicable, and confirmation that the system has been cleaned in line with BESA TR19® Grease guidance.

As mentioned, this report is often requested by insurers, enforcing authorities and other stakeholders as proof of compliance.

What Should a Post-Clean Verification Report Include?

Not all post-clean reports are created equal. A compliant report produced in line with TR19 Grease guidance should include the following:

What to Look For	Why It Matters
Date of clean and site details	Confirms when and where the work was carried out
Pre-clean grease deposit thickness readings	Provides a baseline against which cleanliness is measured
Post-clean grease deposit thickness readings	Confirms the system has been brought within the 200 micron limit
Photographs before and after cleaning	Visual evidence of the work completed throughout the system
Areas cleaned and access points used	Confirms the full system was addressed, not just accessible areas
Details of the cleaning method used	Demonstrates work was carried out to a recognised standard
Engineer or technician details	Supports contractor competence requirements
TR19 Grease compliance certificate	Formal confirmation that the system meets the required standard
Recommendations for remedial works	Flags any areas requiring follow-up action

If your report is missing any of these elements, it may not be sufficient to satisfy your insurer or a fire safety audit.

How Quickly Should You Receive Your Report?

At Swiftclean, our target is to issue all Post-Clean Verification Reports within 5 working days of the clean being completed. In reality, we consistently exceed this target, with the majority of reports issued within just 2 working days, helping our clients demonstrate compliance quickly and maintain accurate audit records.

This process is significantly faster than the TR19 Grease Guidelines, which state, “This report should be submitted to the client within 30 days of the date.”

Why the Report Matters as Much as the Clean Itself

Many building managers focus on arranging the clean and assume the documentation will follow. In practice, the report is just as important as the work itself.

Under the Regulatory Reform (Fire Safety) Order 2005, the Responsible Person has a legal duty to maintain fire safety records. A kitchen extract clean without documented evidence of compliance leaves a gap in those records that could be difficult to defend in the event of a fire, an audit, or an insurance claim.

Most commercial insurance policies now specify that kitchen extract systems must be cleaned in line with TR19 Grease guidance and that evidence of this cleaning must be retained. A clean that cannot be evidenced is, for insurance purposes, effectively a clean that did not take place.

What to Do If Your Report Is Delayed

If your report has not been received within the timeframe your contractor indicated, the first step is to contact them directly to request an update. A competent contractor should be able to provide your documentation promptly and without significant chasing on your part.

If you are waiting on a report to satisfy an urgent insurer or landlord request, make this clear when you follow up. In some cases, a preliminary confirmation of the clean can be issued while the full report is being prepared.

If delays are persistent or the report that arrives is incomplete, this may be a sign that the contractor is not producing documentation to the standard TR19 Grease requires. In this situation, it is worth reviewing your contractor choice ahead of your next clean.

How to Store and Use Your Post-Clean Report

Once you have received your report, storing it correctly ensures you can access it quickly when needed. Best practice is to keep all kitchen extract cleaning reports, compliance certificates, and associated documentation in a single, centralised compliance record, either digitally or in a dedicated physical file.

At Swiftclean, all post-clean reports and compliance certificates are stored securely in our online client portal, giving you and your team immediate access to your full cleaning history at any time.

Your report should be made available to the following on request:

• Your building insurer, particularly at the point of renewal or in the event of a claim
• Environmental Health Officers carrying out inspections of your premises
• Fire risk assessors reviewing your building’s fire safety arrangements
• Your landlord or managing agent if required under your lease
• Any internal compliance or health and safety audits

Speak to Our Specialists

We understand that timely documentation is just as important as the cleaning itself. Whether you’re preparing for an inspection, satisfying insurance requirements or maintaining your compliance records, our team works hard to ensure your report reaches you as quickly as possible.

When you choose Swiftclean, you can expect not only a professional TR19 Grease kitchen extract clean, but prompt, reliable reporting that supports your ongoing compliance.

Your Post-Clean Report Questions Answered

How long after a kitchen extract clean should I receive my report?

A competent contractor should issue your post-clean verification report promptly following the completion of the clean. At Swiftclean, reports are made available through our online client portal shortly after the clean is finished. If you have an urgent deadline, confirm the expected turnaround time with your contractor before booking.

What happens if my post-clean report does not show grease levels below 200 microns?

If post-clean readings show grease deposits remaining above the 200 micron average permitted under TR19 Grease, this indicates that the system has not been brought to a compliant standard. Your contractor should advise on the cause and agree a plan to address it. In some cases, additional cleaning or access improvements may be required. You should not accept a compliance certificate until the system meets the required standard.

Can I use my post-clean report as evidence for my insurer?

Yes. A TR19 Grease compliant post-clean report, including pre and post-clean grease readings, photographic evidence, and a compliance certificate, is the documentation most insurers expect to see as evidence that your kitchen extract system has been properly maintained. Review your policy terms to confirm the specific requirements your insurer sets out.

Do I need a post-clean report if the contractor is a sole trader or small company?

Yes. The size of the contractor is not relevant to your compliance obligation. Regardless of who carries out the clean, you are entitled to a full post-clean report meeting TR19 Grease requirements. If a contractor is unable or unwilling to provide this documentation, they are not delivering a TR19 Grease compliant service.

How long should I keep my kitchen extract post-clean reports?

There is no single statutory retention period specified for kitchen extract cleaning records, but best practice is to retain them for a minimum of six years, in line with general insurance and fire safety record-keeping guidance. Keeping a full cleaning history also helps demonstrate a consistent pattern of compliance, which is valuable in the event of any insurance or regulatory inquiry.