After a kitchen extract clean, the contractor should leave you with a certificate and a report. Together they’re your evidence that the system was cleaned, how well and what still needs doing. If an insurer, fire officer or environmental health officer asks, this is what you’ll show them.
Not all certificates are equal, though. Some say little more than “cleaned to TR19”. That may be enough to tick a box, but it won’t help much if someone asks what was actually cleaned. This guide explains what a good certificate and report should contain, the warning signs that something’s missing and how to keep your records in order.
Certificate and report: two parts of one record
The certificate is the short document confirming the clean. The report is the detail behind it: the photos, readings and notes. You need both. Insurers and fire officers may ask for either, and the report is usually what answers their follow-up questions. A certificate on its own says a clean happened; the report shows what was actually done.
Contractors in BESCA’s Vent Hygiene Elite scheme, now the Vent Hygiene Register, issue post-clean certificates through the scheme’s portal.
What the certificate should show
BESA’s ventilation hygiene guidance says certificates should record the date, the location and the technician. In practice a good certificate also shows:
- the contractor’s name and scheme membership;
- the site address and which system was cleaned;
- the specification followed, such as TR19® Grease;
- a summary of the parts cleaned;
- a clear note if any parts weren’t cleaned;
- the recommended next clean date.
What the report should show
The report backs up the certificate. Look for:
- a schematic or description of the system, from canopy to discharge;
- before and after photos of each part, labelled by location;
- grease thickness readings before and after, at named points, with the method (WFTT or DTT);
- access panel locations;
- a list of sections not accessible and the reason;
- notes on the condition of the fan, filters and any faults found;
- recommendations, such as new access panels or a shorter interval.
Photos should be clear enough to show the surface of the metal, not just a dark hole. The same location photographed before and after is the simplest proof that grease has gone.
Inaccessible sections must be listed
This is the part people most often skip, and it’s one of the most important. If part of the duct couldn’t be reached, the report must say so. A certificate that suggests the whole system was cleaned, when part of it wasn’t, gives you false comfort.
A clear record lets you fix the problem, usually by fitting access panels, and shows your insurer you know about it and are acting on it. On the next certificate, those sections should either be recorded as cleaned or still listed with a reason.
Need it done? Duct Doctor cleans and tests kitchen extract and ventilation systems across London and the South East, with a certificate and photo report after every clean. Get a fixed quote.
Red flags
Ask questions if your certificate or report has any of these:
- no photos, or photos of the canopy and filters only;
- no grease readings, or readings with no locations;
- the same photos appearing on different reports;
- no mention of inaccessible sections on a long or complex system;
- no technician named;
- claims that the firm is certified by BESA, which isn’t something BESA offers;
- no next clean date.
None of these automatically means the clean was poor, but each one is worth a question before you file the paperwork away. If you’re unsure, a post-clean verification can check the work independently.
A certificate is not a licence
A TR19 certificate records one clean on one date. It doesn’t mean the system stays compliant until the next one. A kitchen that changes its menu or opening hours may need cleaning sooner than the date on the certificate suggests. Grease starts building again as soon as the kitchen reopens. Keeping filters clean and sticking to the recommended interval are what keep the system in good order between visits.
That also means an old certificate isn’t much use. If the recommended next clean date has passed, you need a new one.
Taking over a site or a building
If you’re taking on a lease, buying a business or starting a new facilities contract, ask for the extract cleaning history early. A run of certificates and reports tells you whether the system has been looked after, when the next clean is due and whether there are known gaps in access.
If there are no records, or the last clean was a long time ago, don’t assume the system is in good shape. A survey with grease readings and photos will show you what you’re taking on. Our guide on landlord and tenant responsibilities covers who usually arranges the clean.
How long to keep records
BESA advises keeping certificates in your maintenance log. There’s no reason to throw old ones away. A full history shows a pattern of regular cleaning, and comparing readings over time shows whether your interval is right.
Keep the certificate, the full report and any related paperwork, such as access panel installation or fan repairs, together. Add fire damper test results if they were done at the same visit. A shared digital folder makes it easy to send everything to an insurer, a new tenant or a buyer.
Duct Doctor certificates
Every Duct Doctor clean comes with a TR19® certificate issued through the BESCA VHE portal and a photo report with before and after photos, grease readings, inaccessible sections and the next clean date. It’s our clean bill of health for your system, with the notes a good doctor would add.
See our TR19 certificates page or contact us.
Quick answers
What should a TR19 certificate include?
The date, location, technician, contractor, system cleaned, parts cleaned, any parts not cleaned and the next clean date, backed by a photo report.
Who issues TR19 certificates?
The cleaning contractor. Members of BESCA’s Vent Hygiene Elite scheme, now the Vent Hygiene Register, issue them through the scheme’s portal.
How long is a TR19 certificate valid?
It records one clean on one date. Look at the recommended next clean date; once that’s passed, the system is due again.
Why does my report list sections not cleaned?
Because they couldn’t be reached, usually for lack of access panels. Recording them honestly protects you, and new panels can fix it.
Do I need the photo report as well as the certificate?
Yes. The report shows what was actually done. Many insurers expect photos as well as a certificate.
Related services
More advice
- Kitchen Extract Insurance: What Insurers Want to See
- TR19 Explained: Kitchen Extract Cleaning Standard
- How to Choose a Kitchen Extract Cleaning Contractor
- Duct Access Panels: Why They Matter for TR19
- All advice
This guide is general information. It isn’t legal or insurance advice: check your own policy wording and lease, and speak to a qualified adviser about your fire risk assessment.