When a commercial kitchen takes out or renews insurance, the extract system often comes up. Many insurers ask for evidence that it’s cleaned regularly, and many policies mention TR19® by name. After a fire, that evidence can make the difference between a claim that goes smoothly and one that doesn’t.
Every policy is different, so this guide stays general. It explains what insurers commonly ask for, what a good evidence pack contains and the small gaps in paperwork that cause problems. The single most useful thing you can do is read your own policy wording and check exactly what it asks for.
Why insurers care about kitchen extracts
Grease in a kitchen extract is fuel. A flare-up on the range can be drawn into the canopy, and a fire inside the ductwork can travel through the building. For an insurer, a dirty extract is a clear and avoidable risk.
BESA’s guidance on kitchen extract cleaning notes that many insurers require proof of regular cleaning and inspection, and that many policies explicitly require TR19 adherence. Without that proof, an insurer can refuse or reduce a claim.
Start with your own policy wording
Before anything else, find the section of your policy that deals with kitchen extracts, ductwork or cooking ranges. It may appear as a condition or an endorsement. Look for:
- whether TR19 is named;
- a required cleaning interval, or a reference to the specification’s intervals;
- whether the whole system must be cleaned or just certain parts;
- whether a certificate must be issued by a member of a particular scheme;
- any requirements for filter cleaning between professional cleans.
If anything is unclear, ask your broker or insurer to explain it in writing. Follow whichever is stricter: your policy or the BESA minimums.
What insurers commonly ask for
Wording varies, but these are the items that come up most often:
- cleaning of the whole system, from canopy to discharge, not just the canopy and filters;
- cleaning at an interval suited to the kitchen’s use, often linked to BESA’s 3, 6 or 12-month minimums;
- a post-clean certificate for each clean;
- a report with photos showing the system before and after;
- clear records of any parts that couldn’t be cleaned;
- regular cleaning of grease filters by the kitchen team.
Building your evidence pack
Keep a simple file, paper or digital, for the kitchen extract. For every clean it should hold:
- the TR19 certificate, with the date, location and technician;
- the photo report, with before and after photos of each part of the system;
- grease thickness readings taken before and after;
- a schematic or description of the system, showing access panels;
- a list of sections not cleaned and the reason;
- the recommended next clean date.
BESA’s ventilation hygiene guidance advises keeping certificates in your maintenance log. Add your filter cleaning log and any grease filter exchange records too, so the pack shows care between cleans as well as at them.
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.
Inaccessible sections: the gap that matters most
Very few extract systems can be cleaned end to end on the first visit. Duct runs go through ceilings, walls and other tenants’ space, and there often aren’t enough access panels to reach every part.
A good report says exactly which sections couldn’t be reached and why. That honesty protects you. A certificate that implies the whole system was cleaned when it wasn’t can cause real trouble if a fire starts in the bit nobody touched. The answer is to fit more access panels so the next clean reaches further, and to keep a record that you’ve acted on it.
Gaps that cause problems
Even kitchens that are cleaned regularly can have weak spots in their records. Watch out for:
- missing certificates for one or two cleans;
- cleans that slipped well past the due date;
- certificates that don’t say what was cleaned;
- no photos, or photos of the canopy only;
- no record of inaccessible sections;
- a change of contractor with no handover of records.
A maintenance contract helps, because cleans are booked in advance and records come from one place.
Renewals, new sites and changes of contractor
Three moments catch people out. The first is a renewal, when an insurer may ask for recent certificates at short notice. Keep the latest certificate and report easy to find.
The second is taking on a new site. Ask the previous occupier or landlord for the extract cleaning history before you start trading. If there isn’t one, treat the system as unknown and have it surveyed and cleaned before you rely on it.
The third is a change of contractor. Ask the old firm for copies of everything, and give the new firm the previous reports so they can compare readings and pick up any sections that were recorded as not accessible.
When an audit makes sense
If you’re taking on a new site, changing insurer or simply aren’t sure where your records stand, an independent look at the system can help. A TR19 audit checks the current grease levels, the condition of the system, the access available and the records you hold, and tells you what needs doing.
That gives you a clear starting point to discuss with your broker, and a plan to close any gaps.
How Duct Doctor helps
Duct Doctor is a BESCA Vent Hygiene Elite member, cleaning to BESA TR19® Grease. Every clean comes with a TR19® certificate and a photo report, with grease readings and a clear list of anything we couldn’t reach. We don’t claim any arrangement with insurers. We simply give you the paperwork that most of them ask to see.
See our TR19 certificates page, or get in touch to book a survey.
Quick answers
Do insurers require TR19 cleaning?
Many do. Many policies name TR19 or require regular extract cleaning with proof. Check your own policy wording, because requirements vary.
Can an insurer refuse a claim if the extract wasn’t cleaned?
BESA notes that an insurer can refuse or reduce a claim without proof of regular cleaning. Keep every certificate and report.
What records should I keep for my insurer?
TR19 certificates, before and after photo reports, grease readings, a list of inaccessible sections and your filter cleaning log.
Is cleaning the canopy and filters enough for insurance?
Usually not. Most policies that mention TR19 expect the whole system to be cleaned, including ductwork and the extract fan.
Does Duct Doctor work with insurers?
We have no arrangement with any insurer. We provide the TR19 certificate and photo report that many insurers ask to see.
Related services
More advice
- TR19 Certificates: What They Should Show
- TR19 Explained: Kitchen Extract Cleaning Standard
- Duct Access Panels: Why They Matter for TR19
- Is TR19 a Legal Requirement? What the Law Says
- Landlord or Tenant: Who Cleans the Kitchen Extract?
- 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.