Scheduled maintenance contracts

Why a schedule helps

Most overdue extract cleans aren’t a decision. They just slip: a busy season, a change of manager, a reminder that never arrived. Meanwhile grease keeps building up and the date on the last certificate gets older. Many insurers ask for proof of regular cleaning, and a gap is hard to explain after the event.

A maintenance contract puts the dates in the diary in advance. We remind you before each visit, agree the time with you and keep the certificates and reports coming on schedule.

It also makes life simpler for whoever looks after the kitchen. Instead of chasing quotes and booking each clean separately, the dates are agreed, the reminders arrive and the paperwork follows. When a new manager takes over, the schedule and the records are already in place.

3, 6 or 12-monthly plans

BESA sets minimum cleaning frequencies for kitchen extracts by how many hours a day the kitchen cooks (BESA: kitchen extract system cleaning):

• Heavy use, 12–16 hours a day: every 3 months.
• Moderate use, 6–12 hours a day: every 6 months.
• Light use, 2–6 hours a day: every 12 months.

These are minimums. Grease readings taken by a competent person set the real interval, so we take readings at each visit and will tell you if your system is fouling faster than the schedule allows. Our article on how often to clean a kitchen extract explains more.

What can go on a contract

• TR19® Grease kitchen extract cleaning
• Grease filter exchange between cleans
• Fire damper testing, at least annually in line with BESA guidance
• Grease trap cleaning
• Odour control maintenance
• AHU and ventilation duct inspection and cleaning
• LEV testing, at least every 14 months

Each item runs at its own frequency, and we line visits up where it makes sense so you have fewer closures to plan.

One schedule for multiple sites

If you run several kitchens or buildings across London and the South East, keeping track of different dates is a job in itself. We can put every site on one schedule, with each site’s frequency set by its own hours of cooking and grease readings. You get a single point of contact, reminders before each visit, and certificates and reports for every site, so you can see where each one stands.

For groups of pubs, restaurants, hotels, schools or care homes, a single schedule makes it easier to answer questions from insurers, auditors or head office. You can see at a glance which sites are up to date, which are due next and what each report recommended. If a site needs more frequent cleaning, it changes without affecting the rest.

How it works

1. We survey each site, from photos and details or a site visit.
2. We agree the services and frequency for each one and give you a fixed quote.
3. Visits are booked in advance at times that suit each kitchen: evenings, overnight, weekends or school holidays.
4. We remind you before each visit and confirm the time.
5. After each visit you get the TR19 certificate and photo report, with the next date already set.

Your certificates and reports arrive after every visit, so the records build up without anyone having to chase them. If an insurer or auditor asks, you can show a complete history for each site.

Changing the plan

Kitchens change. A new menu, longer opening hours or new equipment can mean grease builds up faster. If readings show the system needs cleaning more often, we’ll tell you and suggest a new interval. If a site closes or changes hands, tell us and we’ll update the schedule.

You’re never locked into a frequency that no longer suits the kitchen. If a site becomes quieter, readings will show that too, but BESA’s frequencies are minimums, so we won’t recommend going below them. If you need an extra visit, such as a clean before an inspection or after a refit, we can add it to the schedule.

What it costs

We don’t publish prices. Each contract is quoted on the sites, the services and the frequencies you need. You’ll get a fixed quote setting out what each visit covers before you agree to anything.

Each visit is priced up front.