What Is a Post-Clean Report? TR19 Documentation Explained for Pembrokeshire Kitchens

After every professional commercial kitchen extract clean, you should receive a post-clean report. This document is not a formality — it is the central piece of compliance evidence that demonstrates your kitchen's extract system has been properly maintained. Understanding what a post-clean report should contain, and why an inadequate one can create problems, is essential knowledge for any commercial kitchen operator in Pembrokeshire.

What Is a Post-Clean Report?

A post-clean report (also called a post-clean certificate or TR19 completion certificate) is a written record produced by the contractor after completing a professional kitchen extract cleaning job. It documents what was done, when, and to what standard.

The post-clean report is the document you would present to:

• —Your commercial insurance provider if they request evidence of extraction maintenance
• —An environmental health officer during a food hygiene inspection
• —A fire safety officer conducting a fire risk assessment review
• —A commercial property landlord or facilities manager requiring maintenance evidence
• —A due diligence auditor assessing your food safety management system

Without a post-clean report, you have no verifiable evidence that a compliant clean took place. An invoice from a cleaning company is not sufficient — it only shows you paid for something, not what that something was.

What a Proper Post-Clean Report Should Include

A TR19-referenced post-clean report should contain the following:

Identification information - The contractor's company name, address and contact details - The contractor's relevant qualifications or certification references - Your business name, address and the specific kitchen covered

Clean details - The date on which the clean was carried out - A clear description of the scope of work — specifically, which elements of the system were cleaned: canopy, filters, ductwork, fan, external discharge - The cleaning methods used (chemical degreasing agents, access methods, pressure washing where applicable)

System condition assessment - An assessment of the grease level found before the clean - Confirmation that the system was cleaned to an appropriate standard - Notes on any access limitations, areas not cleaned and the reason why - Any defects or issues identified during the clean (damaged access panels, inaccessible sections, structural concerns)

Compliance reference - A reference to TR19 (BESA guidance on the hygiene of ventilation systems) as the standard applied - Confirmation of the kitchen's use category classification (light, moderate or heavy)

Next service date - A recommendation for the next service interval, based on the kitchen's use classification under TR19 guidance

What a Post-Clean Report Should NOT Be

Many kitchens — particularly those where cleaning has been arranged informally or through a non-specialist company — receive documentation that is inadequate as a compliance record. Common problems include:

Invoice-only documentation — a simple invoice showing a line item for "kitchen clean" or "canopy clean" with no scope details, no contractor qualifications and no TR19 reference. An invoice is not a post-clean report.

Generic certificates — a pre-printed certificate with a date and a signature but no scope detail. If the certificate does not specify what was cleaned, it provides no evidence that a complete TR19 clean was carried out.

Canopy-only documentation — a report that covers the canopy and filters but makes no reference to the ductwork. If the ductwork was not cleaned, the clean was not TR19-compliant; if it was cleaned but not documented, you cannot prove it.

No next-service date — the absence of a recommended next service interval means there is no documented basis for your cleaning schedule. This becomes relevant when an insurer or inspector asks how you determined your cleaning frequency.

What to Do If Your Documentation Is Inadequate

If you review your existing post-clean documentation and find it falls short of the standard described above, there are practical steps to take:

For your next clean, use a specialist contractor who provides proper TR19-referenced post-clean documentation. Make sure you see a sample report format before committing.

For historical records, if you have had professional cleans but received only invoices, contact the contractor and ask whether they can provide more detailed documentation retroactively. Some contractors can produce summary records; others cannot.

Going forward, keep all post-clean reports in a dedicated file — physical or digital — that is easy to locate and present during an inspection. The value of the documentation depends partly on being able to produce it promptly when required.

Pembrokeshire Kitchens

Every kitchen extraction clean arranged through us includes TR19-referenced post-clean documentation meeting the standards described in this guide. We do not arrange cleans that produce inadequate paperwork — because the paperwork is half the value of the exercise.

If you need to review or upgrade your extraction cleaning documentation, or if you have a compliance gap to address before an inspection or insurance renewal, contact us to arrange a quote.