What Insurers Look for in a Kitchen Compliance Report

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"headline": "What Insurers Look for in a Kitchen Compliance Report",

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"name": "Abid Hussain",

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"name": "BlueTick Extraction Hygiene",

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"description": "What commercial insurers require in a TR19 kitchen extraction cleaning compliance report, and how to ensure your documentation meets underwriter standards."

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<h2>The Report That Protects Your Policy</h2>

<p>When a commercial kitchen fire occurs and an insurance claim is submitted, the insurer's loss adjuster will request evidence that the extraction system was maintained to the required standard. The document they are looking for is the TR19 service report — the record produced by your extraction cleaning contractor after each clean. If that report is inadequate, incomplete, or absent, the insurer has grounds to reduce or decline the claim on the basis that the policyholder failed to comply with their policy conditions.</p>

<p>This is not a theoretical scenario. Kitchen fires caused by grease accumulation in extraction systems are one of the most common causes of commercial property loss in the UK. Insurers are well aware of the risk, and they have become increasingly rigorous in their requirements for TR19 compliance documentation. Understanding what they expect — and ensuring your contractor delivers it — is one of the most straightforward risk management steps available to any commercial kitchen operator.</p>

<h2>The Core Elements of a TR19-Compliant Service Report</h2>

<p>A TR19 service report is not a single standardised document — there is no prescribed format in the BESA TR19 standard. However, insurers and their loss adjusters have developed clear expectations about what a compliant report should contain. The following elements are considered essential by most commercial insurers:</p>

<h3>1. Contractor Identification and Credentials</h3>

<p>The report must clearly identify the cleaning contractor, including their company name, address, contact details, and evidence of their qualifications. This should include confirmation of TR19 training, BESA membership (if applicable), and their public liability insurance details. An insurer needs to be able to verify that the work was carried out by a competent contractor — a report from an unidentified or unqualified contractor carries little weight.</p>

<h3>2. Site and System Details</h3>

<p>The report must clearly identify the premises where the work was carried out, the date of the clean, and a description of the extraction system that was cleaned. This should include the canopy type and dimensions, the ductwork configuration, the fan type and location, and any other components that were cleaned. A report that simply states "kitchen extraction system cleaned" without describing the system is inadequate.</p>

<h3>3. Photographic Evidence</h3>

<p>Photographic evidence is essential. The report should include photographs of the system before and after cleaning, taken at multiple points including the canopy, the ductwork interior (accessed through access panels), the fan, and any other components. The photographs should be dated and clearly labelled to show which part of the system they relate to. Before-and-after photographs demonstrate that the cleaning was effective — not just that a contractor visited the premises.</p>

<h3>4. Deposit Thickness Measurements</h3>

<p>The TR19 standard defines acceptable grease deposit thickness levels for different parts of the extraction system. A compliant service report should include measurements of grease deposit thickness taken at multiple points in the ductwork, both before and after cleaning. These measurements demonstrate that the system has been cleaned to the required standard — not just that a cleaning attempt was made. Without deposit thickness measurements, an insurer cannot verify that the clean was effective.</p>

<h3>5. Areas Cleaned and Method Used</h3>

<p>The report should describe in detail which areas of the system were cleaned, what cleaning method was used (chemical, mechanical, steam, or a combination), and what cleaning agents were applied. If any areas could not be cleaned due to access limitations, this must be clearly stated. An insurer who discovers that part of the system was not cleaned — and that this was not disclosed in the report — will view the omission as a serious concern.</p>

<h3>6. Access Panel Compliance</h3>

<p>The TR19 standard requires access panels to be installed at intervals that allow the entire ductwork to be cleaned and inspected. The service report should confirm that adequate access panels were in place, or identify any deficiencies. If access panels are missing, the report should state which sections of ductwork could not be accessed and recommend remedial action.</p>

<h3>7. Cleaning Frequency Recommendation</h3>

<p>The report should state the recommended frequency for the next clean, based on the kitchen's cooking hours and the type of cooking carried out. This recommendation should be consistent with the TR19 standard's frequency guidelines. An insurer reviewing the report will check whether the cleaning frequency is appropriate for the kitchen's usage — a recommendation for annual cleaning in a kitchen operating 16 hours per day will raise immediate questions.</p>

<h3>8. Compliance Statement</h3>

<p>The report should include a clear statement confirming that the extraction system has been cleaned to TR19 standard — or, if it has not (due to access limitations or other issues), explaining why not and what remedial action is required. This statement should be signed by the contractor.</p>

<h2>Why Most Reports Fall Short</h2>

<p>In our experience, the majority of TR19 service reports produced by smaller or less specialist contractors fall short of insurer expectations in one or more of the following areas:</p>

<ul>

<li><strong>Insufficient photographic evidence:</strong> A few photographs of the canopy before and after cleaning, without any images of the ductwork interior, is inadequate. Insurers want to see evidence that the entire system was cleaned — not just the visible parts.</li>

<li><strong>No deposit thickness measurements:</strong> Many reports describe the cleaning work carried out but do not include any measurements. Without measurements, there is no objective evidence that the system was cleaned to the required standard.</li>

<li><strong>Vague system descriptions:</strong> A report that describes the system as "kitchen extraction" without any detail about the ductwork configuration, fan type, or system dimensions is difficult for an insurer to evaluate.</li>

<li><strong>No mention of access panels:</strong> Reports that do not address access panel provision leave the insurer unable to determine whether the entire system was cleaned.</li>

<li><strong>Incorrect cleaning frequency:</strong> A report recommending annual cleaning for a heavy-use kitchen will concern an insurer who knows that the TR19 standard requires quarterly cleaning for such kitchens.</li>

</ul>

<h2>How BlueTick Produces Insurer-Grade Reports</h2>

<p>BlueTick Extraction Hygiene was founded by a CII-qualified insurance professional. Our service reports are designed from the ground up to satisfy insurer requirements — not just to demonstrate that a clean has taken place. Every report we produce includes all of the elements described above, presented in a format that loss adjusters and underwriters can evaluate quickly and confidently.</p>

<p>If you are unsure whether your current TR19 service reports meet insurer requirements, we are happy to review them. Contact us at <a href="mailto:info@bluetickhygiene.co.uk">info@bluetickhygiene.co.uk</a> or call <a href="tel:07840992246">07840 992 246</a>.</p>

<h2>Frequently Asked Questions</h2>

<h3>Do all commercial kitchen insurers require TR19 compliance certificates?</h3>

<p>Not all insurers explicitly require TR19 certificates, but most commercial property and business interruption policies include conditions requiring the policyholder to maintain the premises in good repair and take reasonable precautions to prevent loss. A failure to maintain the extraction system to TR19 standard could be used to decline a claim on this basis, even if the policy does not specifically mention TR19.</p>

<h3>How long should I retain TR19 service reports?</h3>

<p>Retain TR19 service reports for a minimum of six years — the standard limitation period for contract and tort claims in England and Wales. Some insurers recommend retaining reports for the lifetime of the tenancy or ownership of the premises.</p>

<h3>What happens if my insurer asks for a TR19 report and I cannot produce one?</h3>

<p>If you cannot produce a TR19 service report when requested by your insurer, they may decline to renew your policy, impose additional conditions, or decline a claim if one arises. In the worst case, they may treat the absence of documentation as evidence that the system was not maintained, which could void your cover.</p>

<h3>Can I produce my own TR19 compliance documentation?</h3>

<p>No. TR19 compliance documentation must be produced by the cleaning contractor who carried out the work. Self-produced documentation has no evidential value and will not satisfy an insurer.</p>

<h3>My current contractor produces a one-page certificate — is that sufficient?</h3>

<p>A one-page certificate is unlikely to satisfy a rigorous insurer. A proper TR19 service report is typically 10–20 pages long and includes photographic evidence, deposit thickness measurements, and a detailed description of the work carried out. If your current contractor is producing only a brief certificate, we recommend requesting a more comprehensive report or considering a change of contractor.</p>