What Is a PCVR and Why Does Your Insurer Need One?

If you have ever booked a TR19 kitchen extraction clean, you may have been presented with a document called a Post-Clean Verification Report — or PCVR. But what exactly is a PCVR, what does it contain, and why do commercial kitchen insurers require one?

This guide explains the PCVR in plain English, covering what it is, what it must include to be compliant, and what happens if your PCVR does not meet your insurer's requirements.

What Is a PCVR?

A Post-Clean Verification Report (PCVR) is the formal documentation produced by a TR19 cleaning specialist after completing a deep clean of a commercial kitchen extraction system. It is the primary evidence that the extraction system has been cleaned to the standard required by BESA TR19 — the industry standard for kitchen extraction cleaning.

The PCVR is sometimes also called a:

TR19 compliance certificate
Extraction cleaning certificate
Kitchen extraction cleaning report

All of these terms refer to the same document. The key point is that the document must contain specific information to be accepted as evidence of TR19 compliance by a commercial kitchen insurer.

What Must a Compliant PCVR Include?

A PCVR that meets the requirements of BESA TR19 and satisfies the majority of commercial kitchen insurers must include the following:

1. Business and site details

The name and address of the business, the specific kitchen location (if there are multiple kitchens on the premises), and the date of the clean.

2. Cleaning company details

The name, address, and contact details of the cleaning company. Many insurers also require the cleaning company to be a member of a recognised trade body — such as BESA (Building Engineering Services Association) or NAADUK (National Association of Air Duct Cleaners UK).

3. System description

A description of the extraction system cleaned, including the number of canopies, the approximate length of ductwork, the number and type of fans, and any access panels used during the clean.

4. Pre-clean grease deposit measurements

Measurements of grease deposit thickness at multiple points throughout the system before the clean. These measurements are taken using a calibrated instrument and recorded in microns. The pre-clean measurements establish the baseline condition of the system.

5. Post-clean grease deposit measurements

Measurements of grease deposit thickness at the same points after the clean. The post-clean measurements confirm that the deposits have been reduced to within the limits specified by BESA TR19.

6. Dated before-and-after photographs

Photographs of the interior of the extraction system at each inspection point, taken before and after the clean. The photographs must be dated and must clearly show the condition of the system at each stage.

7. Technician declaration

A signed declaration by the cleaning technician confirming that the clean was carried out in accordance with BESA TR19 and that the system meets the required standard at the time of the clean.

8. Next cleaning date recommendation

A recommendation for the next cleaning date, based on the kitchen's risk category under BESA TR19. For a heavy-use kitchen (such as a fish and chip shop), this would be 3 months. For a moderate-use kitchen (such as a restaurant), this would be 6 months.

Why Do Insurers Require a PCVR?

Commercial kitchen insurance policies typically contain a condition requiring the extraction system to be maintained in a clean and serviceable condition to TR19 standard. The PCVR is the evidence that this condition has been met.

From an insurer's perspective, the PCVR serves three purposes:

1. Risk verification. A compliant PCVR confirms that the extraction system has been professionally cleaned and is not a fire hazard at the time of the clean. This reduces the probability of a grease fire claim.

2. Claim defence. If a kitchen fire occurs, the insurer will request the most recent PCVR as part of the claims investigation. If the PCVR shows that the system was TR19-compliant at the time of the last clean, and the clean was carried out within the required frequency, the insurer cannot decline the claim on the grounds of extraction system non-compliance.

3. Renewal evidence. Many insurers now request PCVRs at renewal as a condition of continued cover. A current, compliant PCVR demonstrates that the business takes its fire safety obligations seriously.

What Makes a PCVR Non-Compliant?

Not all PCVRs are created equal. A document that calls itself a "TR19 certificate" or "cleaning report" may not contain all of the information required to satisfy your insurer. Common reasons why a PCVR may be rejected by an insurer include:

Missing grease deposit measurements. A PCVR that does not include pre- and post-clean micron readings cannot demonstrate that the system was cleaned to the TR19 standard.
Missing or undated photographs. Photographs without dates, or photographs that do not clearly show the condition of the system, may not be accepted as evidence of compliance.
Missing technician declaration. Without a signed declaration, the document cannot be verified as the work of a qualified professional.
Cleaning company not recognised. Some insurers require the cleaning company to be a member of a recognised trade body. A PCVR from an unrecognised company may not be accepted.
Out-of-date document. A PCVR that is older than the required cleaning frequency (e.g., a 12-month-old PCVR for a kitchen that requires quarterly cleaning) will not demonstrate current compliance.

The BlueTick PCVR Standard

At BlueTick Extraction Hygiene, every PCVR we produce includes all of the elements required by BESA TR19 and accepted by all major commercial kitchen insurers. Our CII-qualified founder reviews your specific insurance policy before every clean, ensuring the documentation we produce is formatted to satisfy your insurer's exact requirements.

Our PCVRs include:

Full system description with access panel locations
Pre- and post-clean micron readings at all inspection points
Dated before-and-after photographs of every section cleaned
Signed technician declaration
Next cleaning date recommendation based on your risk category
Direct contact details for insurer liaison if required

We produce the PCVR on the day of the clean and can email it directly to your insurer, insurance broker, or enforcement authority.

Frequently Asked Questions

How long is a PCVR valid for?

A PCVR is valid for the period between the clean date and the next required cleaning date. For a heavy-use kitchen, this is 3 months. For a moderate-use kitchen, this is 6 months. For a light-use kitchen, this is 12 months.

Can I use a PCVR from a previous cleaning company?

Yes, provided the PCVR contains all of the required information and was produced within the required cleaning frequency. However, if the previous PCVR is incomplete or does not meet your insurer's requirements, you may need to commission a new clean.

Do I need to keep my PCVRs?

Yes. You should keep all PCVRs for at least 3 years. In the event of a claim, your insurer may request historical PCVRs to verify that the extraction system has been maintained consistently.

What if I lose my PCVR?

Contact the cleaning company that carried out the work. A reputable cleaning company will keep copies of all PCVRs and can provide a duplicate on request. At BlueTick Extraction Hygiene, we retain copies of all PCVRs and can provide duplicates at any time.

BlueTick Extraction Hygiene produces fully compliant PCVRs for every TR19 clean. Our CII-qualified founder ensures every document meets your insurer's exact requirements. Call us on 07840 992 246 or request a free site survey.