Grease Trap Maintenance Log (Free Printable)
When the FOG inspector shows up, this one sheet of paper is the difference between a five-minute visit and a citation. Print this log, keep it with your manifests, and fill in a row at every service.
Grease Trap Maintenance Log
Business: ____________________ Trap location: ____________________ Trap size: ________ gal Year: ________
| Date | Service type (full pump-out / repair / self-inspection) | Company & technician | Hauler license # | Volume removed (gal) | Manifest # | Disposal facility | Initials |
|---|---|---|---|---|---|---|---|
Retain this log and all manifests for at least 3 years (5 in some jurisdictions). The duty to keep records sits with the food service establishment, not the hauler.
What Inspectors Look For in Your Records
- Continuity — services at intervals consistent with your trap size and volume, no long unexplained gaps.
- Manifests that match the log — same dates, same volumes, a named disposal facility on each.
- A licensed hauler — the license/permit number on the manifest is real and current.
- The 25% rule respected — FOG depth notes showing you clean before capacity, not after a backup.
Make the Log Effortless
- Use the cleaning schedule template so every row is pre-planned.
- Verify each service with the inspection checklist before the truck leaves.
- Make manifest-on-delivery a payment condition in your service agreement.
Frequently Asked Questions
How long do I need to keep grease trap maintenance records?
Three years is the most common minimum, but several jurisdictions require five. Keep manifests, logs, and invoices together — see the state compliance guide for your state's retention rule and regulator.
What counts as an acceptable record for inspectors?
The gold standard is the signed hauler manifest plus a maintenance log entry for each service. Invoices alone are weaker — they prove payment, not lawful disposal. The manifest names the disposal facility; that's what closes the loop.
Do I need a log if my hauler keeps records?
Yes. The legal duty to demonstrate compliance is on the food service establishment, not the hauler. If your hauler goes out of business or won't return calls, their records won't save your inspection.
What should I do if I'm missing manifests for past cleanings?
Contact the service company and request copies — licensed haulers must retain them. Going forward, make manifest-on-delivery a condition of payment (our service agreement template includes that clause).
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