Grease Trap Service Agreement Template (Free)
Most restaurant owners hire a grease trap company on a handshake and a quote. That works fine — right up until a missed service triggers a backup, a surprise invoice doubles your cost, or a FOG inspector asks for manifests the hauler never provided. A simple written service agreement prevents all three. Below is a free template you can print and adapt, plus a plain-English explanation of every clause that matters.
What a Grease Trap Service Contract Must Cover
- Scope of service: full pump-out, not skimming. The single most important line in the contract. Some low-bid operators "skim" the surface grease and leave the settled solids — your trap fills back to 25% capacity in weeks. Specify: complete evacuation of all contents, scraping of walls and baffles, inspection of inlet/outlet tees.
- Service frequency. State the interval (e.g., every 60 days) and tie it to compliance: most jurisdictions enforce the 25% rule — the trap must be cleaned before fats, oils, and grease reach 25% of capacity. See how often to clean your grease trap.
- Manifests and documentation. The hauler must provide a signed waste manifest at every service, showing volume removed and the disposal facility. Keep them at least 3 years (longer in some states — check our state compliance guide).
- Pricing — and everything extra. Per-visit rate, disposal fees, fuel surcharges, after-hours/emergency rates, and what happens if the trap is heavier than quoted. If it isn't in writing, it's a future surprise invoice.
- Licensing and insurance. The contractor warrants it holds a valid waste transporter license/permit for your state and carries liability insurance. Ask for the license number and certificate of insurance as contract exhibits.
- Response times. A maximum scheduling window for routine service and a stated response time for emergencies (e.g., 4 hours for a backup).
- Term, renewal, and cancellation. Length of agreement, whether it auto-renews, and how much written notice cancellation requires.
- Liability for disposal. The hauler — not you — is responsible for lawful disposal of the waste it removes. Put it in writing.
Red Flags Before You Sign
- "Skim service" or unusually cheap per-visit pricing — you'll pay twice when the trap backs up.
- No manifest mentioned anywhere — walk away. You carry the compliance risk.
- Auto-renewal with 60–90 day notice windows — negotiate down to 30 days.
- No license number on the paperwork — verify waste hauler permits with your state environmental agency before signing.
Free Template
Print this template (or copy it into a document) and adapt the bracketed fields. Print this page.
COMMERCIAL GREASE TRAP SERVICE AGREEMENT
This Agreement is made as of [DATE] between [SERVICE COMPANY NAME], holding waste transporter license/permit no. [LICENSE #] ("Contractor"), and [BUSINESS NAME] at [SERVICE ADDRESS] ("Client").
- Services. Contractor will perform complete grease trap/interceptor cleaning at the Service Address, including full evacuation of all liquids and solids, scraping of interior walls and baffles, inspection of inlet and outlet tees, and proper reassembly. Surface skimming does not constitute service under this Agreement.
- Schedule. Service will be performed every [NUMBER] days, or sooner if fats, oils, and grease reach 25% of trap capacity. Contractor will confirm each appointment at least [2] business days in advance.
- Documentation. At each service, Contractor will furnish a signed waste manifest stating the date, volume removed, technician, and disposal facility. Client's payment obligation for a visit is conditioned on receipt of the manifest.
- Pricing. Routine service: $[AMOUNT] per visit, inclusive of disposal fees. Emergency service (response within [4] hours): $[AMOUNT]. Additional charges, if any, must be approved by Client in writing before work is performed.
- Compliance and Disposal. Contractor warrants it holds all licenses and permits required to transport and dispose of grease trap waste in [STATE], and assumes sole responsibility for lawful disposal of all waste removed.
- Insurance. Contractor maintains commercial general liability insurance of at least $[1,000,000] per occurrence and will provide a certificate of insurance on request.
- Term and Termination. This Agreement runs for [12] months from the date above and renews month-to-month thereafter. Either party may terminate with [30] days' written notice. Client may terminate immediately if Contractor fails to provide a manifest or misses a scheduled service by more than [7] days.
- Records. Contractor will retain service records for at least [3] years and provide copies to Client or Client's regulators on request.
Client: ______________________ Date: ________
Contractor: ______________________ Date: ________
This template is provided for general information and is not legal advice. Have your attorney review any contract before signing, and confirm local requirements with your municipal FOG program.
Related Resources
- Grease trap cleaning schedule template — plan your 12-month service calendar
- Printable maintenance log — the record inspectors ask for
- Pricing guide — know the fair rate before you negotiate
Frequently Asked Questions
Do I really need a written contract for grease trap cleaning?
If you only need a one-time pump-out, a written quote and a signed manifest may be enough. But if you're on a recurring schedule (which most health departments effectively require), a written agreement protects you on pricing, response times, and — most importantly — compliance documentation. If a hauler dumps your grease illegally, the paper trail you kept is your defense.
What's a fair price to put in a grease trap service contract?
Routine cleanings for small-to-medium traps (under 500 gallons) typically run $150–$500 per visit, with large interceptors higher. Contracted recurring service usually prices 15–30% below one-off visits. See our pricing guide for ranges by trap size and region.
Should the contract include emergency service?
Yes — negotiate the emergency rate before you need it. Emergency calls are commonly billed at a 50–100% premium over scheduled service. A good agreement states the emergency rate and a maximum response time.
What is a waste manifest and why does the contract need to mention it?
A manifest is the signed record of what was pumped, when, by whom, and where it was disposed. It's the document FOG inspectors ask for. Your contract should obligate the hauler to provide one at every service — no manifest, no payment.
Can I cancel a grease trap service contract?
Only on the terms you signed. Watch for auto-renewal clauses with long notice windows (60–90 days before renewal is common). Negotiate for 30-day cancellation with written notice, especially in year one.
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