Reports and documentation
Taking photographs is not a differentiator. Most vendors take some. What matters is how fast you get them, how they are organized, and whether you can make a decision from them.
What is in every report
Contents
- Business, address, service date, arrival and departure times, crew names
- The component checklist, each line marked cleaned, excluded or inaccessible
- Time-stamped before-and-after photos. Hood, duct and rooftop fan are always paired
- Supporting photos: plenum, filter bank, access panels, fan hinge, rooftop containment, electrical condition
- Anything we could not reach, with the reason
- Deficiencies with a recommended priority
- A photo of the cleaning tag with the date readable
- The recommended next service date and what it is based on
- Technician and customer signoff
- A PDF you can forward to management, an insurer or an inspector
What the report does not claim
The report says what we cleaned and what we saw. It does not certify compliance and it does not speak for an inspector. We guarantee our scope and our documentation, which are the parts we control.
Multi-location accounts
Groups get a shared record organized by location, with service history, upcoming dates, and exceptions at the top instead of buried in per-site files.
When it arrives
Before your kitchen opens. That is the entire point of the timing. A report that lands three days later is a receipt, because by then the line is running and nobody is going back up on the roof to check something.
If the report does not go out, the job is not closed on our side either. The work and the record are one deliverable, not two.
What to check in any vendor's report
This list is not about us. Use it on whoever cleaned your system last.
Contents
- Is the hood photo paired with a duct photo and a rooftop fan photo from the same night?
- Does a component list exist, and is anything marked inaccessible?
- Is the cleaning tag photographed with the date readable?
- Do deficiencies carry a priority, or are they only listed?
- Is there a next service date, and does it say what it is based on?
- Are the crew names on it?
What the photographs actually look like
Three frames from one job: the duct interior, then the rooftop fan before and after. Every pair comes from the same system on the same night, and the file reaches you before the kitchen opens.
Questions we get
Can I forward the report to my insurer or my landlord?
Yes. It is a PDF written to be forwarded without editing anything out of it.
Is the report an inspection certificate?
No. It documents the scope we performed and the conditions we saw on the date of service. An inspector decides what passes. We guarantee our scope and our documentation, which are the parts we control.
Do I get the photographs, or only a summary?
The photographs are the report. Before and after are paired for the hood, the accessible duct and the rooftop fan on every job.
How long do you keep the record?
As long as the account needs a service history, so a schedule and a condition trend exist to look back at. The privacy notice explains how that data is handled and how to ask us to delete it.
What if a component could not be reached?
It is written down as inaccessible with the reason, and the remedy is quoted separately. An unreachable duct section never gets described as cleaned.
Last updated . We date these pages because an undated reference is not a reference.
Get a free documented scope
Tell us the hood and fan count and roughly when it was last cleaned. Photos of the hood, the filters and the rooftop fan speed the quote up considerably.