HSE covers cleaning access and grease prevention in HSE's kitchen ventilation guidance, and regular duct cleaning in gas-safety guidance for catering. Your arrangements need to make those tasks possible on the installed system.
Use inspections to set the interval
Tell the specialist what you cook, which appliances you use and how many hours the kitchen operates. Supply earlier cleaning reports and ask how inspection findings will influence the proposed cleaning interval.
If you change from occasional cooking to frying every day, review the system and timetable. The old dates were based on different use. Heavy deposits found before the next booked clean are another reason to reassess.
Keep everyday filter cleaning separate from specialist duct cleaning. Follow the appliance instructions and agree who does each job; cleaned filters do not demonstrate that hidden ducts have been attended to.
Define the quotation and work window
Ask which sections are included, how they will be reached and what is excluded. A missing access panel or a duct passing through someone else’s premises may need attention before the contractor can clean everything.
Agree when the kitchen closes, how food and equipment are protected and who removes waste. Allow for putting the system back together and checking it before reopening; cleaning time alone may not cover the full interruption.
Keep evidence that supports the next decision
Request a report identifying the system and cleaned areas, with photographs showing their locations before and afterwards. Any section that could not be reached must remain visible. List repair defects separately from the deposits removed.
Use the findings to agree the next inspection and clean. If your insurer requests particular evidence, explain that before the visit so the report can address the agreed work and any areas left outstanding.
Frequently asked questions
Is annual cleaning always enough?
Not necessarily. Frequency depends on the way you use the kitchen, accumulation and relevant requirements. Check the real condition instead of assuming one yearly visit is enough.
Does cleaning the filters cover the ductwork?
No. They are different parts of the installation. Ask for filter tasks and duct cleaning to appear separately on the schedule and work record.
What if the contractor cannot reach part of the duct?
Have the inaccessible location and reason recorded. Agree how access or further work will be arranged; a section cannot be described as cleaned just because the contractor completed the rest.
Related help
See Kitchen Extract and Ventilation and Duct Cleaning for work routes, Planned Preventative Maintenance for ongoing planning and the Knowledge Centre for related explanations.
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