Chicago grease trap records: the 5-year log rule

What the code says

Chicago Municipal Code 18-29-1003.13 (Access and maintenance of interceptors and separators):

"Interceptors and separators shall be maintained by periodic removal of accumulated grease, scum, oil, or other floating substances and solids deposited in the interceptors or separators as often as necessary to ensure efficient operation. Each owner shall keep a written record of all maintenance of the interceptor or separator for the life of the unit, or for a period of five years, whichever is longer. Such record of maintenance shall be made available for review by the department of buildings and the department of water management or their duly authorized representatives."

The same section says the record must also be sent to either department on request, in the way the department prescribes. Commercial food preparation areas need a grease interceptor or automatic grease removal device in the first place under 18-29-1003.3.1 (see our Chicago grease trap rules page).

What to write down each time

The code asks for "a written record of all maintenance" but does not list fields. A record that answers an inspector's questions usually has:

• Date of the service and the company and technician who did it
• What was done: full pump-out, skim, inspection or repair
• How full the trap was (grease and solids depth) and gallons removed
• Where the waste went (the hauler's manifest or receipt). Chicago Water Management's interceptor guidance says removed grease should not go into any drain, sewer or body of water (DWM interceptor details).
• Manager initials, and the hauler's receipt stapled behind it

These fields are our practical suggestion, not a city form. If the city ever gives you its own form, use that.

Keep it without the paperwork

• Free digital service record: your pumper fills it in and signs on screen, so each visit lands in your 5-year log.
• Printable maintenance log if you prefer paper.
• When is my trap due? Free reminder before your next pump-out, based on the interval your pumper sets.
• Need a pumper? Our Chicago page lists top picks and sends your request to one at a time.
• Opening a new place? Start with the Chicago restaurant opening checklist.

Common questions

How long do Chicago restaurants have to keep grease trap records?

Chicago Municipal Code 18-29-1003.13 says each owner must keep a written record of all interceptor maintenance for the life of the unit or five years, whichever is longer.

Who can ask to see the records?

The Department of Buildings and the Department of Water Management, or their authorized representatives. The code also says the records must be sent to either department on request, as the department prescribes.

How often does Chicago require grease trap pumping?

Chicago's code does not set a fixed number of days. It says interceptors must be cleaned of grease, scum, oil and solids as often as necessary to keep them working efficiently, so your pumper should set the interval from how fast your trap fills.

Sources

• Chicago Municipal Code 18-29-1003.13, read Oct 30, 2026
• Chicago Department of Water Management, interceptor standard details (PDF)

This guide explains the code; it is not legal advice. We do not state fines here because we have not sourced a Chicago penalty amount for this section.