Grease trap maintenance log (free printable)
By Stew Israil, GreaseTrapRules · Updated Oct 18, 2026 · Every rule below links to its official source. Rules change; verify with your city.
Short answer: log every pump-out, cleaning and inspection, keep the hauler's manifest with it, and keep both on site for as long as your city requires (often 3 years). Print the log below, or use your city's form if it has one.
Grease trap / interceptor maintenance log
Business: ____________________ Address: ____________________ Trap ID / location: __________ Size: ______ gal / gpm Required interval: every ____ days
| Date / time | Service type (full pump-out / skim / inspection) | Company & technician | Grease depth | Solids depth | % full | Gallons removed | Manifest # | Disposal site | Manager initials |
|---|---|---|---|---|---|---|---|---|---|
Keep with signed hauler manifests. Florida manifests must show the trap's condition, that it was cleaned with no graywater returned, gallons removed and the disposal facility (F.S. 403.0741).
Where these columns come from
The columns combine what official city forms ask for: cleaning date and who did it (Fairfax County, VA, Grease Interceptor Maintenance Log), grease depth, volume removed and disposal location (City of Middletown, CT, Grease Trap Monitoring and Cleaning Log Sheet), skim vs. full cleaning and manager initials (DC Water, FOG Interceptor/Trap Log (with BMPs)), and the Florida service-manifest fields (Florida Statutes § 403.0741 (grease waste removal and disposal)). If your city has its own form or portal, use that.
How long each city makes you keep records (quoted)
| City | Record-keeping rule, from the official source |
|---|---|
| Austin, TX | Keep the manifest the hauler gives you after each pump-out on site for three years (§ 15-10-165). ✓ hand-checked |
| Charleston, SC | Keep a Maintenance Log record. ✓ hand-checked |
| Charlotte, NC | Keep an on-site file (as-builts, inspection records, pumping log and receipts, maintenance log, hauler and disposal information) for three years; as-built drawings for the life of the trap. ✓ hand-checked |
| Columbia, SC | Record the volume of FOG removed and the date on the Maintenance Log for Cleaning and keep this log on site for 2 years. ✓ hand-checked |
| Columbus, OH | Keep a Grease Interceptor Cleaning Log; Columbus City Code 1145.20(B) requires every food service operation to have a FOG Best Management Plan that includes this log. ✓ hand-checked |
| Dallas, TX | Keep a copy of each manifest on the premises for three years. ✓ hand-checked |
| Denton, TX | Sign the manifest (trip ticket) for each pump-out and keep it on site for at least three years. ✓ hand-checked |
| El Paso, TX | A manifest must be generated for each pump-out; keep all original manifests on site for three (3) years for PSB inspection. ✓ hand-checked |
| Houston, TX | Keep the white and yellow manifest copies on site for 5 years; return the generator copy within 15 days of pump-out. ✓ hand-checked |
| Jacksonville, FL | Whoever cleans a small trap must submit a cleaning record through FOG BMP, with photos of the empty, clean trap. Florida law also requires keeping the signed hauler service manifest on site for 1 year (F.S. 403.0741). ✓ hand-checked |
| Kansas City, MO | Keep cleaning and maintenance records for at least three years (Sec. 60-117), including date, who cleaned, quantity removed and interceptor condition. ✓ hand-checked |
| Madison, WI | Facilities with grease traps/interceptors must submit proof of maintenance every year. ✓ hand-checked |
| Miami, FL | Operator-class GDO permit holders must submit a Liquid Waste Transporter Electronic Manifest by the 20th of the month the device is cleaned. Self-cleaning facilities must keep logs on site for at least three years. ✓ hand-checked |
| Newark, NJ | Keep a maintenance log with the time, date and signature of the person cleaning or inspecting, and submit a signed FOG Annual Certification Report to PVSC every year. ✓ hand-checked |
| Norfolk, VA | Keep all grease control device and yellow grease container cleaning and disposal logs on site for at least 3 years. ✓ hand-checked |
| Norman, OK | The Letter of Participation (including who cleans your trap and how often) must be submitted annually by January 1st. ✓ hand-checked |
| Oak Lawn, IL | Keep the hauler manifest on premises, and keep licensed-hauler payment receipts on site for inspections (8-2B-8 C, 8-2B-9). ✓ hand-checked |
| Oakland, CA | Inspectors ask to see pumping records, including the dates the interceptor was pumped and by which hauler; keep them available for review. ✓ hand-checked |
| Olathe, KS | Keep a written log of pumping records, including receipts for repairs or maintenance, available on request. ✓ hand-checked |
| Orland Park, IL | A manifest is required for off-site transport; the generator keeps a copy and sends one to Public Works by certified mail within 48 hours. ✓ hand-checked |
| San Jose, CA | Grease control device maintenance records must be kept for inspectors; records uploaded to the City's free SwiftComply portal (FogRegister.com/SanJose) satisfy Municipal Code § 15.14.650. ✓ hand-checked |
| Tampa, FL | Keep a copy of each signed grease service manifest on site for 1 year (Florida Statute 403.0741). ✓ hand-checked |
| Tulsa, OK | Keep all City of Tulsa manifests from your grease hauler on file at the facility for three years, and keep a log of inspections and maintenance. ✓ hand-checked |
| Virginia Beach, VA | Maintain records of your grease control device maintenance. ✓ hand-checked |
| Winston-Salem, NC | Keep a written maintenance record on site for three (3) years (date and time, grease contractor, disposal facility), and mail a copy to the City within fifteen (15) days after the end of the month the service happened. ✓ hand-checked |
| Abilene, TX | Persons who generate, collect, and transport grease waste shall maintain a record of each individual collection and deposit. quoted from source |
| Albuquerque, NM | All maintenance and pumping activity records, including grease disposal manifests, on the GRS must be kept onsite for a period of three (3) years. quoted from source |
| Aurora, IL | Manifests must be on site and available for Fox Metro to review during the FSE or NFD grease inspection. quoted from source |
| Bloomington, IL | This written approval must be kept with the written records detailing the cleaning of the grease trap. quoted from source |
| Boise, ID | Interceptor maintenance and cleaning records shall be maintained by the user and made available to pretreatment inspectors for review upon request. quoted from source |
| Boston, MA | The establishment owner is required to keep maintenance records regarding the periodic cleaning of the establishment's grease traps on the Grease Control Log (link below). quoted from source |
| Chandler, AZ | All FOG treatment device records and documentation pertaining to the pumping, cleaning, maintenance, and repairs should be retained onsite for 3 years. quoted from source |
| Colorado Springs, CO | Keep a maintenance log on site of trap cleanings and inspections. quoted from source |
| Elgin, IL | Manifests must be on site and available for FRWRD to review during the FSE or NFD grease inspection. quoted from source |
| Flagstaff, AZ | Page 9 Fats, Oils and Grease (FOG) Discharge Control Manual Adopted: 4/20/2021 5.13 Written documentation via a standardized manifest or invoice shall be kept at the FSE premises and/or be readily available for a period of at least two (2) years for inspection by the City. quoted from source |
| Fox Lake, IL | Records to be kept on site shall include a maintenance log showing each date of pumping or service and copies of receipts and manifests describing each pumping or service. quoted from source |
| Fresno, CA | FSEs shall keep all records, including manifests, receipts and invoices of all cleaning and maintenance of grease interceptors. quoted from source |
| Glen Ellyn, IL | The following records shall be kept on-site at the FOG producing facility for a minimum two-year period: . quoted from source |
| Henderson, NV | The industrial user must document each pump-out with a waste manifest or trip ticket and keep on site for at least three years. f. quoted from source |
| Knoxville, TN | Pumping manifests and cleaning logs spanning the previous 24 months must be kept on site. quoted from source |
| Las Vegas, NV | 1011.2 Maintenance records for each installed interceptor shall be maintained on the premises at all times and presented to a duly authorized agent of the sanitation authority upon request. quoted from source |
| Libertyville, IL | The owner shall maintain written records of interceptor or trap maintenance and emptying interceptors and traps for the prior three years, or less, if the device is less than three years old. quoted from source |
| Little Rock, AR | Such records shall 16 be maintained using a waste hauler manifest form issued by LRWRA. quoted from source |
| Louisville, KY | The FSE shall maintain grease control equipment maintenance records onsite for three (3) years. v. quoted from source |
| Memphis, TN | The FEWD shall maintain records of grease Pretreatment device cleaning, maintenance, and grease removal on site. quoted from source |
| Nashville, TN | Keep records of grease interceptor and grease trap cleaning onsite at your facility. quoted from source |
| New Orleans, LA | (g) All property owners and/or FSE’s shall maintain cleaning and pumping receipt records that include: date and time grease interceptor was cleaned, quantity of grease and materials removed, company or qualified agent providing services. quoted from source |
| Normal, IL | This written approval must be kept with the written records detailing the cleaning of the grease trap. quoted from source |
| Omaha, NE | User will maintain pumping records on file for three years. quoted from source |
| Oswego, IL | Manifests must be on site and available for Fox Metro to review during the FSE or NFD grease inspection. quoted from source |
| Richmond, VA | (4) Keep a maintenance log to document grease trap/interceptor maintenance and cleaning. quoted from source |
| Round Lake, IL | After a variance is granted, the owner or business certificate holder or tenant shall maintain records relative to the maintenance of the grease interceptors. quoted from source |
| San Antonio, TX | Keep a maintenance log on grease interceptor/trap maintenance SAWS Grease Reduction Program Overview Page 17 Ordinance Focus Areas quoted from source |
| San Francisco, CA | The maintenance records signed by the certified grease hauler shall be retained on-site by the Food Service Establishment for three years. g. quoted from source |
| Seattle, WA | Use a Maintenance Log to track how you maintain your grease interceptor. quoted from source |
| Springfield, IL | A Grease Trap Cleaning Log shall be maintained that summarizes all cleaning and maintenance activities. quoted from source |
| Tinley Park, IL | The establishment must maintain a manifest of the cleaning and emptying of the grease trap. quoted from source |
| Washington, DC | Additionally, DC Water maintains the Third Party Portal, an online record system and smartphone application for FSEs to document their grease abatement inspections and cleanings. quoted from source |
| Wheaton, IL | Every entity having a grease removal system shall maintain a log record indicating each cleaning and maintenance activity. quoted from source |
| Wichita, KS | The maintenance log must be kept in the establishment and made immediately available to any FOG inspector upon request. quoted from source |
FAQ
What should a grease trap maintenance log include?
At minimum: the date, who did the work, what was done (full pump-out, skim or inspection), how much was removed and where it went, and a manager's initials. Official city forms add grease and solids depth readings, the manifest number and comments.
How long do I keep grease trap records?
Depends on the city: 1 year statewide in Florida, 2 years in Glen Ellyn, 24 months in Knoxville, 3 years in Austin, Dallas, Norfolk and many others, and 5 years in Houston. 60 programs we track have a record-keeping rule.
Is a paper log OK?
Usually yes, as long as it is complete and on site, unless your city requires its own form or an online portal (for example JEA uses FOG BMP for small-trap cleaning records).
More guides
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Sources
- Fairfax County, VA, Grease Interceptor Maintenance Log
- City of Middletown, CT, Grease Trap Monitoring and Cleaning Log Sheet
- DC Water, FOG Interceptor/Trap Log (with BMPs)
- Florida Statutes § 403.0741 (grease waste removal and disposal)
- JEA, FOG Program Small Trap Maintenance Requirements
- City rules quoted on this page come from each linked city page, which lists its official sources and the date checked.