Grease Trap Maintenance Log
Fill it in on screen or print it blank. It records what Phoenix, Scottsdale and Surprise inspectors look for, so the three years of records they ask for are ready.
Phoenix, Scottsdale and Surprise all require written records of every grease interceptor cleaning, repair and maintenance visit, kept at the business for at least three years and shown to the city on request. Log the date, the work, the grease level, the company and the invoice number every time.
Grease interceptor maintenance log
Entries stay in this browser only. Print after each visit and file it with the invoice.
| Date | Work done | Grease + solids before (%) | Gallons removed | Company and technician | Invoice or manifest # | Disposal site | Parts, repairs, notes | Initials |
|---|---|---|---|---|---|---|---|---|
Keep at the facility for at least 3 years with the pumper's invoices (Phoenix City Code 28-15, Scottsdale City Code 49-95, Surprise City Code 58-306). Free log from HQ Plumbing & Air, hqplumbingandair.com.
What the city codes require
| City | What to keep | How long |
|---|---|---|
| Phoenix, City Code 28-15 | Records and documentation of maintenance, including third-party service invoices, available to the Director on request | 3 years, at the facility |
| Scottsdale, City Code 49-95 | Written records of all cleaning, repair, calibration and maintenance needed to show compliance | 3 years, at the facility |
| Surprise, City Code 58-306 | Written records of all cleaning, repair, calibration and maintenance, given to the city on request | 3 years, at the facility |
How to fill in each entry
- Date and work done. Pumped, cleaned, inspected or repaired. A pump-out in Phoenix means the interceptor is left completely empty, with the grease mat, liquid, sludge and wall scrapings removed.
- Grease and solids level. Ask the pumper for the percentage before pumping. At 25 percent or more, Phoenix requires a full cleaning, and a rising number tells you the schedule is too long.
- Company, technician and invoice number. Phoenix requires cleaning by a licensed pumper and counts the invoices as part of your records. Staple each invoice to the page.
- Disposal site. Pumped waste goes to a licensed disposal facility, never back into the interceptor or the sewer.
- Parts and repairs. Baffles, tees, lids, gaskets and flow control devices. Inspectors check for missing parts and rotted concrete.
How often to pump
Phoenix sets the minimum: hydromechanical traps every 30 days (never more than 90, and only with a variance), gravity interceptors at least every 3 months. Tempe, Chandler and Scottsdale run their own programs. See how often to pump a grease trap, Tempe's cleaning schedule, Chandler's record rules and Scottsdale's interceptor records.
Enzymes and bacteria products don't replace pumping; Phoenix prohibits them for dissolving grease. Sizing a new interceptor? Use the grease interceptor sizing calculator, and see our restaurant plumbing guide for the rest of the rules your kitchen answers to.
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