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Hood Cleaning & NFPA‑96 Proofs: The Compliance Checklist

What inspectors look for, how often to inspect/clean, exactly what to save, and how to stay audit‑ready across many stores.

Last Checked: September 4, 2025

What Inspectors Expect (Quick Version)

Inspect at code intervals, clean when needed. The International Fire Code (IFC) requires routine inspections of hoods, grease‑removal devices, ducts, and fans (frequency depends on cooking volume). When grease is found, systems must be cleaned in accordance with ANSI/IKECA C‑10. See: IFC §609.3.3 (Cleaning) and Charleston Fire — Table 609.3.3.1.
Records and tags. After each inspection or cleaning, keep a written record (who did it, when it occurred). Many AHJs require a tag posted in a conspicuous location with the service date. See: IFC §609.3.3.3 & §609.3.3.3.1 (Records & Tags — example text).
Retention. Keep inspection/cleaning records for at least 3 years (common local adoption). See: Arlington County Fire Marshal (3‑year minimum) and Flower Mound Fire Marshal (3‑year records + frequency table).
AHJ‑specific rules. Some cities set stricter schedules and thresholds. Example: New York City requires specific cleaning frequencies and extra cleaning whenever grease exceeds 1/8 in (3.175 mm). See: NYC Admin. Code §609.5.3.3.

Your 5‑Step Routine Across All Locations

Calendar the inspections. Apply the IFC inspection cadence (see below) by store, based on cooking volume and fuel type.
Confirm access. Send day‑before and morning‑of store reminders to cut no‑access.
Collect proofs, same day. Get the service tag details, inspection/cleaning report, and before/after verification from your vendor (photos or written pass/fail notes tied to areas cleaned).
Name files consistently and drop them into the month’s folder and your FM work order (if you use SC/Corrigo/Ecotrak).
Close exceptions. If grease wasn’t fully removed or a re‑clean is needed, log it and track to closure.

Portfolio view: Keep one Monthly‑Compliance‑Packet_[Brand]_[YYYY‑MM].pdf that aggregates each store’s artifacts so audits are fast.

Inspection & Cleaning Cadence (What the Codes Say)

IFC Inspection Frequency (baseline):
Use the inspection schedule from IFC Table 609.3.3.1 (many cities adopt this):
• Solid‑fuel cooking: Inspect monthly.
• High‑volume (24‑hour, charbroil, wok): Inspect every 3 months.
• All other (moderate‑volume): Inspect every 6 months.
• Low‑volume (churches/seasonal/senior centers): Inspect annually.
Source: Charleston Fire — Table 609.3.3.1.
When to clean:
After inspection, clean if grease accumulation is present and clean to the standard in ANSI/IKECA C‑10.
Source: IFC §609.3.3.2 Grease Accumulation → Clean per ANSI/IKECA C‑10 and ANSI/IKECA C‑10 overview.
Example of stricter local rule (NYC):
NYC prescribes fixed cleaning intervals by building configuration and requires additional cleaning when grease exceeds 1/8 in (3.175 mm).
Source: NYC Admin. Code §609.5.3.3.

Manager Prep (Before Each Visit)

Ensure staff are available for access (keys, alarms, rooftop).
Prepare rooftop access and confirm safe ladder/hinge kits are installed where required.
Decide who signs the service tag.
Tell vendor where photos/reports should be sent (FM system WO#, folder path, or email).
Share any special hours or restrictions (24‑hour ops, overnight cleaning windows).

Vendor Scope & Acceptance (What “Done” Means)

Hood & filters serviced.
Plenum interior cleaned.
Duct access panels opened and ducts cleaned.
Exhaust fan cleaned (including blades and housing).
Roof discharge cleaned; check for grease spill/containment.
Service tag posted per IFC §609.3.3.3.1.
Report completed with technician info, date, areas serviced, and pass/fail notes.
Verification: photos (before/after per component) or signed checklist stating cleaned to ANSI/IKECA C‑10.

Exactly What to Save After Each Visit

Service Tag/Sticker details (provider, date, phone).
Inspection or Cleaning Report (technician info, areas serviced, method, results).
Verification (photos or signed C‑10 checklist).
Deficiency notices/re‑clean reports until closed.
Special AHJ proofs (e.g., NYC <1/8 in grease thickness).

Retention: Keep all records ≥ 3 years (or longer if insurer requires). Sources: Arlington County, Flower Mound Fire Marshal. For insurer requirements, see FM Global Data Sheets.

Photo Checklist (If You Collect Images)

Hood & filters (before/after).
Plenum.
Duct access panels.
Exhaust fan interior.
Roof discharge area (check for grease spill/containment).
Service tag (legible date/provider).

Local Variations to Watch

New York City: Prescriptive cleaning intervals + 1/8 in grease threshold.
Arlington County, VA: Must keep 3 years of records.
IFC tags/records: Required after each inspection or cleaning, not just annual cleaning.

Rooftop Considerations (NFPA 96 Advisory)

Many AHJs expect hinged upblast fans for safe cleaning access.
Grease containment at rooftop discharge often required.
Check NFPA 96 (through AHJ guidance or manufacturer manuals) and confirm with your local fire marshal. Example: CaptiveAire Rooftop Discharge guidance.

One‑Store 10‑Minute Self‑Audit

Check hood service tag (date, vendor).
Verify last inspection/cleaning report is in FM system.
Spot‑check hood, plenum, ducts, and fan for residue.
Confirm photo or signed verification exists.
Check calendar for next due date.

Templates You Can Use

Vendor Email (after service):
“Please attach the inspection/cleaning report, service tag details, and photos (or signed checklist) per C‑10. File name format: Brand_City_Store#HoodClean_YYYY‑MM‑DD.pdf. Attach to WO #__ or email to ___. Thank you.”

Exception Log (fields):
Store • Date • Vendor • Area missed • Next action/date • Owner

Glossary

AHJ: Authority Having Jurisdiction (local fire marshal or fire prevention bureau).
IFC: International Fire Code, adopted locally.
NFPA 96: Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations (paywalled, often adopted by AHJs).
ANSI/IKECA C‑10: Cleaning standard referenced by IFC for how to clean when grease is found.
Service Tag: Tag/sticker posted after inspection/cleaning with vendor/date.
Grease‑laden vapors: Vapors produced from cooking, which condense into grease.
UL 300: Fire test standard for wet‑chemical extinguishing systems for cooking.

Common Failure Modes (And How To Avoid Them)

No‑access/incomplete cleaning: Send access confirmations; require photos.
Missing/illegible tags: Require vendor to post per IFC and snap a photo.
Records scattered: Use consistent file naming and include an index in monthly packet.
Wrong frequency: Confirm AHJ rules (don’t rely on generic NFPA 96 chart).

FAQ for Multi‑Unit Operators

Do we need to change hood‑cleaning vendors?
No. Use any vendor who delivers the required inspection/cleaning, records/tags, and proofs per code.

Is there a universal cleaning schedule?
No. IFC sets inspection intervals; AHJs may add prescriptive cleaning schedules. Always follow your AHJ.

How long should we keep records?
At least 3 years (many AHJs); longer if insurer requires.

What’s the fastest way to pass an audit?
Produce one monthly packet with tag details, inspection/cleaning reports, verification (photos/checklist), and an index. Provide access to work orders on request.

This resource summarizes code adoptions and AHJ examples. Always verify your local fire marshal’s current requirements before scheduling or filing.

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