Free deep clean schedule template
This free deep clean schedule template — printable PDF or editable Excel — tracks the monthly, quarterly and annual cleaning that daily routines never reach, with a last-done date, a next-due date and space for contractor certificate references.
Free. No email address, no sign-up — the deep clean schedule downloads straight away.
Deep cleaning is planned work, not a task you fit in at close. Everything on this schedule needs equipment moved, panels off, a ladder, a contractor, or the site closed — which is exactly why it slips for months unless it has its own sheet with dates on it.
The two columns that make this schedule work are last done and next due. A deep clean list without dates tells you nothing; the same list with "ductwork: last done 14 March, next due 14 September" tells you what to book this month. Fill in the next-due date the moment you complete a job.
Split it clearly between what your own team can do and what needs a specialist. Extraction ductwork, grease trap servicing, kitchen suppression systems and pest treatments generally need a contractor with a certificate, and that certificate is what an insurer or auditor will ask to see. There is a reference column for exactly that.
Frequencies here are common practice, not a legal schedule. How often a duct needs cleaning depends on how much you fry and how many hours the canopy runs; a heavy-use site needs it far more often than a low-volume one. Set your own intervals from your risk assessment and your contractor's advice, then hold yourself to them with this sheet.
What's on the sheet
Checklist — pre-printed tasks in sections · Portrait A4 · PDF, Excel and CSV
Header fields
Venue / site · Year · Responsible manager
Columns
- Deep clean task
- Freq — M / Q / A
- Last done — Date
- By whom
- Next due — Date
Extra columns in the Excel version
- Contractor
- Certificate reference
- Cost
These are left off the printable version so the columns stay wide enough to write in by hand.
Monthly — in-house
- ·Walk-in chill and freezer: fully emptied, shelving out, walls, floor and ceiling cleaned, seals checked
- ·Fridge and freezer condenser coils vacuumed and fans wiped
- ·Behind and under the cooking line: equipment pulled out, floor and wall degreased
- ·Extraction canopy: internal baffles and plenum degreased as far as safely reachable
- ·Dry store: emptied shelf by shelf, wiped, stock rotated and dated, pest check
- ·Ice machine: descaled and sanitised per the manufacturer's instructions
- ·Coffee machine: full descale and deep clean of group heads and grinder
- ·Glasswasher and dishwasher: descaled, jets and wash arms stripped and cleared
- ·Bin store: pressure washed and disinfected
- ·High-level surfaces: pipework, shelf tops, light fittings and ledges dusted and wiped
Quarterly — in-house or contractor
- ·Floor: deep scrubbed and re-sealed where applicable, grout cleaned
- ·Floor drains and gullies: lifted, rodded and disinfected
- ·Walls and ceilings in the kitchen: washed down in full
- ·Ovens and combis: fully stripped, seals and door glass cleaned, trays descaled
- ·Fryers: boiled out and fully stripped
- ·Cellar: floor scrubbed, lines and couplers deep cleaned, kegs and racking moved and cleaned
- ·Upholstery and soft furnishings: cleaned
- ·Window and external signage clean
- ·Staff lockers and changing area: emptied and deep cleaned
Contractor — record the certificate
- ·Extraction ductwork deep clean to standard — certificate required
- ·Kitchen fire suppression system service — certificate required
- ·Grease trap emptied and serviced
- ·Pest control visit and report
- ·Waste and grease collection — licensed carrier documentation
- ·Carpet and hard floor specialist clean
- ·Air conditioning service and filter clean
- ·Water system and tank check where applicable
- ·External high-level and gutter clean
Annual review
- ·Deep clean schedule reviewed against actual frequency achieved
- ·Chemical list and safety data sheets reviewed and current
- ·Equipment condition review — what needs replacing rather than cleaning
- ·Contractor contracts and certificates all in date and filed
What you get
- ✓Printable PDF, portrait A4, monthly, quarterly, contractor and annual sections
- ✓Excel (.xlsx) version with contractor, certificate reference and cost columns
- ✓CSV version for import
- ✓Last done, by whom and next due columns on every task
- ✓Hospitality-specific rows: ductwork, grease trap, suppression system, cellar, ice machine
- ✓Annual review block to check the schedule against reality
How to use it
- 1
Set your own frequency for each row based on how heavily you use the equipment, then write it in the freq column.
- 2
Enter the last known completion date for every task so you can see what is already overdue.
- 3
Calculate and write the next-due date for each row before you put the sheet up.
- 4
Book contractor jobs from the next-due dates at the start of each month, not when someone notices.
- 5
On completion, record who did it, the new last-done date, the next due date and any certificate reference.
- 6
Review the whole schedule once a year against what you actually achieved and adjust the frequencies to something honest.
Questions
How often should a commercial kitchen be deep cleaned?
It depends on use. Heavy frying and long canopy hours push extraction cleaning far more frequently than a low-volume site, and quarterly is common for full structural cleans. Set your own intervals from your risk assessment and your contractor's advice rather than copying a generic figure.
What is the difference between a deep clean and a daily clean?
A daily clean is what one person can do on shift with a cloth and a spray. A deep clean needs equipment moved or stripped, a ladder, a specialist chemical or a contractor — which is why it needs a booked date rather than a line on a daily sheet.
Do we need a certificate for extraction duct cleaning?
Get one. A dated certificate from the contractor is the evidence insurers and auditors ask for, and a claim after a kitchen fire is the worst possible moment to discover you only have a tick on a checklist.
Who should be responsible for the deep clean schedule?
One named manager. Deep cleaning slips when it is everyone's job — the sheet has a responsible manager field for that reason, and booking the contractor jobs is the main part of the role.
Or stop printing it altogether
Rotahr does this check on a phone — timestamped, with the person who did it attached, reminders when one is due, and a PDF export when somebody asks for a month of records. Same job, no folder to search through.
Templates that go with it
Daily & weekly cleaning schedule
This free daily and weekly cleaning schedule template — printable PDF or editable Excel — lists cleaning tasks by area with a frequency, a method and an initials box for every day of the week, so it is obvious what was cleaned, when and by whom.
Fire safety checklist
This free fire safety checklist template — printable PDF or editable Excel — splits fire checks into daily, weekly, monthly and annual sections so the routine items get done on shift and the specialist items are never quietly skipped.
Cellar check & line cleaning log
This free cellar check and beer line cleaning log template — printable PDF or editable Excel — records daily cellar temperature and gas checks alongside every line clean, with the date, lines cleaned, chemical used and initials.
Free to print, copy and use in your venue — no attribution required. Written for an international audience: where a threshold is a widely used figure it is printed as one, but food safety and employment rules differ by country and change. Check yours before relying on this sheet.
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