The Insurance Clause Most Restaurant Owners Miss
Buried somewhere in your commercial insurance policy, there’s almost certainly a clause about kitchen extraction maintenance. Most restaurant owners have never read it carefully. Those who have often don’t fully understand its implications.
Here’s the reality: if a fire occurs in your commercial kitchen and your extraction system wasn’t properly cleaned and maintained, your insurance claim could be rejected. Not reduced – rejected entirely. We’ve seen businesses face this situation, and it’s devastating.
What Insurers Actually Require
Most commercial kitchen insurance policies contain conditions relating to cleaning regimes of kitchen extraction systems. The specific requirements vary between providers, but typically include regular professional cleaning of the complete extraction system to recognised standards (usually TR19), documented evidence of all cleaning with dates and areas covered, and evidence that any issues identified during cleaning have been addressed.
Many insurers now explicitly require TR19 compliant cleaning at appropriate intervals based on kitchen usage. Some require quarterly cleaning for high-use kitchens, others accept six-monthly for moderate use. The key point is that you need to check your specific policy requirements and ensure you’re meeting them.
What Happens When You Don’t Comply
When a fire occurs, insurers conduct detailed investigations. They’ll want to see your cleaning records, certificates, and post-clean reports. They’ll examine the extraction system to assess whether inadequate cleaning contributed to the fire’s spread.
If your cleaning is overdue, undocumented, or wasn’t carried out to TR19 standards, you’ve given the insurer grounds to dispute your claim. The policy conditions were clear, and you didn’t meet them. Even if the fire didn’t start in the extraction system, the spread of fire through grease-laden ductwork could be attributed to inadequate maintenance.
The financial consequences can be catastrophic. A kitchen fire can cause damage running into hundreds of thousands of pounds. Business interruption while repairs are completed adds further losses. Facing this without insurance cover is the nightmare scenario.
Creating an Insurance-Ready Maintenance Record
To maintain valid insurance cover, you need a robust documentation system. For each clean, you should retain the TR19 certificate and post-clean verification report, photographic evidence showing before and after conditions, any recommendations made by the cleaning contractor, and records of actions taken in response to recommendations.
Keep these records organised and accessible. In the event of a claim, you’ll need to produce them quickly. Some businesses store copies off-site or digitally to ensure they’re available even if the original premises are damaged.
The Scheduled Contract Advantage
A scheduled cleaning contract with a reputable provider offers significant advantages from an insurance perspective. Regular, pre-scheduled cleans ensure you never accidentally miss a cleaning interval. Professional contractors provide proper documentation automatically. The relationship creates a clear record of ongoing maintenance.
Some insurers offer reduced premiums for businesses with documented maintenance contracts in place. Even where no discount applies, the peace of mind of knowing your cover is valid is valuable.
Taking Action Now
If you’re unsure about your current insurance requirements or maintenance status, take these steps. First, review your insurance policy and identify the specific extraction maintenance requirements. Second, check your existing cleaning records against these requirements. Third, if you’re not currently compliant, arrange a TR19 clean immediately. Fourth, set up a scheduled contract to maintain ongoing compliance.
Fan Rescue provides TR19 compliant extraction cleaning with full documentation that meets insurance requirements. We can set up scheduled cleaning contracts tailored to your kitchen’s usage patterns, ensuring you maintain continuous compliance. Contact us to review your current situation and ensure your insurance cover remains valid.
