Keep it running like clockwork
Running a commercial kitchen isn’t just about great food and fast service. Behind the scenes, a clean, well-maintained environment is what makes it all possible. Whether you’re managing a single bistro, hotel or a large-scale canteen, staying ahead of maintenance can be the difference between smooth service and a costly shutdown.
In the UK, more than 60% of commercial kitchen fires start in cooking appliances and spread rapidly due to poor extraction or grease build-up, according to government data. But it’s not just fire risk; poor hygiene, pest issues, and non-compliance penalties can all result from neglected maintenance.
The good news? You don’t need a massive budget or extra headcount to stay on top of it. With a clear structure and a few smart choices, you can build a routine that’s effective, compliant and, most importantly, hassle-free.
1. Start with the basics
Think of your kitchen like a living organism, it needs daily care and regular check-ups.
Daily tasks
These are your front-line defence against grime and bacteria:
- Wipe down all food prep surfaces
- Clean hotplates, hobs, and fryers
- Sweep and mop floors
- Empty waste bins and sanitise high-touch areas
- Wash extractor hoods and splash backs
* Pro tip: Keep a daily checklist on the wall and rotate responsibilities among shifts to encourage ownership.
Weekly tasks
Weekly cleans catch what daily wipes miss:
- Deep-clean ovens
- Sanitise fridges and walk-in coolers
- Wipe down ceilings and light fixtures
- Inspect extraction filters for signs of blockage or grease build-up
If you’re using mesh or baffle filters, check they’re not clogged. A clogged filter can reduce airflow by up to 60%, increasing heat, smoke, and fire risk.
Monthly tasks
Here’s where deeper work begins:
- Check filter integrity or replace if needed
- Inspect ducts and fans for airflow and odour issues
- Test emergency lights and ventilation alarms
- Calibrate cooking and fridge thermometers
2. Plan quarterly deep cleans
Quarterly cleaning is about going beyond the surface, especially in hard-to-reach, high-risk areas.
Why it matters: In line with TR19® Grease guidelines (the UK’s leading kitchen duct cleaning standard), many insurance providers and EHOs now expect documented evidence of professional deep cleans. This includes grease extract ductwork, canopies, fans, and filters. Your quarterly checklist should include:
- Grease trap emptying and sanitising
- Extraction fan and motor cleaning
- Visual duct inspection or access panel checks
- Pest control sweep (especially in warm zones behind appliances)
According to BESA, build-up inside extract systems can reach hazardous levels within 3 months, especially in busy kitchens operating 7 days a week. That’s why a quarterly cycle isn’t just best practice, it’s often a compliance requirement.
3. Assign responsibilities (and know when to outsource)
Even the most diligent kitchen staff can’t (and shouldn’t) be responsible for everything. Expecting chefs or porters to deep-clean ductwork or safely remove commercial grease is unrealistic and risky.
| Task | In-house | Outsource |
| Daily cleans | Y | N |
| Weekly sanitising | Y | N |
| Grease trap cleaning and servicing | N | Y |
| Duct & canopy cleaning | N | Y |
| Filter exchange | N | Y |
| Maintenance documentation | N | Y |
| Kitchen deep cleaning | N | Y |
Why outsourcing helps:
- Consistency: Trained professionals follow proper methods every time.
- Efficiency: No disruption to kitchen operations during swaps or cleans.
- Compliance: You get the documentation, reports, and proof required for inspectors, insurance, and audits.
Outsourcing isn’t about spending more — it’s about reducing downtime, fire risk, and inspection anxiety. And with many services offering flexible plans (monthly, bi-monthly, quarterly), you can match support to your budget and volume.
4. Use technology to stay on track
Gone are the days of clipboards and messy maintenance logs. Smart kitchens now use digital tools to track, schedule, and store records. What tech can do for you:
- Automated reminders for service due dates
- Centralised storage for RAMS, cleaning logs, and inspection certs
- Photo records of filter condition and duct inspections
- Custom dashboards to see which locations are due for service
Some providers also offer client portals for multi-site operators, allowing managers to track maintenance across dozens of kitchens at once.
This digital paper trail matters. According to the Food Standards Agency, failure to provide maintenance documentation can lead to hygiene rating reductions or even enforcement action.
5. Build a maintenance calendar...and then stick to it
The best maintenance plans aren’t reactive, they’re routine. Create a calendar that includes:
- Daily and weekly cleaning assignments
- Monthly internal inspections
- Quarterly outsourced services
- Annual equipment reviews or replacements
*Top tip: Schedule deep cleans and servicing during quieter trading times (early weekdays or seasonal lulls) to minimise disruption.
Here’s a sample maintenance cycle for a typical UK restaurant kitchen:
| Frequency | Task |
| Daily | Surface wipe-downs, mopping, bin disposal, canopy clean |
| Weekly | Oven deep-clean, fridge sanitising, filter check |
| Monthly | Grease trap emptying, airflow checks, pest sweep |
| Quarterly | Filter exchange, duct inspection, fan cleaning, compliance logging |
| Annually | Full extraction system review, fire suppression test |
Set it and (mostly) forget it
A hassle-free kitchen maintenance routine doesn’t mean forgetting altogether, but it should mean less stress, fewer surprises, and more uptime.
With a clear schedule, smart delegation, and the right support in place, your kitchen stays clean, compliant, and fire-safe, without scrambling every time an inspector walks through the door. Want to create a custom maintenance plan?
Whether you’re managing one kitchen or twenty, a maintenance routine tailored to your setup makes all the difference. Explore checklists, sample service plans, or
book a consultation with us to get started.