Hood Cleaning Maintenance Schedule: Build a Year-Round Plan

A maintenance schedule is what separates restaurants that pass every inspection from restaurants that scramble when the FDNY shows up. The work itself is not complicated — it is a combination of daily habits, weekly tasks, and scheduled professional services. The challenge is consistency.

This guide provides a complete framework for building a year-round maintenance schedule for your commercial kitchen exhaust system.

Step 1: Determine Your Professional Cleaning Frequency

Before building a schedule, you need to know how often your system requires professional cleaning. NFPA 96 specifies this based on your cooking type:

Your Operation	Cleaning Frequency
24-hour cooking, charbroiling, wok cooking, wood-fired	Monthly
Full-service restaurant (grills, fryers, sautee)	Quarterly
Pizza shop (gas oven), deli, bakery, cafeteria	Semi-annually
Church kitchen, seasonal operation, event space	Annually

If you are unsure which category your kitchen falls into, read our detailed hood cleaning frequency guide or ask your cleaning provider to assess your operation.

Most full-service NYC restaurants fall into the quarterly category. That means four professional cleanings per year, spaced roughly three months apart.

Step 2: Map Out the Year

Once you know your professional cleaning frequency, build a 12-month calendar. Here is an example for a quarterly cleaning schedule:

January

• Professional hood, duct, and fan cleaning (Q1)
• Fire suppression system inspection (semi-annual #1)
• Annual system performance review

February – March

• Staff maintains daily and weekly tasks
• Monthly system check

April

• Professional hood, duct, and fan cleaning (Q2)

May – June

• Staff maintains daily and weekly tasks
• Monthly system check

July

• Professional hood, duct, and fan cleaning (Q3)
• Fire suppression system inspection (semi-annual #2)

August – September

• Staff maintains daily and weekly tasks
• Monthly system check

October

• Professional hood, duct, and fan cleaning (Q4)

November – December

• Staff maintains daily and weekly tasks
• Monthly system check
• Plan next year’s schedule

This is a baseline. Adjust the specific months based on your operation’s needs, holidays, and seasonal patterns.

Step 3: Define Daily Tasks

These are your kitchen staff’s responsibilities every operating day:

Opening Shift

• Verify hood filters are properly installed and seated
• Turn on the exhaust system and confirm airflow
• Check that the fire suppression manual pull station is accessible and unobstructed
• Wipe down the hood exterior with a clean damp cloth

During Service

• Monitor for unusual smoke accumulation or reduced airflow
• Keep the cooking line and surrounding surfaces free of excess grease
• Report any unusual odors, sounds, or visible issues with the exhaust system

Closing Shift

• Wipe down the hood exterior and cooking surfaces
• Clean grease from the area around the hood and cooking equipment
• Check the grease trough — empty if more than half full
• Verify no obstructions around the fire suppression pull station

Daily tasks take 10–15 minutes total and make a significant difference in grease accumulation between professional cleanings.

Step 4: Define Weekly Tasks

Once per week, designate a staff member to perform a deeper maintenance routine:

Weekly Maintenance (Pick a Low-Volume Day)

• Remove all grease filters from the hood
• Soak filters in hot water with commercial degreaser for 15–20 minutes
• Scrub filters with a stiff brush to remove stubborn grease
• Rinse filters thoroughly and allow to air dry completely
• Inspect filters for damage — warped, cracked, or bent filters need replacement
• Reinstall filters in the correct orientation (drain slots facing down)
• Wipe down the interior lip of the hood (the accessible edge of the plenum)
• Check the grease trough and empty it
• Visually inspect the area around the hood for grease stains on walls or ceiling

Weekly filter cleaning is one of the most impactful things your staff can do. Clean filters maintain airflow, capture grease effectively, and reduce the workload during professional cleanings — which can reduce your cleaning costs.

Step 5: Define Monthly Tasks

Once per month, a manager or designated staff member should perform a system check:

Monthly System Check

• Inspect the hood interior (behind filters) for visible grease accumulation
• Check the grease trough drain — ensure it is flowing and not clogged
• Listen to the exhaust fan from inside the kitchen — changes in sound can indicate belt wear, bearing issues, or airflow problems
• If roof access is available, visually check the exhaust fan for grease accumulation on the exterior
• Check the fan catch pan — empty if needed
• Verify the fire suppression system inspection tag is current (within six months)
• Review the hood cleaning compliance sticker — confirm next cleaning is scheduled
• Document the inspection with notes and photos

Monthly checks take about 20 minutes and catch issues before they become problems.

Step 6: Professional Cleaning Day

When your scheduled professional cleaning occurs, be prepared:

Before the Crew Arrives

• End cooking operations at least 30 minutes before the crew arrives
• Allow the exhaust system and cooking equipment to cool
• Inform building management about the scheduled after-hours work
• Ensure roof access is arranged if your fan is on the rooftop
• Clear the area around the hood of portable equipment and supplies

During the Cleaning

• The crew will protect your kitchen with plastic sheeting
• They will clean the hood interior, ductwork, and rooftop fan
• They will take before-and-after photos
• A thorough cleaning takes 3–8 hours depending on system size

After the Cleaning

• Verify the kitchen is clean and ready for operation
• Receive and file the compliance certificate
• Receive and review before-and-after photos
• Confirm the compliance sticker is on the hood with the correct date
• Review the technician report for any noted issues or recommendations
• File all documentation in your compliance binder and digital backup

For details on what a professional cleaning involves, see our before-and-after hood cleaning showcase.

Step 7: Fire Suppression System Schedule

Your kitchen fire suppression system (wet chemical) requires separate maintenance:

Every 6 Months

• Professional inspection by a licensed fire suppression technician
• System functionality test
• Inspection tag updated
• Report filed

After Any Discharge

• Full system recharge
• Professional inspection before system is returned to service
• Nozzle alignment verification
• Gas and electrical shutoff test

Annually

• Full system review including agent replacement if approaching expiration
• Nozzle inspection and replacement if needed

This is separate from hood cleaning, though many companies offer both services. Bundling can save money and simplify scheduling.

Record Keeping

Consistent documentation is as important as consistent cleaning. Here is what to keep and where:

Physical File (Binder in the Kitchen or Office)

• Cleaning certificates (last 24 months minimum)
• Fire suppression inspection reports
• Technician reports with notes on system condition
• Any FDNY correspondence or violation records

Digital Backup (Cloud Storage)

• Scanned copies of all physical documents
• Before-and-after photos from each cleaning
• Maintenance log spreadsheet
• Copy of your maintenance contract
• Insurance certificates from your providers

Why Records Matter

• The FDNY can request records during any inspection — having them organized and accessible shows professionalism and compliance
• Your insurance company will want records after any incident — gaps in documentation weaken your position
• Trend tracking: Comparing photos and reports from cleaning to cleaning helps you understand your system’s condition over time
• Budget planning: Consistent records help you predict annual maintenance costs

Assigning Responsibility

A maintenance schedule only works if someone owns it. Designate a single person responsible for:

• Ensuring daily and weekly tasks are completed
• Tracking the cleaning and inspection calendar
• Coordinating with the cleaning company and building management
• Filing all documentation
• Conducting the monthly system check

In a small restaurant, this is typically the owner or general manager. In larger operations, it might be a kitchen manager or facilities coordinator.

Common Mistakes to Avoid

1. Relying on Memory Instead of a Calendar

Put every scheduled cleaning, inspection, and monthly check on a shared calendar with reminders. Do not rely on someone remembering.

2. Skipping Cleanings During Slow Periods

If your NFPA 96 frequency is quarterly, you clean quarterly — regardless of whether business was slow. The standard is based on cooking type, not revenue.

3. Not Training New Staff

Every new kitchen employee should be trained on daily and weekly maintenance tasks during their first week. Turnover is high in restaurants — do not assume new hires know what to do.

4. Ignoring Technician Recommendations

If your cleaning company notes damaged filters, missing access panels, or fan issues in their report, address those items promptly. Deferred maintenance compounds.

5. Not Budgeting for Maintenance

Hood cleaning and fire suppression inspection are predictable annual costs. Include them in your operating budget so they are never a surprise that gets deferred.

Sample Annual Budget (Quarterly Cleaning)

Item	Frequency	Estimated Annual Cost
Professional hood cleaning	4x/year	$2,000 – $3,200
Fire suppression inspection	2x/year	$300 – $600
Filter replacements	As needed	$100 – $300
Minor repairs (catch pans, access panels)	As needed	$200 – $500
Total		$2,600 – $4,600

For a full-service NYC restaurant, $2,600–$4,600 per year covers your entire exhaust system maintenance. That is roughly $7–$13 per day — a fraction of what a single FDNY violation, insurance claim denial, or kitchen fire would cost.

Bottom Line

A maintenance schedule turns fire safety compliance from a stressful event into a routine process. Build the calendar, assign responsibility, execute consistently, and keep records. Your kitchen stays safe, your inspections go smoothly, and your insurance stays valid.

Ready to set up a maintenance plan? Contact Empire Hoods for a free assessment and a customized cleaning schedule for your kitchen.