Keeping useful maintenance records

Make one system file

• Keep the manufacturer manual, model, installation information and site plan if available.
• Keep authorisation, registration, consent or permit documents and any conditions.
• Store service reports, emptying dates, invoices and the faults or repairs reported.
• Note the company’s public contact details and the registration used for waste collection.

Use a competent service company

England’s ground-discharge guidance says anyone carrying out maintenance must be competent. Ask the firm to explain its experience with your specific system rather than relying on a broad advertising claim.

• Ask what routine tasks the manufacturer specifies.
• Ask which tasks are for a trained service engineer. This guide gives no electrical, tank-entry or lid-removal instructions.

Separate routine care from a fault

• If a service report identifies a defect, ask for a clear explanation of the finding and proposed remedy.
• Request a separate repair scope and price where work is outside the planned service.
• Record changes to equipment or discharge arrangements and check the nation-specific permission implications.

Before a change of occupier

• Make the records easy to hand over.
• Ask who is responsible if a system serves more than one property.
• Give a buyer or new occupier the provider and regulator links needed to check unclear points.