Give the fire marshal a report that is easy to review.

A factual, complete record the reviewer can scan: who serviced it, what was cleaned, what could not be reached, and what is still open.
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Northline Exhaust Services (415) 555-0142

Certificate of Service

Job numberNES-01042

Facility serviced

Lighthouse Restaurant Group

14 Pier 31, San Francisco, CA

Service dateMay 3, 2026

Next service dueAug 3, 2026

Areas serviced

Hood Bare metal
Plenum Bare metal
Filters Bare metal
Ductwork Bare metal
Fan Bare metal
Fan Housing Bare metal
Roof Grease Containment Partial
Dampers Not accessed

Areas not cleaned to bare metal. Roof grease containment partially serviced. Dampers not accessed.

 Technician

 Customer representative

This certificate records the service performed on the date shown. It is not a compliance determination.

Which workflow fits?

A fire marshal handoff should identify the serviced system, work date, scope, before-and-after evidence, inaccessible areas, deficiencies, technician information, and customer acknowledgement required by the job or local process.

Scope on one page. Open items on the next.

A reviewer wants to know what was in scope, what state each component was left in, and what remains open. Those are two blocks of the PDF, and they are never mixed.

Post-Cleaning Report May 3, 2026
Areas ServicedItem · Status
  • HoodBare metal
  • PlenumBare metal
  • FiltersBare metal
  • DuctworkBare metal
  • FanBare metal
  • Fan HousingBare metal
  • Roof Grease ContainmentPartial
  • DampersNot accessed
Areas Serviced · 7 / 10 14 Pier 31, San Francisco, CA
Illustrative sample
Areas Serviced: every component with a status, including the one that was not accessed.
Post-Cleaning Report May 3, 2026
Compliance Report1 finding

Rooftop grease containment is saturated and no longer holding runoff at the exhaust fan base.

High NFPA 96 §7.8.2.1
Location
Roof, exhaust fan base
Action
Replace or empty the containment system before the next cooking day.
Compliance Report · 8 / 10 14 Pier 31, San Francisco, CA
Illustrative sample
The Compliance Report: the condition, its location, the NFPA 96 section, and the recommended action.

Make review paths obvious

Put identity and scope first, evidence next, and unresolved items in their own section. Do not force a reviewer to infer an exception from a missing image.

  • List each hood system and the components in scope
  • Label photos by component and before-or-after state
  • State inaccessible or excluded areas directly
  • Keep credentials and service tags aligned with local requirements

Use bounded compliance language

The report documents contractor work. It should not state that software certifies compliance or guarantees AHJ acceptance.

  • Reference only the standard edition actually used
  • Distinguish cleaning from inspection or suppression work
  • Tell the customer when local verification is still needed
  • Retain the exact PDF that was issued

Use this workflow when a customer needs a reliable inspection record and the contractor needs a defensible account of scope and exceptions.

Stuck, or deciding? Pick one.