Stop losing money on
Exhaust Hood Cleaner projects.
One grease fire in an uncleaned duct can lead to a total insurance denial if your documentation is missing. Failing to define your scope means you will spend hours degreasing kitchen walls for free while your equipment takes a beating.
Pro Tip
Include a specific NFPA 96 compliance clause that limits your liability to only the areas that were physically accessible at the time of service.
Roof Membrane Degradation
If grease isn't properly contained during the fan cleaning process, it can dissolve expensive roof membranes, leading to five figure damage claims from the property owner.
Hidden Duct Access Points
Clients often hide access panels behind ceiling tiles or equipment, and failing to document these 'unserviceable' areas can lead to fire marshal failures.
Fan Motor Failure
Old exhaust fan motors can fail when restarted after a cleaning; without a pre-existing condition clause, you may be forced to pay for a replacement motor.
Built from real freelance projects
This template is based on real-world scenarios across freelance projects where unclear scope, missing payment terms, and revision creep led to lost revenue. It is designed to protect your time, define expectations, and ensure you get paid.
What is a Exhaust Hood Cleaner Contract?
An Exhaust Hood Cleaner Contract is a legally binding agreement that defines the scope of degreasing services for commercial kitchen ventilation systems. It outlines the specific areas to be cleaned to NFPA 96 standards, sets payment terms, and protects the cleaner from liability regarding roof damage, fan mechanical failures, and fire risks.
Quick Summary
An exhaust hood cleaner contract is a vital professional document that outlines the scope of degreasing services for commercial kitchen ventilation systems. It ensures compliance with NFPA 96 standards while protecting the service provider from liabilities related to fire hazards and roof damage. A well structured agreement defines specific deliverables such as duct scraping, fan cleaning, and filter degreasing. It also addresses critical operational requirements like water access and facility entry. By establishing clear terms for pricing and scope, the contract prevents unpaid labor and sets expectations for post-service documentation required by insurance companies and health inspectors.
Why Exhaust Hood Cleaners need a clear contract
Exhaust hood cleaning is not just about aesthetics; it is a high stakes safety service governed by strict NFPA 96 standards. Without a detailed contract, you are liable for everything from kitchen fires to roof leaks caused by grease runoff. Commercial kitchens are chaotic environments where grease accumulates in hidden horizontal ducts and fan housings. If your agreement does not specify exactly where your responsibility ends, you might find yourself blamed for a fire that started in a section of ducting the client refused to have cleaned. A solid contract defines the specific components you will service, the cleaning method used, and the documentation provided for the fire marshal. It protects your business from the costs of specialized chemical disposal and the physical risks associated with roof work. By setting clear boundaries regarding access to the facility and the condition of the equipment, you ensure that you get paid for your expertise rather than getting stuck performing free repairs on broken exhaust fans.
Do you need an invoice or a contract?
Invoices help you get paid, but they do not define scope, revisions, or ownership. For most projects, professionals use both a contract and an invoice to protect their work and cash flow. MicroFreelanceHub bundles both into a single link.
Real-world scenario
Imagine you sign a verbal agreement to clean a high volume steakhouse for a flat rate of five hundred dollars. When your crew arrives at 2 AM, they discover the exhaust fan does not have a hinge kit installed, making it nearly impossible to tip the fan and clean the underside of the blades without risking damage to the unit. You spend an extra ninety minutes rigging a safe way to clean the fan. During the process, you realize the horizontal duct run is over thirty feet long and packed with six inches of solidified grease because it hasn't been touched in years. You finish the job at 7 AM, having used double the expected amount of caustic chemicals and labor hours. When you send the bill for seven hundred dollars to cover the extra work, the owner refuses to pay anything above the original five hundred. Even worse, three days later, the owner calls to complain about a leak in the roof, claiming your pressure washer damaged the membrane. Without a contract that specifies the condition of the equipment before you started and a clause requiring a hinge kit for safe operation, you are stuck eating the extra labor costs and fighting a potential insurance claim for roof damage you didn't cause.
🛡️ What this contract covers:
- ✓Before and after photo documentation of the hood interior, ductwork, and fan.
- ✓Scraping of all vertical and horizontal ductwork to bare metal per NFPA standards.
- ✓Complete degreasing of the exhaust fan blades and the fan housing unit.
- ✓Cleaning and degreasing of all removable baffle filters.
- ✓Application of a dated and signed NFPA 96 service sticker on the hood.
- ✓A detailed deficiency report noting any broken hinges, frayed belts, or missing access panels.
Pricing & Payment Strategy
Use flat rate pricing based on the number of hoods and the length of the duct runs. Include a heavy grease surcharge clause for systems that have not been cleaned to NFPA standards in over six months. Require a deposit for first time clients to cover the cost of chemicals and setup. Always include a late fee for payments exceeding fifteen days because kitchen owners often delay service payments.
Best practices for Exhaust Hood Cleaners
Mandatory Pre-Service Walkthrough
Always photograph existing damage to the roof, hood, and fans before touching any equipment to avoid being blamed for pre-existing issues.
Require Functional Hinge Kits
State in your contract that fans must have hinge kits installed for service; this protects your technicians from injury and the fan from wire damage.
Define Water and Power Access
Explicitly state that the client must provide access to a working hot water spigot and electrical outlets to avoid delays and extra equipment rental costs.
Statement of Work
REF: 2026-0011. Scope of Services
The Contractor shall provide the following deliverables:
- Before and after photo documentation of the hood interior, ductwork, and fan.
- Scraping of all vertical and horizontal ductwork to bare metal per NFPA standards.
- Complete degreasing of the exhaust fan blades and the fan housing unit.
- Cleaning and degreasing of all removable baffle filters.
- Application of a dated and signed NFPA 96 service sticker on the hood.
- A detailed deficiency report noting any broken hinges, frayed belts, or missing access panels.
- Post-service cleanup of the kitchen floor and backsplash area within the service footprint.
Exclusions (Out of Scope)
- × Cleaning the stovetops, deep fryers, or other cooking appliances located under the hood.
- × Degreasing the kitchen walls, ceiling tiles, or floors outside of the immediate drip zone.
- × Mechanical repairs to the exhaust system such as replacing fan belts or installing hinge kits.
Legal Disclaimer: MicroFreelanceHub is a software workflow tool, not a law firm. The templates and information provided on this website are for general informational purposes only and do not constitute legal advice.
Frequently Asked Questions
What happens if I cannot access a specific part of the duct?
The contract should require you to document the obstruction and notify the client in writing that the specific area is unserviceable and constitutes a fire hazard.
Should I include filter replacement in my standard contract?
No, cleaning filters is standard, but replacement should be a separate line item or an add-on service to avoid eating the cost of expensive stainless steel baffles.
How do I handle clients who cancel at the last minute?
Include a cancellation fee in your contract that covers the lost labor hours and the cost of travel if the crew is already in transit to the kitchen.