Learning Hub · Licensing & Compliance

Cleaning Schedule & Log

Area-by-area cleaning records with disinfectant tracking, contact times and COSHH compliance.

Why cleaning logs matter

DEFRA Condition 7 requires that all areas used by animals are kept clean, and that cleaning activities are documented. Inspectors check three things: (1) that you clean daily, (2) that you use approved disinfectants at correct dilution rates, and (3) that you track contact times. A cleaning log proves all three. Without one, you're relying on an inspector's visual impression — and that's a gamble.

How the cleaning log works

Each cleaning event is logged against a specific area, task and time. The system provides structured fields that match exactly what DEFRA inspectors look for:

Area

Select from: Kennels, Exercise Yard, Reception, Food Prep Area, Grooming Area, Isolation Room, Storage, Toilets, Staff Room, Outdoor Areas. Each area has its own cleaning frequency requirements.

Task

Choose from: Full Deep Clean, Surface Disinfection, Waste Removal, Bedding Change, Water Bowl Sanitise, Food Bowl Sanitise, Floor Mopping, Window Cleaning, Drain Cleaning, Equipment Clean.

Frequency

Set how often: Daily, Twice Daily, Weekly, Between Occupants, Monthly, As Needed. The "Between Occupants" frequency is critical — DEFRA expects a full clean between every animal using a kennel.

Disinfectant

Record the exact product used (e.g., Anigene HLD4V, Virkon S, Trigene Advance). This must match your COSHH data sheets. Using unlicensed or household disinfectants can fail an inspection.

Dilution Rate

Record the dilution ratio (e.g., 1:100). Over-dilution reduces effectiveness; under-dilution wastes product and may be harmful to animals. Follow the manufacturer's instructions exactly.

Contact Time

How long the disinfectant was left on the surface before rinsing (e.g., 10 minutes). This is the most commonly missed field — and the one inspectors specifically ask about.

Watch: A morning cleaning round being logged

Morning cleaning round — each area cleaned, logged and signed off...

Cleaning Progress

5/5 areas

🏠

Kennels A1–A6

Full Deep Clean · Anigene HLD4V 1:100 · 10 min

James K

✅

🌳

Exercise Yard

Waste Removal + Hose · Virkon S 1:100 · 10 min

Emma R

✅

🍽️

Food Prep Area

Surface Disinfection · Anigene HLD4V 1:50 · 5 min

Sarah M

✅

🔒

Isolation Room

Full Deep Clean · Trigene Advance 1:100 · 15 min

James K

✅

🪑

Reception

Surface Wipe Down · Anigene HLD4V 1:100 · 5 min

Emma R

✅

🧴

Disinfectant contact times verified · COSHH data sheets attached

✓ All areas cleaned — log signed off and timestamped

Sign-off and accountability

Every cleaning entry has two accountability fields that inspectors love to check:

Completed By

The person who physically performed the cleaning. This must be a named staff member, not "staff" or initials. DEFRA wants to know WHO cleaned, so they can question them during inspection.

Signed Off By

Optionally, a supervisor can sign off that the clean meets the required standard. This is especially important for isolation rooms and food prep areas where cleaning standards are higher.

Scheduled vs Completed

Log both the scheduled date/time and the actual completion date/time. If a clean is done 2 hours late, that's still better than no record — and the timestamps show you're being honest.

What happens when cleaning is logged

Click each scenario to see the result and email preview

All areas cleaned on schedule

The daily summary shows green ticks against every area. Inspectors can see at a glance that your facility was fully cleaned — no areas missed.

Disinfectant details recorded

Your COSHH compliance is automatically documented. The dilution rate and contact time prove you're using products correctly — not just spraying and wiping.

Between-occupant clean logged

When a kennel changes tenant, the cleaning log proves it was deep-cleaned before the new animal arrived. This prevents cross-contamination and disease spread — a DEFRA priority.

Inspector requests records

Print a date-range report showing every clean, every product, every contact time. The structured format matches exactly what DEFRA wants to see.

Pro tips for cleaning compliance

Use DEFRA-approved disinfectants only. The approved list is available from your local authority. Household bleach does NOT qualify — even if it "works", inspectors will mark you down.

The isolation room must be cleaned to a higher standard. Use a separate set of cleaning equipment (colour-coded red) and increase the contact time by 50%. Document this separately.

Food prep areas must be cleaned before and after every feed preparation. That means twice-daily logging minimum — once before breakfast prep, once before dinner prep.

Water bowls should be sanitised, not just rinsed. Record "Water Bowl Sanitise" as a separate task from the general kennel clean to show inspectors you treat hydration hygiene seriously.

Between-occupant cleans should include bedding replacement, not just surface disinfection. Log "Bedding Change" alongside "Full Deep Clean" for complete evidence.

Keep your COSHH data sheets in a physical folder near the cleaning supplies AND reference them in the log. Inspectors may cross-check your logged products against your data sheets.

Drain cleaning is often forgotten. Schedule it monthly and log it — drains are a major source of kennel cough and parvovirus contamination.

If you use a pressure washer, log the PSI setting and note that animals were removed from the area first. High-pressure cleaning produces aerosols that can spread disease if animals are present.

Learning Hub • Cleaning Schedule & Log

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