Sample Water Tank Cleaning and Analysis Record

Who Is Responsible for the Water Tank?

The building's water tank is part of the shared installation, and its maintenance, cleaning and water quality are the management's responsibility. Under Article 35 of the Condominium Law, taking the measures necessary for the protection, maintenance and repair of the building is among the manager's duties.

If a health problem originating from the tank arises, the absence of cleaning and analysis records aggravates the management's liability. Every operation should therefore be recorded with a date.

Cleaning Frequency

Water tanks must be cleaned at regular intervals. In practice cleaning at least once a year, and preferably every six months, is the accepted standard. Because local health directorate and municipal practice can vary, confirmation from the relevant body is advisable.

Having an analysis carried out after cleaning to show the water is fit for use matters for both health and liability. The analysis should be done by an accredited laboratory and the report retained.

What to Check on the Tank

• The tank lid should be locked and watertight
• Ventilation openings should be covered with insect mesh
• The internal surface should be lined with food-grade material
• Overflow and drainage lines should not connect directly to the sewer
• No chemicals should be stored near the tank
• Disused old tanks should be taken out of service

Copyable Cleaning and Analysis Record

……………………… APARTMENT / COMPLEX

WATER TANK CLEANING AND ANALYSIS RECORD

Date: …/…/20…    Record No: ……

1. TANK DETAILS
Location: ……………… (basement / roof / block ……)
Capacity: ………… litres   Material: ……………… (stainless steel / polyethylene / concrete)
Previous cleaning date: …/…/20…

2. CARRIED OUT BY
Company / Person: ………………………
Certificate / Licence No: ………………
Contact: ………………

3. WORK CARRIED OUT
Tank emptied: Yes / No
Sediment and sludge removed: Yes / No
Internal surfaces brushed and washed: Yes / No
Disinfection applied: Yes / No — Product used: ………………
Rinsed and drained: Yes / No
Tank refilled: Yes / No

4. FINDINGS
Lid condition: OK / Not OK — Notes: ………………
Ventilation mesh: OK / Not OK
Internal lining: OK / Not OK
Leaks or cracks: None / Present — Notes: ………………
Actions required: ……………………… — Deadline: …/…/20…

5. WATER ANALYSIS
Sampling date: …/…/20…
Laboratory: ………………………
Report no: ………………
Result: Satisfactory / Unsatisfactory — Notes: ………………

6. NEXT CLEANING DUE: …/…/20…

Manager ……………… Signature    Carried out by ……………… Signature

ANNEX: Copy of the analysis report

Copyable Cleaning Request Letter

……………………… APARTMENT / COMPLEX

TO THE MANAGEMENT

Subject: Request for cleaning of the building water tank and a water analysis.

I reside in independent unit no. …… of ……………………… Apartment/Complex.

Recently the water from the taps has shown ……………………… (sediment / cloudiness / odour / discolouration). In addition, no record has been communicated to us of when the building water tank was last cleaned.

Maintaining and cleaning the water tank concerns the shared installation and is the management's responsibility. Any health problem originating from the tank would affect all residents.

I therefore request:

1. That the water tank be cleaned by an accredited company as soon as possible,

2. That a water analysis be carried out by an accredited laboratory after cleaning,

3. That the analysis result be posted on the noticeboard,

4. That a cleaning interval be set by general assembly resolution and applied regularly,

5. That the work carried out be documented on a record form.

I submit the above for your consideration. …/…/20…

Full Name: ………………………    Unit No: ……    Signature: ………

Filling Guide

Complete the record at every cleaning and attach the analysis report. Keeping only the invoice does not show how the work was done.

Record a deadline for any deficiencies found. A tank with an unlocked lid or missing ventilation mesh becomes contaminated again quickly, however well it was cleaned.

Write the next cleaning date on the form and enter it in the management calendar. Missing the interval is the most common omission.

If the Analysis Is Unsatisfactory

Where the result is unfavourable the tank should be cleaned again, disinfection repeated if necessary and a second analysis carried out. If the problem persists, the mains connection and pipework should be examined.

Residents should be informed in writing and, if necessary, warned about temporary use. Where the source cannot be identified, an application may be made to the provincial health directorate.

Common Mistakes

• Keeping no records: cleaning carried out cannot be proved.
• Skipping the analysis: there is no way to know whether cleaning was sufficient.
• Leaving the lid open: cleaning quickly becomes ineffective.
• Using an unaccredited firm: risks the use of unsuitable chemicals.
• Leaving disused old tanks in place: standing water creates a serious health risk.

This content and these templates are for information only and are examples. Water quality is governed by health legislation; consult your municipality and provincial health directorate on cleaning intervals and analysis requirements.