# Deep clean log **Version 1.0 · Date 2026-08-22 · Type: Instrument** --- ## 1. What this is for The brand requires a deep clean at a set frequency and requires it to be logged. The design problem is harder than the requirement. Deep clean is invisible when it is done and invisible when it is skipped. Nobody walking a corridor can tell which rooms had the box spring lifted last cycle. The gap surfaces when a guest finds it, or when an inspector does, and by then the log is the only account of what happened — usually a tick against a room number. A tick records that a person wrote something, not that a vent was opened. So this sheet does not ask whether a room was deep cleaned. It asks which tasks were reached, and it carries that answer forward to the rotation page. ## 2. The sheet — one room, one cycle Header, filled before the sheet leaves the room: Room ______ Room type ______ Cycle ______ Date ______ Status at clean (circle): vacant · departure · stayover · out of order · house use Start ______ Finish ______ Attendant ______ Supervisor ______ | # | Task | State | Note # | WO # | |---|------|-------|--------|------| | 1 | Under bed — frame, floor, rails | | | | | 2 | Behind bed — headboard, wall | | | | | 3 | Box spring — skirt, sides, underside | | | | | 4 | Under and behind case goods | | | | | 5 | Behind and beneath the fridge unit | | | | | 6 | Supply and return vents — face and grille | | | | | 7 | Bath exhaust fan — cover off | | | | | 8 | Drapes and sheers — full length, both sides | | | | | 9 | Drapery track, rod, hooks | | | | | 10 | Window frame, sill, track | | | | | 11 | Baseboard, door frame, trim | | | | | 12 | Light fittings, shades, bulbs | | | | | 13 | Bathroom grout — floor | | | | | 14 | Bathroom grout — tub and surround | | | | | 15 | Fixtures — shower head, drain, overflow, escutcheon | | | | | 16 | Toilet — behind base, bolt caps, supply line | | | | | 17 | Vanity — underside, plumbing, cabinet interior | | | | | 18 | Upholstery — seams and beneath cushions | | | | | 19 | Floor edges, corners, perimeter | | | | **Mattress.** Not a state. Position it now sits in ______ Date ______ Position on the previous sheet ______ A position repeated from two cycles back is visible only if the previous entry is copied across, so copy it. **Numbered notes.** Ruled lines beneath the table, one number each. **States.** `D` done. `P` partial — Note # required. `B` blocked — Note # and work order number required. Nothing else is written in the State column. `N/A` is pre-printed and struck through on the room-type variant of the sheet, decided once for the property. A hand-written `N/A` is a defect on the sheet, because a hand-written one is indistinguishable from a task nobody reached. `B` is not a failure. Belongings under a bed genuinely block the line. Punishing `B` converts it to `D` and the sheet then lies. Every `B` leaves as a work order with a number. ## 3. The self-audit **The lines must add up.** At the foot of the sheet: State lines printed on this sheet ______ (fixed per room type) `D` ______ pre-printed `N/A` ______ open — `P` + `B` + blank + incomplete mattress block ______ These three must equal the printed total. A blank line is not "fine" and not "no problem found". It falls into the open count by arithmetic. Anyone holding the sheet can recount it in under a minute, and a sheet that does not add up is unfinished on its face. A `P` or `B` line with an empty Note # is the same standing as a blank line: the note is either written beneath the table under that number or it is not. **The open count travels.** The rotation line carries the sheet date *and* the open count from that sheet. A room cannot present as complete on the rotation page while carrying open lines, and a rotation line cannot be written without a sheet in hand to count from. That is what stops the rotation page being back-filled from memory of "we did that one." ## 4. Rotation | Room | Type | Last sheet date | Open lines | Next due | Actual completion | |------|------|-----------------|------------|----------|-------------------| | | | | | | | | | | | | | | Build the room list from the master list of physical rooms — not from sellable inventory, a status report, an occupancy summary, or a housekeeping board. Sellable inventory excludes out-of-order, out-of-service and house-use rooms, which are the rooms that go longest without a deep clean. The house has one standing example: a par level built on a number taken from a status report rather than the room list put every par on seven floors wrong in the same direction at once, and nothing surfaced it, because a wrong number that is consistently wrong looks settled. A room has slipped when its next-due date has passed and no sheet exists, or when the last sheet carries open lines. Do not clear the line when the room is finally done. Record the actual date beside the due date so the interval stays visible weeks after it was due. Sequence the rotation against known low-occupancy periods where you have them. ## 5. Frequency, scope, standards The brand sets the required frequency and usually some of the task content. Take those as given and write the frequency into the header once. How long a room takes, how many rooms one attendant can do in a shift, how often a task needs doing in your building — those are local. Published averages and figures traded between operators are external conventions, a starting position to calibrate against your own logged times, not a standard to hold staff to. The start and finish fields exist so that after one full cycle you have your own figure. Decide once, in writing, who may take a fan cover off and who may touch light fittings. Where that is maintenance scope, the line is a `B` with a work order, not a `D`. ## 6. Before first use - Which lines are pre-printed `N/A` on which room-type sheet, and who rules that once? - What is the required frequency, and does the required task content differ from this list? - Where do work order numbers come from, and who closes them? - Where do completed sheets live, and for how long, given what an inspection asks to see? - Who reviews the rotation page, on what day, and what happens to an aged line? - Who may change the printed task list, and how is a change dated? ## 7. What this instrument does not do It does not verify the work was done to standard. A `D` records that a person reached the task and says they completed it. This sheet catches the task nobody reached; it does not catch the vent wiped badly. Quality needs an inspection, and inspection is a separate instrument. It does not schedule labour, cost the work, or tell you whether the rotation is achievable with current staffing — it will only show you, after the fact, that it was not. It has no opinion on whether a room needs deep cleaning more often than the brand requires. And it depends on people writing down what they actually did, which is a real limitation a form design cannot remove. The sheet publishes blank. Every property's filled sheets are its own.