A testing visit starts before the service truck reaches the property. The technician needs to know what equipment is on site, why the visit is needed, and who can provide access. Sending that information ahead of time helps the visit stay focused.
1. Explain what prompted the visit
Say whether you are scheduling routine testing, following up on a previous result, preparing to take over a facility, or responding to an equipment problem. If you received a notice, send the complete notice with its attachments. Include the deadline and the contact handling the matter.
For an equipment problem, describe what you observed and when it started. A photo of the display or an existing alarm printout is more useful than a description such as “the tank system is acting up.”
2. Gather the records already on hand
Put the previous testing reports, available equipment records, and recent service paperwork in one folder. Include monitoring records that relate to the reason for the visit. Keep the original files and send readable copies.
- Facility address and site identification number, if available
- Tank and piping information shown in your existing records
- Previous test reports, including pages showing unresolved items
- Recent repair or maintenance records
- Relevant alarm history, monitoring reports, and inspection correspondence
If something is missing, say so. Do not fill gaps with guessed tank sizes, equipment models, or test dates. Mark uncertain information for review.
3. Confirm the scope and operating schedule
Ask which tanks, lines, dispensers, or containment areas are included in the scheduled visit. Confirm the scope in writing so the site contact and technician are working from the same list.
Share planned fuel deliveries, busy operating periods, and any equipment that supports essential operations. Ask the testing provider whether the planned method needs a particular product level, a waiting period after delivery, or an interruption in use. Get site-specific instructions before changing delivery plans or taking equipment out of service.
4. Arrange access and a site contact
Identify the person who will meet the technician and provide a working phone number. That person should know how to reach the facility manager if an access or scheduling decision is needed.
Check access to the areas included in the visit. Explain locked gates, escort requirements, restricted work hours, and traffic concerns ahead of time. Keep parked vehicles and stored materials away from the planned work area where it is safe to do so.
Leave opening containment areas, entering spaces, changing controls, and handling equipment to qualified personnel following the site’s procedures. Preparation should not create a new hazard.
5. Agree on the report handoff
Confirm who should receive the report and the expected delivery timing. Ask how any incomplete work or follow-up items will be identified. If a report must go to another party, establish who is responsible for sending it.
Save the final report with the site’s existing records. Review the equipment identifiers and any outstanding items, then ask for clarification while the visit is still fresh.
A short message to send before the visit
Site address: [address]. Reason for visit: [routine testing, follow-up, or equipment concern]. Equipment included: [known scope]. Deadline: [date, if applicable]. Site contact: [name and phone]. Access restrictions: [details]. Planned deliveries or operating constraints: [details]. Previous reports and relevant correspondence are attached.
Frequently asked questions
What if I cannot find the previous test report?
Tell the testing provider before the visit. Send the records you do have and identify what is missing. Avoid guessing at prior results or dates.
Should I change the fuel level before testing?
Ask the testing provider first. Preparation depends on the equipment and test method. Follow the instructions provided for your site.
Can the facility keep operating during testing?
Confirm this when scheduling. The answer depends on the equipment being tested, the method, and site conditions. Identify essential operations before the visit.
For background on underground storage tank records, see the EPA’s resources for UST owners and operators. Confirm the requirements that apply to your facility with the agency responsible for your site.
Request a testing visit and include your site details and available records.