How to Prepare Pool Records for a Health Inspection

Start with your health department's current checklist, then gather each record it names: permit, water test logs, staff certificates, incident and contamination logs, and responses to earlier findings. The CDC's 2024 Model Aquatic Health Code (MAHC) gives a good starting list. Records help, but the inspector also checks the pool itself.

Which rules apply to your pool?

The MAHC is not a federal law; it only applies where a state, local, territorial or tribal government adopts it, in whole or in part. So ask your health department three questions:

1. Which code and inspection form apply to our pool type?
2. Which records do you want to see, and for what time period?
3. Do you accept digital records, and in what format?

Write down the answers, the date, and who you spoke to. If your pool changed equipment, use or owner, ask again.

What can an inspector look at?

Under the 2024 MAHC (section 6.6.1), an inspector can enter any part of the facility, including the equipment room. They can review and copy records, take water samples and photos, and ask staff questions. Health departments may also post inspection reports online (section 6.6.2).

What records should you have ready?

This checklist comes from the 2024 MAHC; add whatever your local code asks for.

Record	MAHC section	What to check
Operating permit	5.1.1	Issued before opening; one per pool where required
Operations manual	6.4.1.1	Kept on site, printed and electronic
Safety plan, with staffing plan	6.3.3	On file at the facility
Daily water testing records	6.4.1.6	No gaps; times and testers shown
Staff certificates	6.4.1.7	Originals or copies on site, not expired
Chemical inventory log	6.4.1.5	Includes test reagent expiration dates
Body fluid contamination log	6.4.1.8	One entry per poop, vomit or blood incident
Injury and illness reports	6.4.1.4	Includes lifeguard rescues
Safety and maintenance inspections	6.4.1.3	Daily pre-opening check recorded
Earlier inspection reports	Local rules	Each finding with its fix

The MAHC says records should be kept at least 3 years and be available when the health department asks (section 6.4.1.2.1). It also says local, state, federal or tribal laws may require more records.

The MAHC also says to check test reagent expiration dates at every use and record the date (section 5.7.3.6.1.1).

What should you check in the water logs?

The 2024 MAHC (section 6.4.1.6) says daily records should include, among other items:

• pH, disinfectant level (such as free chlorine) and combined chlorine.
• Cyanuric acid, if used.
• Filter pressures or flow rate, and backwash times.
• Water temperature, if the pool is heated.
• Equipment problems, and any stop of filtering or disinfection for more than 1 hour.
• Daily attendance.

It also sets how often to test. Before opening each day, test free chlorine, combined chlorine (or total bromine) and pH (section 5.7.5.1). While open, test free chlorine (or bromine) and pH again every 2 hours with a hand-fed system, or every 4 hours with an automatic controller (5.7.5.2, 5.7.5.3). Our water test log template covers the fields.

CDC's pool operator guidance says to keep accurate records of disinfectant and pH readings and maintenance. Accurate means a missing test stays missing. Never fill a gap from memory or copy a later result into it; have the operator add a dated note explaining the gap.

How do you do a self-check before the inspector arrives?

The MAHC's imminent health hazard list (6.6.3.1) names problems that mean a pool closes right away. Walk the pool with that list. A few examples:

• Chlorine below the minimum, or pH below 6.5 or above 8.0.
• Pool bottom not visible.
• Broken, loose or missing main drain cover.
• Required lifesaving equipment missing from the deck.
• Chemical storage open to the public.
• Lifeguard staffing below the safety plan.

The owner, operator or person in charge must close the pool for any of them (6.6.3.2), and the health department can also order it fixed or closed right away. Call the trained operator. Follow your training, the product label and your health department. Filing a report does not fix an unsafe condition.

How should you show responses to earlier findings?

Keep each finding next to its response, with three separate steps:

1. Repair requested (date, by whom).
2. Repair reported done (date, by whom).
3. Repair checked (date, by whom).

If the health department must approve the fix or come back, show that step too. Your own check mark can't stand in for their decision. Leave unfinished work on the list with its status and owner. For running this check across many pools, see which pools need attention before an inspection.

Can your team find the records when asked?

Ask a staff member to pull one pool's records the normal way. Check logins, phone or computer access, and printing. Our guide to paper versus digital pool logs has more questions. To see what inspectors in one city have found, read our look at NYC pool inspection data.

Poolean builds daily or monthly logs from each pool's records. You can print a log, save it as a PDF, or download a CSV. Read about pool oversight or book a 30-minute call.

The short version

• Get the current checklist and code from your health department.
• Use the MAHC record list as a starting point, then add local rules.
• The MAHC says keep records at least 3 years; your area may differ.
• Never fill gaps from memory; explain them.
• Walk the pool against the MAHC closure list before the visit.