A water supply log tracks your food truck's fresh water levels, grey water tank capacity, and handwash station status at every service. PassMyKitchen's water log lets you record tank percentages, verify handwash compliance with a three-point checklist, and flag issues with automatic warnings and required corrective actions. Here is how to use it.
For the daily workflow that includes water checks, see daily food safety routine under 5 minutes. For a complete food truck compliance overview, see our food truck compliance guide. For inspection preparation, see how to pass your food truck inspection.
Why water logging matters for food trucks
Food trucks carry their own water supply. Unlike brick-and-mortar restaurants connected to municipal water, your truck depends on a finite fresh water tank for cooking, cleaning, and handwashing, and a grey water tank to hold wastewater until you can dump it at your commissary. Both tanks require active monitoring throughout every service day.
The FDA Food Code requires mobile food units to maintain an adequate supply of potable water and to properly dispose of liquid waste. Health inspectors test for three things on nearly every food truck visit: potable water availability, grey water containment, and a functional handwash station.
A non-functional handwash sink is a critical violation that can shut you down on the spot. If an inspector finds no running water, no soap, or no paper towels at your handwash station, you cannot serve food. Grey water overflow is also a violation, because wastewater leaking onto the ground is both a health hazard and an environmental issue.
Water logging creates the documentation that proves you checked these systems before every service. When an inspector asks "How do you monitor your water supply?", you can pull up 30 days of timestamped records showing fresh water levels, grey water levels, and handwash station status for every service day. For more on what inspectors look for, see our food truck inspection checklist.
How to log a water check in PassMyKitchen
Step 1: Navigate to the water log
From the sidebar, tap "Logs." On the Logs page, you will see the "Water" card (this card appears only for food truck businesses). Tap it to open the Water Logs page. Tap "Log water check" in the top right to open the form. The page title reads "Log Water Check" with the subtitle "Record your water system status."
If your business type is not set to Food Truck, the water log section shows "Not applicable." Water logging is designed specifically for mobile food units that carry their own water supply.
Step 2: Enter fresh water tank level
Enter your current fresh water tank level as a percentage (0 to 100). The help text reads "Approximate percentage of your potable water tank." You do not need an exact reading. A visual estimate is fine. Most operators check by tapping the tank or using a sight gauge if one is installed.
Step 3: Enter grey water tank level
Enter your grey water tank level as a percentage (0 to 100). The help text reads "Approximate percentage of your wastewater tank." This is the tank that collects water from your sinks and prep areas. Lower is better. You want to start each service day with a recently dumped grey water tank.
Step 4: Complete the handwash station checklist
Three checkboxes appear under the handwash station section, all checked by default:
- Handwash sink is functional and flowing. This confirms that turning the handle or foot pedal produces running water at the handwash sink.
- Soap is available at handwash station. This verifies that liquid soap or a soap dispenser is stocked and accessible.
- Paper towels are available at handwash station. This confirms that single-use paper towels are available for hand drying.
All three must remain checked for the entry to pass compliance. If the handwash sink is not functional, a danger badge appears: "Handwash sink is not functional. Corrective action is required."
Step 5: Select water source
Choose your water source from three radio button options:
- Water tank if you are operating solely from your onboard fresh water tank
- Direct connection if you are connected to a municipal water supply at your current location
- Both if you are using a combination of tank and direct connection
Step 6: Complete optional fields
Three optional fields provide additional detail:
- Last time fresh water tank was sanitized. A date picker for recording when you last sanitized your potable water tank.
- Last time grey water was dumped. A date picker for recording your most recent grey water dump at the commissary.
- Water temperature. A number field (32 to 212 degrees Fahrenheit, decimals accepted) with help text "Temperature of hot water at handwash sink, if checked."
An optional notes field labeled "Any additional observations" lets you record details like "Filled tank at commissary before morning service" or "Replaced soap dispenser."
Step 7: Complete corrective action if required
If the handwash sink is not functional or grey water is above 75%, a corrective action field appears. This field is required. Describe what you did to fix the issue, such as "Cleared clog in handwash drain line" or "Drove to commissary to dump grey water before lunch service."
Tap "Save water check" to save the entry with an automatic timestamp.
Warnings and alerts
PassMyKitchen monitors the values you enter and displays warnings when your water system needs attention.
Fresh water below 25%. When you enter a fresh water level under 25%, a warning badge appears: "Fresh water is running low. Refill before service." Running out of potable water during service means you cannot wash hands, rinse produce, or clean surfaces. Refill at your commissary before you start serving.
Grey water above 75%. When grey water exceeds 75%, a warning badge appears: "Grey water tank is nearly full. Dump soon to stay compliant." A full grey water tank can back up into your sinks or overflow, both of which are violations. This warning also triggers the required corrective action field.
Handwash sink not functional. If you uncheck "Handwash sink is functional and flowing," a danger badge appears: "Handwash sink is not functional. Corrective action is required." This is the most serious warning because a non-functional handwash sink is a critical violation under the FDA Food Code. You must document what corrective action you took before saving the entry. Do not begin food service until the sink is working.
Viewing water log history
The Water Logs history page gives you a dashboard view of your water compliance over time.
Stats cards
Three summary cards appear at the top:
- Water checks shows the total number of water checks logged in the selected time period.
- Avg. fresh water shows the average fresh water tank percentage across all entries, giving you a sense of whether you are starting service days with enough potable water.
- Handwash compliance shows the percentage of checks where all three handwash station items (sink, soap, towels) passed.
Filters
Time-based filter presets let you view 7 days, 30 days, or 90 days of history. Use these filters to identify patterns, like consistently low fresh water on weekends or recurring handwash supply issues.
Log table
On desktop, each entry displays in a table with columns for Date/Time, Fresh Water (shown as a progress bar), Grey Water (shown as a progress bar that turns a warning color when above 75%), Handwash (three icons for Sink, Soap, and Towels), Status (a Pass or Fail badge), and Logged by.
Non-compliant entries have a danger-colored left border so they stand out immediately. This visual distinction helps you spot recurring problems at a glance. For a broader view of your compliance metrics, see food safety compliance score explained.
Water logging best practices
Log at the start of every service day. Check your water system before you start cooking, not after. If fresh water is low or grey water is high, you have time to fix it before customers arrive.
Refill and dump at your commissary daily. Start every day with a full fresh water tank and an empty grey water tank. This is the simplest way to avoid mid-service water emergencies. For more on commissary requirements, see our food truck commissary requirements guide.
Sanitize your fresh water tank on schedule. Most states require periodic sanitization of potable water tanks. Use the "Last time fresh water tank was sanitized" field to track this. A bleach-and-rinse sanitization every two weeks is a common recommendation, but check your local health department requirements.
Keep spare soap and paper towels on the truck. Running out of handwash supplies during service is an avoidable violation. Stock extras in a dedicated storage spot and note resupply in your water log notes.
Stop food prep immediately if your handwash sink fails. A non-functional handwash station means you cannot meet the FDA Food Code requirement for employee handwashing. Document the failure in your water log, fix the issue, and log a follow-up entry before resuming food service. For a full daily routine, see daily food safety routine under 5 minutes.
Water compliance during inspections
Health inspectors visiting food trucks test your water system directly. They will turn on the handwash sink to verify water flow, check for soap and towels, and may ask you to show your fresh water and grey water tank levels. Some inspectors will ask where you fill your tank and where you dump grey water to verify you are using approved sources.
Having 30 days of water logs ready in PassMyKitchen gives you a strong position. When the inspector asks about your water management, you can show a month of timestamped records with fresh water percentages, grey water percentages, and handwash compliance data. Consistent logging, especially entries with high fresh water levels and low grey water levels, demonstrates that you take water management seriously.
If you have had any non-compliant entries (a handwash sink failure, a grey water warning), the corrective action documentation shows you addressed the problem. Inspectors prefer to see a kitchen that identified and fixed an issue over one that claims nothing ever went wrong. For a walkthrough of how to present your logs during an inspection, see how to use Inspector Mode.
For a complete guide to the CDC's safe water recommendations, review their guidance on maintaining safe drinking water systems.
Start logging water checks today
Water compliance is one of the most common reasons food trucks fail inspections. PassMyKitchen's water log gives you a fast, structured way to verify your fresh water, grey water, and handwash station before every service, with automatic warnings when something needs attention.
Start your free trial and log your first water check today. See pricing for plan details.
Frequently asked questions
Is the water log only for food trucks?
Yes. Water logging in PassMyKitchen is designed specifically for food truck businesses that carry their own potable water supply. The Water card on the Logs page appears only when your business type is set to Food Truck. Restaurants, cloud kitchens, and caterers connected to municipal water do not need this log. For food truck resources, see our food truck compliance guide.
How often should I log a water check?
Log at least once at the start of every service day. If you operate a long shift (10 or more hours) or a high-volume event, consider logging a second check midday to verify fresh water has not dropped too low and grey water has not filled up. Consistent daily logging builds the compliance record inspectors want to see.
What if my grey water tank overflows during service?
A grey water overflow is a health code violation. Stop food service, contain the spill, and clean the affected area. Document the incident in your water log with a corrective action entry describing what happened and what steps you took. Then get to your commissary to dump the tank before resuming service. Logging the incident with corrective actions shows inspectors you handled it responsibly.
Do I need to sanitize my fresh water tank?
Most jurisdictions require periodic sanitization of potable water tanks on mobile food units. The frequency varies by state and local health department. A common standard is every two weeks using a diluted bleach solution followed by a thorough rinse. Use the "Last time fresh water tank was sanitized" date field in your water log to track when you last completed this task.
Does the water log affect my compliance score?
Yes. Water log entries contribute to your overall compliance score in PassMyKitchen. Non-compliant entries (failed handwash checks, grey water warnings without corrective action) lower your score, while consistent compliant entries support a high score. For a full explanation of how compliance scoring works, see food safety compliance score explained.