Overview
Extract Compliance approached us with a clear challenge: to create a professional, branded TR19 post-cleaning report that not only looked clean and structured but could also be edited by their team on a daily basis using Microsoft Word.
As a specialist cleaning service provider working across multiple commercial sites each day, the client needed a document that would:
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Be visually on-brand and professional
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Include structured, repeatable sections for each job
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Accommodate technical reporting including system readings, notes, risk levels, and images
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Be fully editable by non-designers in Word format
The Design Process
We began by planning the document architecture in Adobe InDesign — our go-to software for professional, multi-page layout work. The initial design was structured across a 20-page document, including:
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A branded cover page
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A contents section
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Client and project information layouts
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Standardised tick-box system checklists
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Pre- and post-clean image sections
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A final certificate of completion
Design consistency, visual clarity, and content flow were key goals throughout the process. Every table, header, and paragraph style was built with Word-conversion in mind.
Once the layout was finalised and signed off in InDesign, the second (and most technical) part of the job began: converting the fully designed report into a Word-compatible file while retaining:
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Fonts, branding and formatting
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Editable fields for site-specific data
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Compatibility with Microsoft Word 365
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Table and section functionality that worked across platforms
To ensure smooth daily use, we tested the Word version thoroughly with the client’s real-world content and walked them through how to update job details, insert images, and export the file to PDF for delivery to their clients.
The Outcome
The final result is a branded, professional document that Extract Compliance can use every single day for client reporting—complete with editable tables, structured inputs, and reliable formatting that works at scale.
The report supports compliance with TR19® Grease Specification for Fire Risk Management, and enables the team to deliver high-quality, repeatable documentation with confidence and ease.
The custom design has significantly improved the client’s workflow, allowing them to standardise their reporting, reduce admin errors, and deliver reports that match the quality of their service.
