Cesspool and Septic Records Checklist for Hawaiʻi Island Properties

By Hawaiʻi Cesspool Help · Published

Keep one paper folder and one backed-up digital folder. Use the TMK and property address in the folder name so the file remains understandable after a sale, refinance, family transfer, or change in property manager.

Property identity

  • TMK and tax map
  • Owner and site address
  • Survey or plot plan
  • Building and plumbing permits
  • Recorded easements affecting the system area

Existing-system history

  • Cesspool card or existing-system form
  • Prior septic or IWS approvals
  • Pumping and service receipts
  • Repair, spill, odor, or complaint records
  • Photos and location sketches

Design and approval

  • Engineer agreement and contact information
  • Site evaluation and test results
  • Application and owner certification
  • Approved plans and specifications
  • DOH comments and approval to construct

Construction

  • Contractor proposal and signed contract
  • License verification
  • Product data and warranties
  • Invoices, receipts, change orders, and photos
  • County permit and inspection records

Final closeout

  • Engineer construction inspection report
  • Contractor certification
  • As-built drawing and approved deviations
  • Cesspool closure documentation
  • DOH approval-to-use letter

Operations and maintenance

  • Owner manual and maintenance schedule
  • Pumping and inspection records
  • Service-provider reports
  • Alarm, electrical, or equipment repair records
  • Transfer package for a future buyer or manager

File-naming example

TMK_3-5-9-005-015_DOH_Approval-to-Use_2026-07-23.pdf

Use the actual TMK and document date. Do not put sensitive identity or payment data into filenames.

Official form source

DOH Individual Wastewater Systems page provides current homeowner guidance and forms, including the site evaluation, construction inspection, contractor certification, and existing-cesspool information forms.

Get Help Organizing the Next Step

This resource is general information, not engineering, legal, tax, real-estate, or permitting advice. Requirements vary by property. Confirm decisions with the applicable agency and Hawaii-licensed professionals.