Cesspool and Septic Records Checklist for Hawaiʻi Island Properties
Collected the property records?
Send the address or TMK and list what you found. We will help connect you with a professional who can review the records and property conditions.
Keep one paper folder and one backed up digital folder. Use the TMK and property address in the folder name so the records are easy to identify after a sale, refinance, or family transfer.
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
- Record drawing 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.
Send us the property information you have. We will connect you with a licensed professional who can evaluate the property and explain the next steps.