Checklist template

Aquatics department operations for pet stores

A ready-to-use checklist with 108 items in 6 sections, covering Water quality, Tank maintenance, Livestock health, Bagging and sales, Dry goods, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 108 Items
  • 87 Yes / No checks
  • 6 Scored ratings
  • 117 Points

Use this template How audits work

1. Water quality 20 items

  1. Ammonia, nitrite, nitrate and pH are tested on every central system at the frequency set by company policy Yes / No 1 pt
  2. Ammonia read zero on the systems tested during the visit Yes / No 1 pt
  3. Nitrite read zero on the systems tested during the visit Yes / No 1 pt
  4. Reagents in the store's test kits are within their expiry dates Yes / No 1 pt
  5. Tropical freshwater systems are held within the range in the care guide, typically 75 to 80°F (24 to 27°C) Yes / No 1 pt
  6. Goldfish and other coldwater systems run cooler than the tropical systems, per the care guide Yes / No 1 pt
  7. Salinity of the saltwater system is measured with a refractometer or hydrometer and is within the care guide range Yes / No 1 pt
  8. The refractometer was calibrated with calibration fluid at the interval in the care guide Yes / No 1 pt
  9. Tap water is dechlorinated before it is added to any system Yes / No 1 pt
  10. Saltwater is mixed and aerated in a dedicated container for the time set in the care guide before use Yes / No 1 pt
  11. Partial water changes are done on the schedule posted in the fish room Yes / No 1 pt
  12. Each system or rack has a working thermometer Yes / No 1 pt
  13. The date of the last cartridge change is written on the reverse osmosis unit Yes / No 1 pt
  14. The free water-testing station for customers has test strips or reagents in stock Yes / No 1 pt
  15. Ammonia reading on the main freshwater system (ppm) Number
  16. Nitrate reading on the main freshwater system (ppm) Number
  17. pH reading on the main freshwater system Number
  18. Salinity of the saltwater system (specific gravity or ppt) Number
  19. Temperature of the tropical freshwater system (°F or °C) Number
  20. Water quality on the systems tested Rating
    • All readings in range 5 pts
    • One reading out of range with correction under way 3 pts
    • Readings out of range and no action taken 1 pt

2. Tank maintenance 19 items

  1. Front glass of the sale tanks is free of algae Yes / No 1 pt
  2. Gravel is vacuumed on the posted schedule Yes / No 1 pt
  3. Filter socks or pads on the central systems are changed on schedule Yes / No 1 pt
  4. The UV sterilizer lamp is lit and its replacement date is marked on the unit Yes / No 1 pt
  5. Water in each sump is at the marked fill line Yes / No 1 pt
  6. The protein skimmer on the saltwater system is producing foam and its collection cup is not full Yes / No 1 pt
  7. Water is flowing from the return of every tank on the central systems Yes / No 1 pt
  8. Air stones and sponge filters are bubbling in every tank fitted with them Yes / No 1 pt
  9. Heaters are fully submerged and none is cracked Yes / No 1 pt
  10. Tank lights run on a timer set to the day length in the care guide Yes / No 1 pt
  11. Every tank has a lid or cover in place Yes / No 1 pt
  12. Overflow drains and standpipes are clear of debris, plants and snails Yes / No 1 pt
  13. The floor under the tank racks is dry, with no sign of leaks Yes / No 1 pt
  14. Power strips are mounted on the wall or rack, above floor level Yes / No 1 pt
  15. Cords from tank equipment hang with a drip loop below the outlet Yes / No 1 pt
  16. Nets are kept per system or dipped in disinfectant between tanks Yes / No 1 pt
  17. Buckets and siphons are marked for freshwater or saltwater and are never used with cleaning chemicals Yes / No 1 pt
  18. Dead leaves have been removed from the live plant tanks Yes / No 1 pt
  19. Appearance of the sale tanks Rating
    • Clear water and clean glass throughout 5 pts
    • A few tanks with algae or debris 3 pts
    • Many dirty or cloudy tanks 1 pt

3. Livestock health 19 items

  1. Every tank is checked for dead fish before the store opens Yes / No 1 pt
  2. A second check for dead fish is made during the afternoon Yes / No 1 pt
  3. No dead fish were visible in any tank during the visit Yes / No 1 pt
  4. No fish in tanks open for sale show white spot, fin rot or fungus Yes / No 1 pt
  5. Tanks under treatment carry a not-for-sale sign with the medication and the start date Yes / No 1 pt
  6. The water volume of each system is posted so medication can be dosed correctly Yes / No 1 pt
  7. New fish are acclimated by floating the bag or by drip, as the care guide describes Yes / No 1 pt
  8. Water from shipping bags is discarded, not poured into store systems Yes / No 1 pt
  9. New shipments are held for the period set by company policy before sale Yes / No 1 pt
  10. Stocking of each tank is within the maximum on the stocking guide Yes / No 1 pt
  11. Fighting or predatory species are housed apart (male bettas singly, cichlids away from community fish) Yes / No 1 pt
  12. Betta cups hold clean water and have ventilated lids Yes / No 1 pt
  13. No uneaten food is lying on the bottom of tanks Yes / No 1 pt
  14. Frozen food for store feeding is thawed in a cup of tank water before it is fed Yes / No 1 pt
  15. Shrimp, snails and other invertebrates are not kept on a system dosed with copper Yes / No 1 pt
  16. Feeder fish tanks are held to the same stocking limit as sale tanks Yes / No 1 pt
  17. Dead fish found during the visit Number
  18. Tanks marked not for sale at the time of the visit Number
  19. Health of the fish observed Rating
    • Active, feeding and free of disease 5 pts
    • Disease limited to tanks already closed for treatment 3 pts
    • Diseased or dead fish in tanks open for sale 1 pt

4. Bagging and sales 16 items

  1. The employee asks about tank size, how long the tank has been running and the fish already in it before catching fish Yes / No 1 pt
  2. An employee asked could explain why a new aquarium must be cycled before fish are added Yes / No 1 pt
  3. Fish are caught with a net sized to the fish and without a prolonged chase Yes / No 1 pt
  4. Bags are filled about one-third with water and two-thirds with air Yes / No 1 pt
  5. Spiny fish such as catfish and cichlids are double-bagged Yes / No 1 pt
  6. Bags are sealed tight and do not leak when turned upside down Yes / No 1 pt
  7. Bagged fish are placed in a paper or opaque bag for the trip home Yes / No 1 pt
  8. Each bag is marked with the item number or price for the cashier Yes / No 1 pt
  9. The customer is told how to acclimate the fish at home or is given the acclimation card Yes / No 1 pt
  10. The number of fish sold in one purchase stays within what the stocking guide allows for the customer's tank Yes / No 1 pt
  11. Each bag is marked with the time the fish were bagged Yes / No 1 pt
  12. Tank labels show the common name, price, adult size and temperament of the species Yes / No 1 pt
  13. Species that outgrow home aquariums (common pleco, oscar, pacu) carry an adult-size warning on the label Yes / No 1 pt
  14. Customers with a long trip home are offered an insulated bag or box for the fish Yes / No 1 pt
  15. The call button or pager at the aquatics counter brought an employee within the time set by company policy Yes / No 1 pt
  16. Bagging and customer advice observed Rating
    • Questions asked, fish bagged to standard and advice given 5 pts
    • Bagged to standard but no questions or advice 3 pts
    • Fish chased at length or bags leaking 1 pt

5. Dry goods 17 items

  1. Water conditioner and bacteria starter are in stock on the shelf Yes / No 1 pt
  2. Test kits for ammonia, nitrite, nitrate and pH are in stock on the shelf Yes / No 1 pt
  3. A sample of 10 fish food items showed none past its date Yes / No 1 pt
  4. The frozen fish food freezer reads 0°F (-18°C) or below Yes / No 1 pt
  5. Frozen food packs for sale show no sign of thawing and refreezing Yes / No 1 pt
  6. Fish medications on the shelf are within their expiry dates Yes / No 1 pt
  7. Boxed and loose aquariums for sale are free of chips and cracks Yes / No 1 pt
  8. Aquariums are stacked no higher than the limit marked on the fixture Yes / No 1 pt
  9. Bags of aquarium salt and marine salt mix are sealed, with no hardened bags Yes / No 1 pt
  10. Filter cartridges are grouped by filter brand and model Yes / No 1 pt
  11. Heaters are in stock for each tank size the store sells Yes / No 1 pt
  12. Potted and bunched live plants for sale are green, with no melting stems Yes / No 1 pt
  13. Bottles on the shelf are not leaking and shelves are free of residue Yes / No 1 pt
  14. Shelf labels checked on 10 aquatics items matched the product behind them Yes / No 1 pt
  15. Out-of-date aquatics items found during the visit Number
  16. Empty facings counted in aquatics dry goods Number
  17. Aquatics dry goods on the shelf Rating
    • In stock, in date and tidy 5 pts
    • Some empty facings or untidy shelves 3 pts
    • Out-of-date product or many empty facings 1 pt

6. Records 17 items

  1. The water test log for the last 4 weeks shows actual readings rather than check marks Yes / No 1 pt
  2. A daily temperature log is kept for each central system Yes / No 1 pt
  3. The water test log shows the action taken for each reading that was out of range Yes / No 1 pt
  4. The start and release dates of the holding period are logged for each shipment Yes / No 1 pt
  5. A treatment log records the tank, medication, dose and start and end dates Yes / No 1 pt
  6. A maintenance log records filter changes, UV lamp changes and reverse osmosis service Yes / No 1 pt
  7. Customer water tests done at the counter are logged with the readings and the advice given Yes / No 1 pt
  8. The water change log shows the date and the amount changed for each system Yes / No 1 pt
  9. Each employee who works the fish room has been signed off on water testing by the aquatics lead Yes / No 1 pt
  10. Reverse osmosis water is tested for total dissolved solids and logged on the care guide schedule Yes / No 1 pt
  11. Systems with an out-of-range reading in the last 4 weeks Number
  12. Tanks treated with medication in the last 30 days Number
  13. Date of the last live fish delivery Date
  14. Date of the last UV lamp replacement Date
  15. Name of the aquatics lead Short text
  16. Overall operation of the aquatics department Rating
    • Standards met in every section 5 pts
    • Lapses in one or two sections 3 pts
    • Lapses in most sections 1 pt
  17. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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