Checklist template

Propane cylinder exchange program at fuel stations

A ready-to-use checklist with 120 items in 6 sections, covering Cage condition, Transactions, Stock, Signage, Deliveries, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 120 Items
  • 102 Yes / No checks
  • 6 Scored ratings
  • 132 Points

Use this template How audits work

1. Cage condition 21 items

  1. The cage stands on a firm, level surface Yes / No 1 pt
  2. The cage is upright and does not rock when pushed Yes / No 1 pt
  3. Cage doors close fully and latch Yes / No 1 pt
  4. Door hinges are intact Yes / No 1 pt
  5. Every cage door was found padlocked Yes / No 1 pt
  6. The mesh has no cut or bent opening large enough to pull a cylinder through Yes / No 1 pt
  7. The cage frame is free of rust-through Yes / No 1 pt
  8. Shelves are level and not bent under the cylinders Yes / No 1 pt
  9. The cage is outdoors, at the distance from doors and air intakes required by local regulation or the supplier's placement guide Yes / No 1 pt
  10. The cage is protected from vehicles by bollards, a raised curb or wheel stops Yes / No 1 pt
  11. The cage leaves the sidewalk and the accessible route clear Yes / No 1 pt
  12. The cage stands where the company site plan places it relative to the dispensers and tank vents Yes / No 1 pt
  13. Nothing combustible (pallets, firewood, cardboard) is stored against the cage Yes / No 1 pt
  14. No merchandise or trash is placed on top of the cage Yes / No 1 pt
  15. A fire extinguisher is located near the cage as required by local regulation Yes / No 1 pt
  16. The fire extinguisher nearest the cage carries a current inspection tag Yes / No 1 pt
  17. The cage is lit at night Yes / No 1 pt
  18. The cage is in view of a working security camera Yes / No 1 pt
  19. The ground around the cage is free of weeds, litter and snow Yes / No 1 pt
  20. Date of the supplier's last cage inspection Date
  21. Condition of the cage Rating
    • Sound, locked and well placed 5 pts
    • Sound with minor defects 3 pts
    • Damaged, unlocked or badly placed 1 pt

2. Transactions 22 items

  1. Exchange transactions in the last 7 days Number
  2. The point of sale has separate keys for an exchange and for a purchase without an empty Yes / No 1 pt
  3. The cashier asked whether the customer had an empty cylinder to exchange, on the transaction observed Yes / No 1 pt
  4. An employee goes to the cage with the customer Yes / No 1 pt
  5. The cage key is never handed to a customer Yes / No 1 pt
  6. The employee takes the empty cylinder before handing over a full one Yes / No 1 pt
  7. The cage was relocked straight after the transaction observed Yes / No 1 pt
  8. Customers are stopped from bringing cylinders into the store Yes / No 1 pt
  9. Employees asked could state which empty cylinders the supplier accepts (size, brand, condition) Yes / No 1 pt
  10. Employees asked could state the company rule for an empty cylinder that is badly rusted, dented or past its date (accept, refuse or tag for the supplier) Yes / No 1 pt
  11. The cage key is kept at the register on a marked holder Yes / No 1 pt
  12. Cage keys held by the site Number
  13. Every cage key is accounted for Yes / No 1 pt
  14. The receipt of a test transaction shows the correct item (exchange or purchase) Yes / No 1 pt
  15. Supplier coupons and promotions are rung with the code given by the supplier Yes / No 1 pt
  16. Employees asked could describe the steps for a leaking cylinder (move it outdoors away from ignition sources, keep people away, call the supplier) Yes / No 1 pt
  17. Employees asked could state the transport advice given to customers (upright, secured, not left in a hot vehicle) Yes / No 1 pt
  18. Employees asked could state the limit on cylinders sold to one customer set by company policy Yes / No 1 pt
  19. The register is locked or covered by a second employee while the cage is opened Yes / No 1 pt
  20. Employees asked could state the company rule on opening the cage when one employee is alone overnight Yes / No 1 pt
  21. The self-service exchange kiosk released a cylinder on a test purchase, where fitted Yes / No 1 pt
  22. Exchange procedure as observed Rating
    • Followed at every step 5 pts
    • Minor steps missed 3 pts
    • Key handed out or cage left unlocked 1 pt

3. Stock 20 items

  1. Full cylinders in the cage Number
  2. Empty cylinders in the cage Number
  3. Cylinder capacity of the cage Number
  4. The count of full cylinders equals the on-hand quantity in the point of sale or stock sheet Yes / No 1 pt
  5. Full cylinders are kept on shelves separate from the empties Yes / No 1 pt
  6. Every full cylinder has its tamper seal or valve cap in place Yes / No 1 pt
  7. Every full cylinder carries the supplier's sleeve with instructions and warnings Yes / No 1 pt
  8. No full cylinder in a sample of 5 is past the requalification date stamped on its collar Yes / No 1 pt
  9. No full cylinder in a sample of 5 shows pitted rust, a dent or a bent collar Yes / No 1 pt
  10. There is no smell of propane at the cage Yes / No 1 pt
  11. No valve shows frost or makes a hissing sound Yes / No 1 pt
  12. Every cylinder is standing upright Yes / No 1 pt
  13. No cylinder is stored outside the cage Yes / No 1 pt
  14. No cylinder is stored inside the store or the back room Yes / No 1 pt
  15. The number of cylinders on site is within the quantity allowed for the cage location Yes / No 1 pt
  16. The cage did not run out of full cylinders in the last 7 days Yes / No 1 pt
  17. A seasonal par level is set for full cylinders Yes / No 1 pt
  18. Extra stock was requested ahead of the last holiday weekend Yes / No 1 pt
  19. Leaking or damaged cylinders are tagged and set apart for the supplier Yes / No 1 pt
  20. Stock of full cylinders against demand Rating
    • In stock with reserve 5 pts
    • Low, at risk of running out 3 pts
    • Out of stock 1 pt

4. Signage 19 items

  1. The price sign on the cage shows the exchange price Yes / No 1 pt
  2. The price sign on the cage shows the price of a cylinder without an exchange Yes / No 1 pt
  3. The prices on the cage sign equal the prices in the point of sale Yes / No 1 pt
  4. Prices on the cage sign are printed, with no handwritten or stickered-over figure Yes / No 1 pt
  5. A "pay inside" or "see cashier" instruction is posted on the cage Yes / No 1 pt
  6. A no smoking and no open flame sign on the cage can be read from the customer's approach Yes / No 1 pt
  7. The flammable gas hazard label is on the cage Yes / No 1 pt
  8. A sign at the store entrance tells customers not to bring cylinders inside Yes / No 1 pt
  9. The steps of an exchange are posted on the cage Yes / No 1 pt
  10. Safety instructions for transporting and connecting a cylinder are posted on the cage Yes / No 1 pt
  11. The supplier's emergency phone number is on the cage Yes / No 1 pt
  12. "Full" and "Empty" labels mark the shelves or doors Yes / No 1 pt
  13. The sign states which cylinders are accepted for exchange Yes / No 1 pt
  14. The hours when exchange is available are posted, if shorter than store hours Yes / No 1 pt
  15. Cage signs are free of fading and peeling Yes / No 1 pt
  16. No unauthorized sticker or advertisement is on the cage Yes / No 1 pt
  17. Propane exchange is advertised on a sign visible from the fueling positions Yes / No 1 pt
  18. The supplier's site or cage number label is on the cage Yes / No 1 pt
  19. Cage signage Rating
    • Complete, current and legible 5 pts
    • Some signs faded or missing 3 pts
    • Price or safety signs missing 1 pt

5. Deliveries 19 items

  1. Date of the last delivery Date
  2. Full cylinders delivered at the last delivery Number
  3. Empty cylinders collected at the last delivery Number
  4. The supplier delivers on the agreed schedule or within the agreed time of a call Yes / No 1 pt
  5. An employee counts the full cylinders delivered with the driver Yes / No 1 pt
  6. An employee counts the empty cylinders removed with the driver Yes / No 1 pt
  7. The counts equal the delivery ticket before it is signed Yes / No 1 pt
  8. The delivery ticket is signed with the employee's printed name Yes / No 1 pt
  9. The site's copy of the delivery ticket is kept Yes / No 1 pt
  10. The delivery was received into the stock record on the day it arrived Yes / No 1 pt
  11. Cylinders delivered were sleeved and capped when checked at receipt Yes / No 1 pt
  12. The driver removed the cylinders tagged as damaged or leaking Yes / No 1 pt
  13. Credits for defective cylinders appear on the delivery ticket or the next invoice Yes / No 1 pt
  14. The driver relocked the cage after loading it Yes / No 1 pt
  15. The delivery truck parked clear of the fueling lanes and the fire lane Yes / No 1 pt
  16. A short or missed delivery was reported to the supplier the same day, with a reference number Yes / No 1 pt
  17. Employees asked know how to request an extra delivery Yes / No 1 pt
  18. The cage count after the last delivery is recorded Yes / No 1 pt
  19. Receiving of propane deliveries Rating
    • Counted and recorded every time 5 pts
    • Signed without a full count 3 pts
    • Not checked 1 pt

6. Records 19 items

  1. A cage count is recorded each day at close or shift change Yes / No 1 pt
  2. The daily count is compared with sales and deliveries Yes / No 1 pt
  3. Variance at the last count (cylinders) Number
  4. A count variance is investigated, including a review of camera footage of the cage Yes / No 1 pt
  5. Delivery tickets are filed by date Yes / No 1 pt
  6. A monthly reconciliation of deliveries, sales and stock on hand is completed Yes / No 1 pt
  7. Supplier invoices are matched to delivery tickets before approval Yes / No 1 pt
  8. A key log records who holds each cage key Yes / No 1 pt
  9. Each cashier has a training record for the propane exchange procedure Yes / No 1 pt
  10. The training covers the leaking cylinder response Yes / No 1 pt
  11. Leaks, thefts and cage break-ins are recorded in the incident log Yes / No 1 pt
  12. The supplier's inspection or audit reports are on file Yes / No 1 pt
  13. The permit or license to sell propane is posted, where local regulation requires one Yes / No 1 pt
  14. Comments on the cage from the last fire inspection have been addressed Yes / No 1 pt
  15. Customer complaints about empty or underfilled cylinders are logged and passed to the supplier Yes / No 1 pt
  16. Corrective actions from the previous review have been completed Yes / No 1 pt
  17. Name of the manager Short text
  18. Overall propane exchange program Rating
    • Cage locked, stock counted and procedure followed 5 pts
    • Cage locked with gaps in counts or records 3 pts
    • Cage unlocked, unsafe placement or stock not counted 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop 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 InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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