How to Submit Your Backflow Test Report to Your Water Utility

Getting your backflow preventer tested is only half the job. The other half — submitting the test report to your water utility — is where many property owners and managers run into trouble. A missed deadline, a misfiled form, or a report sent to the wrong department can result in fines, service interruptions, or a compliance notice that follows your property for years.

This guide walks you through the entire submission process, from understanding what your utility requires to confirming that your report has been received and logged. Whether this is your first time navigating the process or you've been doing it for years and want to make sure nothing has changed, you'll find everything you need here.

A certified backflow tester handing a completed test report form to a property manager outside a commercial building

Why Submitting the Report Matters

Many property owners assume that once the tester leaves, the job is done. In reality, the test is only valid in the eyes of your water utility once the documentation has been received, reviewed, and accepted.

Backflow preventers protect public drinking water from contamination. When pressure fluctuations occur — due to water main breaks, heavy demand, or other disruptions — water can reverse direction and flow back into the public supply. A functioning, properly tested backflow preventer stops that from happening. Utilities require annual testing to verify these devices are working, but they have no way to confirm compliance unless the test report reaches them.

If the report never makes it to the utility, you may be treated as non-compliant even if your device passed with flying colors. That means potential fines, written notices, and in serious cases, shutoff of your water service. The good news is that the submission process is straightforward once you know what to expect.

Step 1: Confirm Who Is Responsible for Submission

Before you do anything else, clarify who is responsible for sending the report. In most cases, this responsibility falls to one of three parties:

The certified tester. Many licensed backflow testers handle report submission as part of their service. They have established relationships with local utilities and know exactly how to file. If you hire a tester through FindBackflowTesters.com, ask at the time of scheduling whether report submission is included.

The property owner or manager. Some utilities require the property owner or manager to submit directly, even if a tester completes the form. This is common in municipalities that want a direct point of contact for compliance records.

A third-party compliance service. Larger property portfolios and commercial facilities sometimes use dedicated compliance management services that handle testing coordination, filing, and deadline tracking across multiple locations.

The right answer depends on your utility's rules, so check your compliance notice or contact your water provider directly if you're unsure. Never assume the tester filed on your behalf without confirming it in writing.

Step 2: Understand What Your Utility Accepts

Water utilities are not uniform in what they accept. Requirements vary significantly from one jurisdiction to the next, and getting this wrong is one of the most common reasons reports are rejected.

Form type. Some utilities require their own proprietary form, while others accept the AWWA (American Water Works Association) standard test report form. A few accept both. If your tester uses a form you're not familiar with, verify that your utility will accept it before the test is completed — not after.

Digital vs. paper submissions. Many utilities now accept or even require electronic submissions through an online portal. Others still operate entirely on paper and require a mailed or faxed report. A growing number accept both. Check your utility's website or call their cross-connection control department to confirm what's currently accepted.

Tester certification requirements. The report must be completed by a tester who holds a valid certification recognized by your state or local authority. Utilities will typically reject reports from uncertified or expired testers. Always verify your tester's credentials before scheduling.

Device information. The report must accurately document the backflow device's make, model, serial number, installation location, and test results. Incomplete or illegible forms are commonly rejected, so review the completed report before submitting it.

Step 3: Locate the Correct Submission Contact or Portal

This sounds obvious, but it trips people up more often than you'd think. Water utilities often have multiple departments, and a report sent to general customer service instead of the cross-connection control or water quality department may sit unopened for weeks.

Start by looking at any previous compliance notices you've received. These typically include the specific department name, mailing address, email, or portal URL for submissions. If you don't have a previous notice, go directly to your utility's website and search for "backflow testing," "cross-connection control," or "annual backflow compliance."

If you can't find the information online, call your utility and specifically ask for the cross-connection control or backflow compliance department. Get a name, email address, or portal link and write it down for future reference. This is worth keeping on file so you're not hunting for it again next year.

Close-up of a computer screen showing an online water utility compliance portal with a backflow test report upload interface

Step 4: Submit the Report Before the Deadline

Deadlines for backflow test report submissions vary by utility. Some require the report within 30 days of testing. Others set a hard annual deadline — often tied to the anniversary of your device's installation date or a fixed calendar date such as December 31. In some jurisdictions, the utility sets the deadline when they send out the annual compliance notice.

Missing the deadline has consequences. Utilities typically send a warning notice first, giving you an additional window — sometimes 10 to 30 days — to comply. If the report still doesn't arrive, penalties can include fines ranging from $50 to several hundred dollars per violation, and in some cases, a notice of intent to shut off service until compliance is confirmed.

To avoid all of this:

• Schedule your test well in advance of the deadline, not at the last minute. Testers get booked up during peak compliance periods.
• If your tester is submitting on your behalf, ask for confirmation of submission and request a copy of any submission receipt or confirmation number.
• If you're submitting yourself, keep a copy of everything — the completed test form, the submission confirmation email, and any correspondence from the utility.

Set a recurring calendar reminder to start the process 60 days before your annual deadline. That gives you time to schedule the test, receive the completed report, and submit without rushing.

Step 5: Follow Up and Confirm Receipt

Submitting the report is not the final step. Confirming that the utility received and accepted it is.

If you submitted online through a portal, you should receive an automatic confirmation. Save or screenshot that confirmation and store it with your property records. If you submitted by email, follow up within five business days if you haven't received an acknowledgment.

For mailed submissions, consider using certified mail with return receipt so you have proof of delivery. Some property managers photograph or scan the completed form before mailing it as an additional backup.

After a week or two, it's worth calling the cross-connection control department to verify the report has been logged to your account. Ask for the tester's name on file, the test date, and the result (pass or fail) to confirm the correct report is associated with your property.

What Happens If the Device Fails the Test

If your backflow preventer fails the annual test, the submission process is slightly different. A failed device must be repaired or replaced by a licensed plumber or backflow specialist, and then retested. Only once the device passes can a compliant test report be submitted.

Some utilities allow a short grace period — typically 30 to 60 days — for repairs to be completed. You may be required to notify the utility of the failed test within a specific timeframe even before repairs are finished. Check your utility's requirements, because failing to report a failed test promptly can itself carry a penalty.

Once the device is repaired and retested, submit the new passing report as you would any other. Note in your records that the initial test failed, when repairs were completed, and when the device passed the retest.

Keeping Records Year Over Year

Good recordkeeping is one of the most underrated parts of backflow compliance. At a minimum, retain:

• A copy of each annual test report
• Submission confirmation from the utility
• Any notices or correspondence from the utility related to your device
• Repair records if the device failed and was serviced

These records protect you if a dispute arises over whether you complied in a given year, and they're useful for tracking the history of your device's performance over time. A device that fails repeatedly may be approaching the end of its serviceable life.

Organized filing cabinet or binder with labeled backflow compliance records, test reports, and utility correspondence

Make the Process Easier With the Right Tester

The simplest way to stay on top of backflow test report submission is to work with a certified tester who knows the local utility's requirements and handles submission as part of the job. When you find a tester through FindBackflowTesters.com, you get access to professionals who work in your area regularly and understand exactly what your water utility needs.

A good tester won't just show up, run the test, and leave. They'll complete the form correctly, submit it to the right department through the right channel, and give you a copy for your records. That's the kind of service that makes annual compliance feel routine instead of stressful.

Search for a certified backflow tester near you at FindBackflowTesters.com, confirm that report submission is part of their service, and you'll be covered from the moment the test is scheduled to the moment your utility logs the results.

Compliance doesn't have to be complicated. It just has to be done right.