Guide
Maintain fire safety equipment
How to maintain fire extinguishers, fire alarms, emergency lighting, and fire doors to comply with the law. Includes testing schedules, servicing requirements, and record-keeping duties for responsible persons.
If you are the responsible person for business premises, you have a legal duty to maintain all fire safety equipment in efficient working order. This duty comes from Article 17 of the Regulatory Reform (Fire Safety) Order 2005.
Failing to maintain fire safety equipment is a criminal offence. Fire and rescue authorities regularly prosecute businesses for poorly maintained fire alarms, missing or out-of-service extinguishers, and broken fire doors. Fines for fire safety failings can exceed £100,000, with the most serious cases resulting in imprisonment.
This guide explains what maintenance is required for each type of fire safety equipment, how often you must test and service it, and what records you need to keep.
Who this guide is for
You need this guide if you are a responsible person under the Fire Safety Order. This includes:
- Employers with workplaces under their control
- Business owners and occupiers who control premises
- Landlords and building owners
- Managing agents and facilities managers with delegated control
- Anyone with control of non-domestic premises
Even if you employ a facilities manager or external contractor to do the actual maintenance, you remain legally responsible for ensuring it is done correctly and on time.
Overview of maintenance requirements
Fire safety equipment must be maintained in efficient state, in efficient working order, and in good repair. Article 17 of the Fire Safety Order does not specify exact frequencies - these come from your fire risk assessment and British Standards. However, certain minimum frequencies are widely accepted as the standard expected by fire authorities.
- Fire alarms
- Weekly test, six-monthly professional service
- Fire extinguishers
- Monthly visual check, annual professional service
- Emergency lighting
- Monthly functional test, annual full duration test and professional service
- Fire doors (communal areas)
- Weekly visual check, quarterly comprehensive check (11m+ residential buildings)
- Fire doors (flat entrance)
- Annual inspection (11m+ residential buildings)
- Escape routes
- Daily check to ensure clear and unobstructed
Fire extinguisher maintenance
Fire extinguishers are your first line of defence for tackling small fires before they spread. Under Article 13 of the Fire Safety Order, you must provide appropriate firefighting equipment and ensure it is maintained.
Monthly visual inspections
Each month, check all fire extinguishers on your premises. You or a trained member of staff can do this - it does not require a professional. Check:
- Location - extinguisher is in its designated position and visible
- Access - nothing blocking access to the extinguisher
- Condition - no obvious damage, corrosion, or leakage
- Pressure gauge - if fitted, needle is in the green zone
- Safety pin - present and sealed (tamper indicator intact)
- Operating instructions - legible and facing outwards
Record the date of each check and note any issues found. If an extinguisher is damaged, discharged, or missing, arrange immediate replacement or repair.
Annual professional servicing
Once a year, all fire extinguishers must be serviced by a competent person - typically a fire extinguisher engineer from a BAFE-registered company. The service includes:
- Full inspection of all components
- Discharge testing (for certain types on a rolling programme)
- Replacement of any worn or damaged parts
- Recharging if necessary
- Attaching a service label with date and engineer's details
Keep the service certificate and ensure extinguishers display a current service label. Fire authorities check these during inspections.
- Extended service (water/foam)
- Every 5 years - full discharge, inspection, and recharge
- Extended service (CO2)
- Every 10 years - hydraulic pressure test
- Extended service (powder)
- Every 5 years - full discharge and recharge
- Replacement age
- Most extinguishers should be replaced after 20 years (or earlier if recommended)
Fire alarm testing and maintenance
Your fire detection and alarm system must be maintained so it gives reliable warning in a fire. Most workplace fires where people die involve premises with no working fire alarm or an alarm that was disabled.
Weekly fire alarm tests
Test your fire alarm system every week by activating a manual call point (break-glass unit). This confirms the alarm sounds throughout the building.
Important: Use a different call point each week, working through all call points in rotation. This ensures every call point is tested over time and identifies any faulty units.
The test should:
- Activate the full alarm throughout the building
- Last long enough to confirm all sounders are working (typically 30 seconds to 1 minute)
- Be conducted at a consistent time each week (so occupants recognise it as a test)
Record each test in your fire safety logbook, noting:
- Date and time of test
- Which call point was tested
- Whether the alarm operated correctly
- Any faults identified and action taken
Six-monthly professional servicing
Have your fire alarm system professionally serviced every six months by a competent engineer. For most commercial systems, this should be done by a company certified to BAFE SP203 or equivalent.
The service includes:
- Testing all automatic detectors (smoke detectors, heat detectors)
- Checking the control panel functions and fault indicators
- Testing battery backup systems
- Checking all wiring and connections
- Testing communication links (if connected to a monitoring centre)
- Providing a service report
Keep all service reports for inspection by fire authorities.
Emergency lighting maintenance
Emergency lighting must illuminate escape routes when the normal lighting fails - typically during a power cut or fire. Under Article 14 of the Fire Safety Order, escape routes must have adequate lighting, including emergency lighting where normal lighting may fail.
Monthly functional tests
Each month, test all emergency lighting units to confirm they illuminate when the mains power is interrupted. For most systems, this is done by pressing a test button on each unit or using a central test facility.
The test should confirm:
- The unit switches on when mains power is removed
- The light output appears normal (not dim or flickering)
- The charging indicator shows normal operation when mains is restored
Monthly tests are brief - typically a few seconds per unit. This is enough to confirm operation without draining the batteries. Record all tests in your fire safety logbook.
Annual full duration test
Once a year, each emergency lighting unit must be tested for its full rated duration - typically 3 hours for most non-domestic premises. This confirms the batteries can sustain the required lighting level for the entire emergency period.
The annual test should be done by a competent person (either trained in-house staff or an external contractor). It involves:
- Switching off mains power to emergency lighting circuits
- Leaving units running on battery for the full rated duration
- Checking light output remains adequate throughout
- Recording any units that fail before the rated duration
- Restoring mains power and checking recharge indicators
Any units that fail the full duration test must be repaired or replaced promptly.
Annual professional servicing
Emergency lighting should be serviced annually by a qualified engineer. The service includes visual inspection, functional testing, battery condition assessment, and certification of compliance with BS 5266-1.
Dry riser inspection and maintenance
If your building has a dry riser system (vertical pipes for connecting fire hoses to upper floors), you must maintain it in efficient working order under Article 17 of the Fire Safety Order. Dry risers are typically required in buildings over 18 metres in height.
Fire door maintenance
Fire doors are critical safety features that contain fire and smoke, protecting escape routes and giving people time to evacuate. A fire door that does not close properly, has damaged seals, or has been propped open provides almost no protection.
The Fire Safety (England) Regulations 2022 introduced specific inspection frequencies for fire doors in multi-occupied residential buildings 11 metres or higher. Even if your premises are not covered by these regulations, regular fire door maintenance is required under Article 17 of the Fire Safety Order.
What to check on fire doors
Fire door inspections should check:
- Closing mechanism - door closes fully into the frame and latches securely without manual assistance
- Self-closing device - overhead closer or rising butt hinges function correctly
- Intumescent strips - intact and continuous around the door edge (these expand in heat to seal gaps)
- Smoke seals - intact and not painted over or damaged
- Gaps around frame - no gaps exceeding 3mm when door is closed
- Hinges - secure, correct number (usually 3), correct fire rating
- Door leaf - no holes, damage, or unauthorised modifications
- Glazing - if present, fire-rated glass with appropriate fire certification
- Letterboxes - only fire-rated letterboxes should be fitted to flat entrance doors
- Signage - 'Fire door - keep shut' signs displayed
Maintenance schedules for fire doors
- Weekly (all premises)
- Visual check that fire doors close properly and are not wedged open
- Quarterly (11m+ residential communal areas)
- Comprehensive inspection of all communal fire doors
- Annually (11m+ residential flat entrance doors)
- Best endeavours inspection of all flat entrance doors
- After any damage
- Immediate inspection and repair or replacement
Common fire door problems
Fire authorities frequently find these issues during inspections:
- Wedged or propped open - fire doors must remain closed unless fitted with automatic release mechanisms linked to the fire alarm
- Self-closer adjusted or removed - tenants sometimes adjust closers because doors are 'too heavy'
- Seals painted over - intumescent strips must remain exposed to function
- Gaps around frame - caused by building movement, wear, or poor installation
- Unauthorised modifications - cat flaps, non-fire-rated letterboxes, or holes drilled for cables
Any of these issues can result in enforcement action. Fire doors that cannot be repaired must be replaced with compliant fire-rated doors.
Escape route maintenance
Escape routes must be kept clear, unobstructed, and ready for use at all times. This is one of the most common areas of non-compliance found during fire authority inspections.
Daily checks
Check escape routes daily (or before each occupation period) to ensure:
- Corridors and stairways are clear of storage, rubbish, and obstructions
- Fire exits can be opened easily without keys
- External routes lead to a place of safety
- Fire exit signs are visible and illuminated (if internally lit)
- Fire doors are closed (not wedged open)
Fire exit doors
Fire exit doors must:
- Open outwards in the direction of escape
- Be fitted with panic hardware (push bars or pads) where required by your risk assessment
- Not be locked when the premises are occupied (or use emergency release mechanisms)
- Be clearly signed as fire exits
Check panic hardware operates smoothly. Test that emergency exit devices release the door immediately when pressure is applied.
Record keeping requirements
You must keep records of all fire safety maintenance. Fire authorities will ask to see these records during inspections, and they are essential evidence if you are ever investigated or prosecuted.
Fire safety logbook
Maintain a fire safety logbook (paper or electronic) containing:
- Fire alarm tests - date, time, call point tested, result
- Emergency lighting tests - monthly functional tests and annual duration tests
- Fire extinguisher checks - monthly inspections and annual service certificates
- Fire door inspections - dates, findings, and remedial actions
- Fire drills - dates, evacuation times, issues identified
- Staff training - dates and attendees for fire safety training
- Maintenance visits - service reports from contractors
- Faults and repairs - any faults found and actions taken to resolve them
- Retention period
- Keep records for at least 3 years (longer recommended)
- Format
- Paper logbook or electronic system - both acceptable
- Accessibility
- Records must be available for inspection by fire authority
- Responsibility
- Responsible person must ensure records are kept
What happens if you do not maintain equipment
Failure to maintain fire safety equipment is a breach of Article 17 of the Fire Safety Order. If the breach places people at risk, it is a criminal offence.
Common enforcement triggers
Fire authorities frequently take enforcement action for:
- Fire alarms not tested or serviced
- Fire extinguishers out of service, missing, or past service date
- Emergency lighting not working
- Fire doors propped open, damaged, or modified
- No maintenance records available
- Escape routes blocked or locked
An enforcement notice requires you to fix issues within a deadline (typically 28 days to 3 months). A prohibition notice can close your premises immediately if the risk is serious. Non-compliance with either notice is a criminal offence.
Action plan for fire safety equipment maintenance
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Identify all fire safety equipment on your premises
Create an inventory of all fire alarms, extinguishers, emergency lighting, and fire doors. Record locations and check that signage makes equipment easy to find.
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Set up a maintenance schedule
Create a calendar with all testing and servicing dates: weekly fire alarm tests, monthly extinguisher and emergency lighting checks, quarterly fire door inspections (if applicable), and annual professional services.
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Start a fire safety logbook
Whether paper or electronic, set up a logbook to record all tests, inspections, maintenance visits, and any faults identified. This is your evidence of compliance.
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Appoint someone to conduct regular tests
Designate a competent person (or persons) to carry out weekly and monthly tests. Train them on what to check and how to record it. Ensure cover for holidays and absences.
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Arrange professional servicing contracts
Contract with certified fire safety companies for six-monthly fire alarm servicing, annual extinguisher servicing, and annual emergency lighting servicing. Use BAFE-registered companies for assurance.
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Check fire doors immediately
Walk through your premises and check every fire door. Confirm they close fully, have intact seals, and are not propped open. Address any issues urgently.
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Review and improve
Periodically review your maintenance records. Look for patterns - recurring faults may indicate equipment needs replacement. Update your fire risk assessment if you identify new issues.