When a Fire Risk Assessment identifies fire door defects, the action is not usually closed just because repair work has been arranged. The Responsible Person may need to show clear evidence that the issue was corrected, recorded and linked back to the specific door or location.
This page explains what evidence is commonly used to close fire door actions after an FRA, including photographs, contractor records, inspection logs, asset references and updated inspection tags.
Quick answer: what evidence is needed to close a fire door action?
Evidence usually needs to show three things:
Common evidence includes dated photographs, contractor invoices or reports, updated inspection records, asset numbers, inspection tags and completion notes.
Why evidence is important
Fire Risk Assessments often create an action plan. Once a fire door issue has been recorded, the Responsible Person is normally expected to show that the action has been reviewed, addressed and closed.
At follow-up, assessors may ask:
“How do you know this has been fixed?”
Without clear evidence, an action may remain open even if work has been carried out. This is especially common where records do not show which door was repaired, when the work was completed, or who checked the result.
What evidence typically looks like
Evidence does not need to be complicated, but it should be clear and traceable.
Common examples include:
Evidence type
|
What it helps prove
|
| Dated photographs |
Shows the visible condition before or after remedial work |
| Contractor invoice or report |
Shows that repair or replacement work was carried out |
| Updated inspection record |
Shows that the door was rechecked after the action |
| Asset ID or door reference |
Links the action to a specific fire door |
| Inspection tag update |
Provides visible evidence that the door has been checked |
| Completion note |
Records that the action has been reviewed and closed |
The strongest evidence links the original defect, the completed action and the specific fire door.
What good closure evidence should include
Good evidence usually answers the following questions:
- Which door or location did the action relate to?
- What defect was originally identified?
- What work or corrective action was completed?
- When was the action completed?
- Who carried out or checked the work?
- Is there a record showing the action can be closed?
For larger buildings, this is where asset numbering becomes useful. A door reference or asset ID helps ensure that photographs, inspection tags, log books and contractor reports all point to the same door.
What causes problems
Fire door actions often remain open because the evidence is incomplete or unclear.
Common problems include:
- Verbal confirmation without written records
- Photographs that do not identify the door or location
- Invoices that describe work generally but do not list the affected doors
- Inspection records that are not updated after repairs
- No asset number or door reference
- Uncertainty about whether the original defect was rechecked
These issues can make it difficult to demonstrate that the specific fire door action has been resolved.
Traceability is key
Inspectors usually want to see a clear link between:
- The original problem
- The door or location affected
- The remedial action completed
- The evidence showing completion
- The date the action was closed
For example, if an FRA records “Fire door to second-floor stairwell does not self-close”, the closure evidence should make it clear that the same door was adjusted, rechecked and recorded as closing correctly.
A structured inspection record, supported by asset ID labels or inspection tags, helps avoid ambiguity.
How sites usually improve
Most sites improve closure evidence by introducing a simple, consistent system.
This may include:
- Assigning each fire door an asset number
- Keeping a fire door inspection record book
- Updating inspection tags after checks or remedial work
- Storing dated photographs with the door reference
- Keeping contractor paperwork linked to the relevant action
- Recording when each action was closed
The system does not need to be complex. It just needs to make it clear what was found, what was done and how the action was closed.
Products commonly used to support evidence
Fire door record keeping products help create a clear link between inspection findings, remedial actions and completed work.
Fire Door Inspection Record Books are used to document routine checks, defects and completion notes; Fire Door Asset ID Labels are used to give each door a unique reference number; and Fire Door Inspection Tags are used to show visible evidence that checks are taking place
These products do not replace competent inspection or repair work, but they can help Responsible Persons demonstrate that fire door actions are being managed and recorded.
