A fire door inspection record book is used to record checks, defects, actions and follow-up evidence for fire doors in a building.
It helps Responsible Persons show that fire doors are being inspected and maintained as part of routine fire safety management.
The record book does not need to be complicated. It needs to be clear, consistent and easy to follow.
Quick answer: what should a fire door inspection record book include?
A fire door inspection record book should normally include:
- door reference or asset ID
- door location
- inspection date
- inspector name or initials
- condition of key components
- defects found
- actions required
- follow-up date
- completion status
- evidence of repair or re-check
The record should show which door was checked, what was found and what happened next.
Why fire door inspection records matter
Fire doors can deteriorate through normal use.
Routine inspections help identify issues such as:
- damaged seals
- missing signage
- faulty closers
- excessive gaps
- damage to the door or frame
- lack of visible inspection evidence
A record book helps demonstrate that checks are happening and that findings are being managed.
Without records, it can be difficult to show that fire doors are being maintained, even where checks have taken place.
What should be checked during each inspection?
A record book will usually reflect the main areas checked during a fire door inspection.
These commonly include:
- door leaf condition
- frame condition
- gaps and clearances
- hinges
- door closer operation
- latching
- intumescent and smoke seals
- glazing condition, where relevant
- fire door signage
- visible evidence of previous checks
The exact inspection method should reflect the building, the Fire Risk Assessment (FRA) and the competence of the person carrying out the checks.
Should fire door records be paper or digital?
Fire door records may be kept on paper, digitally, or through a combination of both.
Paper records can be useful where site teams need a simple inspection log.
Digital records may be useful where photographs, contractor reports and multiple sites need to be managed.
The format is less important than the quality of the record.
Good records should be:
- easy to update
- easy to understand
- linked to the correct door
- available when needed
- consistent across the building
How often should the record book be updated?
The record book should be updated whenever a relevant inspection, defect, repair or follow-up action takes place.
This may include:
- routine inspections
- re-inspections after a defect
- checks after building works
- checks after reported damage
- completion of remedial work
- follow-up after Fire Risk Assessment actions
Where inspections are carried out quarterly, six-monthly or at another set frequency, the record book should reflect that schedule.
How asset IDs improve record books
Asset IDs make inspection records easier to follow.
Instead of relying only on descriptions such as “corridor door” or “door near stairwell”, each door can be given a fixed reference.
For example:
| Door ID |
Location |
Last checked |
Status |
| 001 |
Ground floor lobby |
12 May 2026 |
No action |
| 109 |
First floor corridor |
12 May 2026 |
Action required |
| 922 |
Stairwell door |
12 May 2026 |
Re-check needed |
This makes it easier to link records, tags, photographs and contractor reports to the same door.
How record books support Fire Risk Assessment follow-up
A Fire Risk Assessment (FRA) may identify that there is no clear evidence of ongoing fire door checks.
A record book can help address this by showing:
- inspection dates
- who carried out checks
- which doors were checked
- what defects were found
- what action was taken
- whether actions were closed
This can help demonstrate that fire door management is active rather than informal or undocumented.
Common record-keeping mistakes
Common problems include:
- not recording door references
- using vague location descriptions
- recording inspections but not defects
- recording defects but not follow-up actions
- not updating records after repairs
- keeping photographs without linking them to a door
- relying only on verbal confirmation
- using different formats across the same site
The record should create a clear trail from inspection to action and closure.
