Fire door record keeping helps Responsible Persons demonstrate that fire doors are being inspected, maintained and repaired where required.
During a Fire Risk Assessment, assessors may ask for evidence of inspection schedules, completed checks, defects, remedial actions and confirmation that issues have been resolved. Without clear records, fire door actions can remain open even where physical work has been completed.
Quick answer: what fire door records should be kept?
Fire door records commonly include:
- An inspection schedule
- Completed inspection checklists
- Door references or asset numbers
- Defects identified
- Remedial actions required
- Evidence of repair or completion
- Dates of checks and follow-up action
The records should make it clear which door was inspected, what was found, and what action was taken.
What should be recorded for each fire door?
For each fire door, records should normally include:
- Door reference or location
- Inspection date
- Inspector name or initials
- Condition of the door leaf, frame, seals, hinges and closer
- Signage condition
- Any defects found
- Actions required
- Date action was completed
- Evidence used to close the action
This creates a clear audit trail from inspection through to completion.
Why record keeping matters
Fire Risk Assessments (FRA) routinely look for evidence that:
-
inspections are happening
- defects are identified
- actions are tracked
Without records, it can be difficult to demonstrate compliance, even where doors appear serviceable.
Are written records legally required?
UK fire safety legislation focuses on ensuring that fire precautions are maintained in effective working order.
In practice, many Fire Risk Assessments and enforcing authorities expect Responsible Persons to be able to demonstrate that inspection and maintenance activities are taking place.
Because of this, keeping documented evidence is widely treated as best practice.
What inspectors typically look for
Assessors may ask to see:
Absence of documentation is frequently noted.
Common record keeping findings in Fire Risk Assessments
These include:
- no formal log
- inconsistent documentation
- uncertainty about inspection frequency
- lack of traceability
How record keeping issues are usually addressed
Record keeping issues are usually addressed by introducing a simple, consistent system.
This may include:
The system does not need to be complex. It just needs to show that inspection and maintenance are being managed properly.
Products commonly used for fire door records
Common products used to support fire door record keeping include Fire Door Inspection Record Books for logging checks, defects and actions, Fire Door Asset ID Labels for giving each door a unique reference and Fire Door Inspection Tags for visible evidence that checks are taking place.
These products help connect the physical door, written records and remedial action history.
