The Number One Reason Facilities Managers Fail Fire Safety Inspections

30th May 2025

For facilities managers, ensuring fire safety compliance is a major responsibility. From maintaining fire alarms and extinguishers to making sure that emergency exits are accessible, fire safety is crucial in safeguarding the lives of employees, tenants, and visitors. However, many facilities managers face a serious challenge when it comes to fire safety inspections. While there can be several reasons why a fire safety inspection might fail, there is one common issue that stands out: lack of thorough documentation and record-keeping.

In this blog post, we’ll explore why this issue is so prevalent, why it leads to failed fire safety inspections, and how facilities managers can avoid this pitfall by maintaining proper records and ensuring continuous compliance.

Why Documentation Matters for Fire Safety Compliance

Fire safety inspections are conducted to ensure that facilities comply with local regulations and that appropriate safety measures are in place to prevent and respond to fires. During an inspection, authorities will typically evaluate various factors, including:

Fire alarm and detection systems
Fire extinguishers and other fire-fighting equipment
Emergency exits and escape routes
Fire doors and their maintenance
Employee fire safety training and evacuation plans

While these elements are important, the number one reason facility managers fail fire safety inspections is often related to documentation. Fire inspectors are not just assessing whether the systems are in place. They’re also looking for the proper documentation that proves the systems are maintained, tested, and functional.

The Pitfalls of Inadequate Documentation

Fire safety regulations require facilities managers to keep detailed records of inspections, maintenance, and training activities. These records are necessary to prove that all fire safety measures have been consistently implemented and maintained.

Some of the most common documentation issues that lead to failed inspections include:

1. Missing or Outdated Fire Risk Assessments

One of the most important documents for any facility is the fire risk assessment. This document should be reviewed and updated regularly to reflect any changes to the facility or its fire risks. If a facility has not updated its fire risk assessment in several years or cannot provide one at all, it will fail an inspection.

An updated risk assessment helps demonstrate to inspectors that fire hazards have been considered, mitigated, and addressed. Without this crucial document, facilities managers cannot prove that they are compliant with fire safety regulations.

2. Incomplete or Missing Maintenance Logs

Fire safety equipment, such as fire alarms, extinguishers, and sprinkler systems, requires regular inspections and maintenance. Failure to keep proper logs of these activities can result in an inspection failure. Inspectors will look for records that demonstrate that equipment has been regularly tested, repaired, and maintained according to manufacturer guidelines and legal requirements. If these records are incomplete, inspectors will flag the facility as non-compliant.

3. Lack of Employee Fire Safety Training Records

Another key area of documentation that inspectors check is whether employees have received adequate fire safety training. All staff members should know how to use fire extinguishers, understand evacuation procedures, and be familiar with fire safety protocols. If a facility cannot provide records that show staff members have received up-to-date training, it’s likely to fail the inspection.

Training records should be detailed, including the dates of training sessions, names of attendees, and the content covered. A lack of up-to-date training records may indicate that fire safety is not being taken seriously, which can lead to fines or penalties.

4. Inconsistent Fire Drill Logs

Fire drills are a crucial part of ensuring that employees know how to react in the event of a fire. Regular fire drills should be conducted, and records of these drills must be kept. Inspectors will ask to see fire drill logs, including the dates of the drills, the number of participants, and any outcomes or issues that arose. If fire drills haven’t been conducted regularly or if logs are missing, this can lead to a failed inspection.

How to Avoid Fire Safety Inspection Failures

Facilities managers can avoid the common pitfall of failing fire safety inspections due to documentation errors by following these steps:

1. Implement a Consistent Documentation System

Create a clear, organised system for tracking all fire safety-related activities, from risk assessments and equipment maintenance to employee training and fire drills. This system should include easily accessible records that are updated regularly and maintained securely. Implementing a digital system can help streamline this process, providing quick access to important documents whenever necessary.

2. Keep Detailed Fire Risk Assessments

Ensure that fire risk assessments are not only up-to-date but also comprehensive. A well-documented fire risk assessment includes a clear record of any identified risks, the mitigation strategies in place, and any necessary corrective actions. These assessments should be reviewed regularly and updated whenever there are significant changes to the building, its use, or the surrounding environment.

3. Conduct Regular Maintenance and Record It

Regularly maintain and test fire safety equipment according to manufacturer recommendations and legal requirements. Keep detailed records of inspections, repairs, and replacements. A comprehensive log of fire equipment maintenance ensures that you can easily demonstrate compliance with fire safety regulations during inspections.

4. Ensure Regular Employee Fire Safety Training

Conduct regular fire safety training sessions for all employees, particularly new hires and those in high-risk areas. Keep detailed records of these training sessions, including attendance, dates, and the topics covered. This will show that employees are adequately trained and prepared for emergency situations.

5. Schedule Fire Drills and Keep Logs

Regular fire drills should be conducted at least once a year, or more frequently if required. Keep thorough logs of all fire drills, including the date, time, number of participants, and any issues encountered during the drill. This demonstrates your commitment to preparing employees for an emergency situation.

Conclusion: Stay Proactive with Fire Safety Documentation

The number one reason facilities managers fail fire safety inspections is often poor documentation. Proper documentation is vital in demonstrating compliance with fire safety regulations, and it provides a clear record that your facility is committed to fire safety.

At Fire Stoppers, we understand the importance of maintaining proper documentation and ensuring that your fire safety systems are consistently monitored and updated. Our team can help you with everything from fire risk assessments to fire safety training and equipment maintenance. Let us help you stay compliant and ready for your next fire safety inspection.