Fire Safety Checklist: Preparing for an Inspection

Preparing for a fire safety inspection may seem daunting, but with the right checks in place, it can be a smooth, straightforward process. Whether you’re a landlord, letting agent, or business owner, using a clear fire safety checklist ensures you stay compliant with UK regulations and keep everyone in the building protected.

This guide will walk you through what to check before your inspection and why each item matters.

Why Fire Safety Preparation Matters

Failing a fire safety inspection can lead to legal action, fines, or loss of licensing. More importantly, it puts people at risk. Preparing for an inspection shows that you’re taking your responsibilities seriously. It also helps ensure that any hazards are resolved before they become a real danger.

Fire Safety Checklist for Landlords and Business Owners

Use this checklist to prepare your property for an upcoming fire safety inspection. Each point has a direct impact on the safety of occupants and the outcome of your inspection:

Smoke Alarms and Detectors: Test all alarms individually. Check positioning in hallways, bedrooms, and communal areas, and confirm they are interlinked where required by law.
Emergency Lighting: Inspect every light fixture. Ensure they activate when the mains power is cut and that test records are up to date and accessible.
Escape Routes: Remove any obstacles from hallways or stairwells. Confirm exit doors are easy to open without a key, and that all signage is illuminated where required.
Fire Doors: Check for proper installation and condition. Doors should self-close fully, latch securely, and show no gaps or warping that would allow smoke or fire through.
Fire Extinguishers and Equipment: Verify annual servicing labels. Position extinguishers where users can easily access them without obstruction and ensure the right types are installed for different risks.
Electrical Safety: Inspect all plug sockets and distribution boards. Avoid daisy-chained extensions and replace any damaged or overloaded equipment immediately.
Signage: Fire action signs should be displayed near exits and on each floor. Escape plans should be easy to read and ideally laminated to resist damage or tampering.
Access for Inspectors: Make sure no areas are locked or obstructed. Have keys available for locked doors, including service areas, risers, and electrical cupboards.
Documentation: Print and prepare your most recent fire risk assessment report, logbook entries for alarm tests and servicing, and any training records for staff or tenants.

Common Mistakes to Avoid

Even well-managed buildings can fail fire inspections due to common oversights. One of the most frequent is assuming that annual maintenance alone is enough to pass. In reality, daily practices and tenant behaviour play a significant role.

Neglecting to regularly test alarm systems or update documentation, storing flammable materials near exits, or wedging open fire doors can all result in inspection failures. These issues are easy to overlook but can carry serious consequences.

Keeping a short internal checklist for weekly or monthly walk-throughs can help identify these mistakes early. Small efforts made consistently are often what keep a property compliant in the long term.

Landlords often fail inspections due to overlooked details. Fire doors that don’t shut fully, blocked escape routes, or expired extinguisher servicing dates are among the most common problems. Likewise, missing documentation can be a red flag for inspectors, even if the physical safety measures are in place.

Preparing Your Occupants

Good communication is essential when preparing for an inspection. Inform tenants, employees, or residents of what to expect and how they can help maintain a safe environment. This includes not obstructing exits, reporting hazards, and understanding the building’s fire safety procedures.

Encourage residents or staff to report any broken alarms, faulty lights, or blocked escape routes in advance. Clear communication can help resolve minor issues before they are highlighted by the inspector, showing that you are proactive and responsible as a property manager.

It helps to let tenants, staff, or occupants know when the inspection will happen. Remind them not to block exits or tamper with equipment. If there’s a shared fire procedure, ensure it is communicated and available for reference.

When to Book a Professional Fire Risk Assessment

If you’re unsure whether your property meets fire safety standards, it’s wise to arrange a professional assessment before the official inspection. This can highlight any issues early and help you avoid non-compliance.

You can learn more about our services on our Fire Risk Assessment page or request a quote to speak with one of our assessors.

What Inspectors Are Looking For

Understanding what fire safety inspectors prioritise can give you a big advantage during the preparation process. They typically focus on areas where risk is highest and where previous inspections have flagged concerns. Expect close attention to alarm testing logs, the condition and function of fire doors, and the accessibility of escape routes.

Inspectors may also speak to staff or tenants to confirm whether they understand fire procedures. If your occupants know what to do and where to go in an emergency, it reflects well on your management approach. Ultimately, the more confidently you can demonstrate your commitment to safety, the smoother the inspection will go.

Additional Tips for a Smooth Inspection

Beyond physical checks and paperwork, your attitude toward safety matters. Be present for the inspection if possible, and provide any documentation the inspector requests without delay. Having an open and helpful approach shows professionalism and can build a good rapport with local authorities.

Consider walking the inspector through recent safety improvements, upgrades to alarms, or repairs you’ve made. This not only demonstrates compliance but can also show that you’re committed to continually improving the safety of your building.

If you’re managing multiple properties, keep a centralised system for scheduling checks, storing records, and tracking any follow-up tasks. It’s a simple step that ensures you’re always prepared, even if an inspection is on short notice.

Final Thoughts

Preparing for a fire safety inspection doesn’t have to be complicated. With a reliable fire safety checklist in place, you can reduce risk, avoid penalties, and demonstrate your commitment to compliance. Stay proactive, stay informed, and if you need help, contact our team for expert advice.