What the law requires
Is a fire-safety logbook legally required?
The Fire Safety Order does not prescribe one universal book or template. It does require the FRA and fire-safety arrangements to be recorded, and requires effective maintenance, procedures, information and training. Records are a practical way to demonstrate and manage those duties.
Additional record and information duties apply to some residential buildings under the Fire Safety (England) Regulations and Building Safety Act regime. A paper book, digital system or controlled combination can work if it is complete, available and kept current.
Core register
What records should be kept?
Keep enough information to understand the building, demonstrate routine control and hand responsibility over without losing safety-critical knowledge.
Assessment and plan
Current and previous FRA versions, emergency plan, actions, reviews and assessor details.
Systems and equipment
Alarm, emergency lighting, extinguishers, sprinklers, smoke control, risers and associated defects.
Passive protection
Fire-door checks, compartmentation surveys, repairs, drawings and fire-stopping evidence.
People and exercises
Training, inductions, wardens, drills, assistance arrangements and learning.
Events and impairments
Fires, false alarms, near misses, disabled systems, interim controls and restoration.
Building information
Fire strategy, Regulation 38 handover, certificates, cause-and-effect and contractor reports.
Evidence matrix
Match each record to its frequency driver
Different checks have different frequencies based on law, standards, manufacturer instructions, risk and the building’s strategy. The logbook should state the applicable regime rather than forcing every asset into the same interval.
| Record area | Record at minimum | Frequency comes from |
|---|---|---|
| Fire alarm | User tests, service visits, activations, false alarms, defects and isolations | FRA, system design, current standard and maintenance instructions |
| Emergency lighting | Functional tests, duration tests, failures and repair | FRA, current standard and manufacturer information |
| Fire doors | Inspection scope, defects, access attempts, repair and recheck | Building type, specific regulations, FRA and risk |
| Extinguishers | Routine checks, service, discharge, replacement and location change | FRA, current standard and service instructions |
| Drills and training | Date, audience, scenario, outcome, absence, learning and action | Premises risk, staff turnover, plan and review findings |
| Remedial actions | Priority, owner, deadline, interim measure and closure evidence | FRA, inspection, incident or enforcement finding |
Reliable records
What makes an entry useful?
Entries should be attributable, dated and specific. Identify the asset or location, result, defect, person completing the check and evidence of follow-up. Attach contractor reports without replacing the management entry that explains outstanding actions.
Control document versions and protect sensitive personal information, particularly assistance plans. Ensure relevant records can be made available to enforcing authorities and incoming responsible persons.
- Unique asset or location reference
- Date, time, checker and competence where relevant
- Test or inspection performed and actual result
- Defect severity and interim control
- Action owner, target date and closure evidence
- Version, storage location and access permissions
History and handover
How long should fire-safety records be retained?
There is no single universal retention period covering every fire-safety record. Specific rules, contracts, insurers, standards or building-safety duties may affect retention. Keep the current information and enough superseded evidence to demonstrate maintenance, decisions, trends and completed actions.
During a change of responsible person, pass relevant fire-safety information to the incoming dutyholder. Test backups and avoid formats that become inaccessible when a contractor account closes.