What Fire Safety Documentation Must You Keep

Good record keeping is one of the most important — and most overlooked — parts of fire safety compliance.
Across the buildings we assess in Chester, the North West and North Wales, the gaps we see most often are not faulty systems, but missing paperwork.

This page explains exactly which documents you must keep, why they matter, and how they protect you legally as a responsible person.

Why documentation matters

Fire services expect responsible persons to provide clear evidence that the building is being managed safely.
If you cannot produce records during an audit, the assumption will be that tasks were not done, even if they were.

Good documentation:

  • Demonstrates compliance

  • Helps track issues and maintenance

  • Supports insurers

  • Protects you legally

  • Ensures consistency between staff and contractors

  • Provides a clear audit trail

  • Helps plan remedial work

Essential Fire Safety Documents You Must Keep

Below is the complete list of documentation expected in almost every non domestic building and the common areas of residential buildings.

1. Fire Risk Assessment (Current and Previous Versions)

You must keep:

  • The latest fire risk assessment

  • Previous versions (showing the history of changes)

  • Action plans linked to each assessment

These documents show how the building’s compliance has evolved and provide continuity for new managers or owners.

2. Fire Alarm Testing and Maintenance Records

This includes:

  • Weekly fire alarm test logs

  • Six monthly fire alarm service reports

  • Fault logs and rectification notes

  • Certificates of commissioning or completion

Fire service audits always request these.

3. Emergency Lighting Test Records

You must retain:

  • Monthly flick test logs

  • Annual full duration test reports

  • Certificates from contractors

  • Evidence of remedial works

Missing documentation is one of the most common reasons for advisory notices.

4. Fire Door Inspection Records

You should have evidence of:

  • Six monthly (or more frequent) fire door inspections

  • Remedial works carried out

  • Certification for replacement doors

  • Compartmentation surveys (where relevant)

Fire doors are a major focus of UK enforcement activity.

5. Staff Training and Instruction Records

For commercial buildings, this includes:

  • Induction fire safety training

  • Refresher training

  • Fire warden training

  • Evacuation drills

  • Training session dates and attendance

Even in residential blocks with staff, training records are expected.

6. Evacuation Procedures and Strategy Documentation

This covers:

  • The chosen evacuation strategy (stay put, simultaneous evacuation or partial evacuation)

  • Any variations explained by the FRA

  • Tenant or staff instructions

  • Assembly point information

Fire services often ask how the strategy is communicated.

7. Maintenance Certificates and Service Reports

For systems such as:

  • Fire alarms

  • Emergency lighting

  • Fire extinguishers (if used)

  • Sprinklers

  • AOVs and smoke control systems

  • Dry and wet risers

  • Fire shutters

  • Gas suppression systems

These are essential for demonstrating the building is being kept in a fit and working condition.

8. Records of Alterations or Works Affecting Fire Safety

Any change to the building that could affect fire safety should be documented.
This includes:

  • Refurbishments

  • Changes to layout

  • New partitions

  • New alarm installations

  • Electrical works

  • Changes to fire doors

  • Alterations to compartmentation

Keep drawings, certificates and contractor reports.

9. Enforcement Letters or Advisory Notices

If the fire service has visited your building, retain:

  • Audit reports

  • Advisory letters

  • Enforcement notices

  • Prohibition notices

  • Evidence of compliance with required actions

These documents show how issues were identified and resolved.

10. Contractor Competence Evidence

You should keep proof that contractors are competent for fire safety work.
This can include:

  • Accreditation certificates

  • Insurance details

  • Qualifications

  • References or membership of recognised bodies

Competence is a legal requirement.

Where to store fire safety documentation

Best practice is to store documents:

  • In a central digital folder

  • In a fire safety file/operations manual onsite

  • With backups accessible to senior staff

  • In a format suitable to show auditors quickly

Many responsible persons lose time — and credibility — simply because they cannot find documents during an audit.

How long to keep the documents

As a rule of thumb:

  • Keep all FRA documentation for the life of the building

  • Keep testing logs and maintenance records for at least 3 years

  • Keep enforcement notices indefinitely

  • Keep training records for as long as staff remain employed

Historical data helps identify trends and recurring faults.

The Fletcher Risk approach

We help responsible persons achieve full compliance by providing:

  • Fire risk assessments

  • Documentation reviews

  • Logbook templates

  • Fire door inspection reports

  • Contractor competence checks

  • Pre audit and post audit support

If you manage buildings across Chester, the North West or North Wales, we can help ensure your documentation meets legal and practical expectations.

Book a fire risk assessment or speak to the team:
https://www.fletcherrisk.co.uk

Disclaimer

This page provides general guidance only. It does not constitute legal advice and should not be relied upon as a substitute for a full fire risk assessment or professional consultation. Fire safety requirements vary depending on building type, condition and occupancy. Fletcher Risk Management Ltd accepts no liability for decisions made based on this content. Always consult a competent professional for guidance on your property.

Fletcher Risk Team - 28 November 2025

Tim Fletcher