If you manage a business, rental property, or block of flats in Surrey, you’ll know that staying on top of fire safety isn’t just about alarms, extinguishers, or signage — it’s about proof.
When Surrey Fire & Rescue Service visit your premises for an inspection or audit, the first thing they’ll ask for isn’t your fire alarm — it’s your paperwork.
Without proper documentation, you can’t demonstrate compliance with the Regulatory Reform (Fire Safety) Order 2005 — and that could land you with an enforcement notice or worse.
So what exactly do you need to keep on file, and how should you organise it? Let’s walk through the essential fire safety records every Surrey business or property manager should maintain.
Why Documentation Matters
The law doesn’t just say you must keep your building safe — it says you must be able to prove it’s safe.
That’s why Article 11 of the Fire Safety Order requires the Responsible Person (usually the employer, landlord, or managing agent) to record all fire safety arrangements, maintenance, and training.
If an incident happens — or if an inspector calls — those records are your best defence.
Good documentation shows:
✅ You’ve identified and assessed fire risks.
✅ You’re maintaining systems and equipment.
✅ You’re keeping people informed and trained.
✅ You’re reviewing safety measures regularly.
It’s the evidence that turns “we take fire safety seriously” from a statement into a fact.
The Fire Safety Logbook
Think of your fire safety logbook as your compliance diary.
Every time you test, check, or service something — it goes in there.
Whether digital or paper, it should include sections for:
- Fire alarm tests (weekly)
- Emergency lighting tests (monthly and annually)
- Fire extinguisher inspections (monthly and annually)
- Fire door checks (quarterly and annually)
- Fire drills and staff training
- Maintenance records from contractors
- Notes on any faults, repairs, or follow-up actions
If Surrey Fire & Rescue visit, this is often the first thing they’ll want to see. It proves you’re not just reacting — you’re managing fire safety proactively.
You can download a free example template from the GOV.UK Fire Safety Risk Assessment guide.
Essential Documents You Must Keep
Here’s a complete list of what every Surrey business or property manager should have on file:
1️⃣ Fire Risk Assessment (FRA)
Your FRA is the foundation of your entire fire safety management system. It must be:
- “Suitable and sufficient” (as per the Fire Safety Order)
- Completed by a competent person
- Reviewed annually or when the building, staff, or risks change
You can find guidance on what a competent assessor looks like via the Fire Sector Federation Competence Register.
2️⃣ Action Plan and Remedial Work Records
Every Fire Risk Assessment will produce recommendations. Keep records of what’s been fixed, upgraded, or scheduled — such as installing new alarms, replacing doors, or training staff.
Inspectors want to see progress, not perfection. Being able to show you’re working through your action plan demonstrates due diligence.
3️⃣ Testing and Maintenance Certificates
Keep up-to-date certificates for:
- Fire alarms (BS 5839-1:2025)
- Emergency lighting (BS 5266-1:2016)
- Fire extinguishers (BS 5306-3:2017)
- Electrical installations (EICR certificates under BS 7671)
- Fire doors (inspection reports under BS 8214)
These should be issued by competent, qualified engineers. For local reference, Surrey Fire & Rescue – Business Safety lists what documentation inspectors expect to see.
4️⃣ Training and Drill Records
Under Article 21 of the Fire Safety Order, you must provide staff with fire safety training — and record it.
Your log should include:
- Induction training for new staff
- Refresher training (at least annually)
- Fire warden or marshal training
- Evacuation drill logs and timings
Keep copies of attendance sheets and certificates of completion.
For HMOs and residential buildings, record when fire safety information is provided to residents, as required by the Fire Safety (England) Regulations 2022.
5️⃣ Maintenance Logs and Fault Reports
If something breaks, record it — along with when it was repaired.
Every fault should have a trail:
- Who reported it
- What was done to fix it
- When it was verified as working again
This demonstrates that your fire safety systems aren’t just installed — they’re actively managed.
6️⃣ Contractor and Service Records
Keep copies of:
- Service agreements with fire alarm and extinguisher companies
- Competency certificates for contractors
- Insurance and accreditation documents (BAFE, NICEIC, etc.)
Surrey Fire & Rescue can (and sometimes will) ask for proof that your suppliers are competent and qualified.
7️⃣ Building Plans and Evacuation Drawings
Your fire evacuation plan should clearly show:
- Escape routes and exits
- Assembly points
- Locations of extinguishers and call points
- Areas of refuge for mobility-impaired users
For residential buildings over 18 metres, the Fire Safety (England) Regulations 2022 require these to be shared digitally with the local fire service — including floor plans and key equipment locations.
How Long to Keep Records
Different records have different retention periods, but as a rule of thumb:
| Document Type | Recommended Retention |
|---|---|
| Fire Risk Assessment | Until superseded (keep old versions for at least 3 years) |
| Maintenance Certificates | Minimum 3 years |
| Training & Drill Logs | Minimum 3 years |
| Fire Door Inspections | Minimum 3 years |
| Fault and Repair Logs | Minimum 3 years |
| Building Plans & Drawings | Permanently (update when altered) |
These timeframes align with enforcement and insurance best practice — and they give you a complete audit trail if anything goes wrong.
Where to Store Everything
Ideally, keep both physical and digital copies of all records.
Digital backups (cloud storage or secure servers) mean you can access them quickly if your main copies are damaged in a fire or flood.
For larger organisations, a digital fire safety management system can automate logbooks, reminders, and reports.
If you manage multiple sites across Surrey, it’s worth consolidating everything in one central database — it makes life easier for you and inspectors.
What Happens If You Don’t Have Records
During an audit, Surrey Fire & Rescue will expect to see clear, up-to-date documentation.
If you can’t provide it, they can issue an Enforcement Notice, requiring you to produce or update your records within a set timeframe.
In serious cases — where a lack of records indicates wider safety failings — they can issue a Prohibition Notice, temporarily closing your premises, or even prosecute.
Remember: “We do those checks, but we don’t write them down” is not compliance.
Making Fire Safety Record-Keeping Easy
At Fire Risk Assessment Surrey, we help businesses, landlords, and property managers across Guildford, Woking, Camberley, Farnham, and Epsom stay compliant and organised.
We’ll:
- Review your existing Fire Risk Assessment and documentation
- Set up a simple fire safety logbook system (digital or paper)
- Carry out annual reviews and updates
- Provide clear templates for training, maintenance, and record-keeping
Because compliance shouldn’t be chaos — it should be simple, structured, and secure.
Book your Fire Risk Assessment in Surrey and let us help you build a complete fire safety paper trail that keeps you legal, prepared, and protected.
