Sample Fire Safety Checklist for Apartment Buildings

The Management's Fire Safety Duty

Under fire protection legislation, putting in place and maintaining fire safety measures in common areas is the management's responsibility. The duty is not limited to having equipment; it also requires keeping that equipment operational and escape routes clear.

If a shortcoming is identified after a fire, the manager and the owners may be held liable. Checks should therefore be recorded.

Extinguisher Inspection Intervals

Extinguishers must be visually inspected on site once a year. For dry powder units, the powder is discharged and the unit refilled at the end of the fourth year.

Maintenance and refilling must be carried out and documented by firms holding the appropriate competence certificate. The label on the unit should clearly show the last inspection and refill dates.

Escape Route Rules

• No belongings, bicycles or shoe racks may be placed in stairwells, landings or corridors
• Fire escape doors must not be kept locked
• Emergency exit signs and lighting must be operational
• Fire hose cabinets and extinguishers must not be obstructed
• Shelters and plant rooms must not be used for storage

Blocking an escape route is the most common and most dangerous breach. The management should issue a written warning and, if that fails, take the matter to the general assembly.

Copyable Fire Safety Checklist

……………………… APARTMENT / COMPLEX

PERIODIC FIRE SAFETY CHECKLIST

Date of check: …/…/20…    Checked by: ………………………

1. FIRE EXTINGUISHERS

Location — Type/Capacity — Last refill — Pressure gauge — Status
………… — ………… — …/…/20… — OK/Not OK — OK/Deficient
………… — ………… — …/…/20… — OK/Not OK — OK/Deficient
………… — ………… — …/…/20… — OK/Not OK — OK/Deficient

Total units: ……   Passed: ……   Requiring service: ……

2. ESCAPE ROUTES
Stairwells and landings clear: Yes / No — Notes: ………………
Fire escape door opens: Yes / No
Exit signs legible: Yes / No
Emergency lighting works: Yes / No

3. DETECTION AND ALARM
Smoke detectors (common areas) working: Yes / No / None
Fire alarm call point working: Yes / No / None

4. INSTALLATIONS AND OTHER
Fire hose and valve in order: Yes / No / None
Electrical panel unobstructed: Yes / No
Gas valve and detector in order: Yes / No / None
Shelter/plant room used for storage: Yes / No

5. DEFICIENCIES IDENTIFIED AND ACTIONS
1. ……………………… — Responsible: ……………… — Deadline: …/…/20…
2. ……………………… — Responsible: ……………… — Deadline: …/…/20…

6. NEXT CHECK DUE: …/…/20…

Manager ……………… Signature    Checked by ……………… Signature

Copyable Deficiency Notice

……………………… APARTMENT / COMPLEX MANAGEMENT

FIRE SAFETY DEFICIENCY NOTICE

Date: …/…/20…

Dear Occupant of Unit No. ……,

During the fire safety check carried out on …/…/20…, the following was identified in relation to your unit:

……………………… (shoe rack and belongings placed on the landing / the area in front of the fire escape door obstructed / a bicycle left in front of the fire hose cabinet)

This narrows the evacuation route in the event of fire and endangers the safety of all residents. Keeping escape routes clear and unobstructed at all times is a legal requirement.

We therefore ask that the deficiency be remedied within …… days of service of this notice.

If it is not remedied within that period, the matter will be taken to the general assembly and dealt with under the applicable legislation.

Thank you for your understanding.

……………………… Apartment/Complex Management

Manager: ……………… (Full Name) — Signature

RECEIVED BY: ……………… — Signature — Date: …/…/20…

Filling Guide

Complete a separate line for each unit of equipment. A blanket "all in order" carries no weight in an inspection or after an incident.

Where a deficiency is found, record the responsible person and a deadline. An untracked list of deficiencies does not reduce liability; it shows the problem was knowingly ignored.

Keep the forms on file annually. Past records are the strongest evidence that maintenance was carried out.

After the Check

The budget needed to remedy deficiencies should be put to the general assembly. Fire safety expenditure is a common expense allocated in proportion to land shares.

Maintenance and refill certificates from an accredited firm should be kept on file. These documents are requested in both insurance and inspection processes.

Common Mistakes

• Using the stairwell for storage: the most common and most dangerous breach.
• Locking the fire escape door: security concerns do not justify this.
• Not tracking refill dates: an out-of-date unit may fail to work.
• Using an unaccredited firm: maintenance without a competence certificate is not valid.
• Keeping no records: maintenance carried out cannot be proved.

This content and these templates are for information only and are examples. Fire safety is a technical field; obtain support from accredited firms and consult current legislation.