By SupplycZar editorial team · Published 21 September 2026 · 6 min read
Fire systems are inspected, tested and serviced by licensed agencies on their own schedules. In between, the building changes: a fire door gets wedged open, an extinguisher is moved behind a cabinet, a detector is left covered after a fit-out. A short, disciplined quarterly walk-through by your own team catches this kind of drift before an audit or an incident does.
What your team can check, and what it should leave alone
Facility staff can look, record and report. Silencing alarms, isolating zones, closing sprinkler valves or discharging equipment are not part of a routine check, and should happen only under authorisation from the responsible person and the licensed agency. If a check turns up a fault, log it and raise it with the agency the same day. These quarterly checks slot into the wider preventive maintenance programme for the building.
Portable fire extinguishers
Selection, installation and maintenance of extinguishers are covered by IS 2190, and portable extinguishers are built to IS 15683. Check the current editions and confirm requirements with your fire consultant. Between servicing visits, look at each unit for the following.
Extinguisher check
- Pressure gauge, where fitted, in the operating zone.
- Safety pin in place and tamper seal intact.
- Date tag showing last service and next due date; overdue units flagged to the servicing agency.
- Unit mounted securely on its bracket or stand at a suitable height, with no dents, corrosion, damaged hose or blocked nozzle.
- Type matches the hazard nearby, for example not a water-based unit beside electrical panels; confirm against your consultant’s layout.
- Signage visible and the approach unobstructed.
- Refillable units: recharge and pressure tests done only by a competent servicing agency, with certificates kept on file.
Alarm, detection and suppression systems
The alarm panel tells you a lot if someone reads it. Record what you see and leave functional testing to the competent agency.
Alarm, detection and water-based systems
- Fire alarm panel: normal status, no active faults, no disabled or isolated zones without a written reason. Copy any fault messages into the log.
- Fault log: review for repeated faults in the same zone and pass patterns to the agency.
- Detectors and call points: look for damage, paint, dust caps or wrapping left on after renovation, and devices boxed in or blocked. Functional testing is by the competent agency.
- Sprinkler control valves: check the position or lock status shown on the tag and seal, and record pressure gauge readings against previous entries.
- Fire pump room: pump panels in auto mode, no alarms, tank water level, diesel pump fuel and battery status where fitted; log the readings.
- Hydrants and hose reels: cabinets accessible and clearly marked, hose and nozzle present and in good condition, landing valves free of obstruction.
- Sprinkler heads: no paint, no hanging objects, clearance below as designed. Report obstructions rather than adjusting anything.
- Flow tests, pump run tests and alarm tests: scheduled with the licensed agency, with a copy of each report on file.
Emergency lighting, exit signs and fire doors
Lighting, signage and doors
- Exit signs lit and legible, not hidden by posters, hanging displays or new partitions.
- Emergency lights: functional test by the test switch or the agency’s method; note units that fail to light or fail to hold charge.
- Fire doors: closed, latching, and not wedged open. Closers pull the door fully shut, smoke or intumescent seals are intact, glazing is undamaged and hinges are secure.
- Doors on escape routes open easily from inside without a key; panic bars operate.
- Access-controlled doors on escape routes release as designed; confirm this with the licensed agency each year.
Escape routes, assembly points and drills
People and routes
- Corridors and stairwells clear of storage, packaging, furniture and waste; stair doors operate freely.
- Floor plans and evacuation maps displayed and current with the layout, including after fit-outs.
- Assembly points marked, accessible and known to occupants.
- Fire warden roster current: names, floors, deputies and contact numbers; new joiners briefed.
- Evacuation drill held and recorded with date, participation, time taken and lessons; next drill planned. Confirm the required frequency with your fire consultant and local authority.
- Visitors and contractors briefed on exits and assembly points; hot work and route blockages covered by a permit.
Wardens usually need identifiable vests or helmets, torches and gloves, all of which come under PPE and workplace safety supplies.
Keep records that stand up to inspection
Every check should leave a trace. One register or quarterly sheet set should capture:
- Date, floor or zone, and the checker’s name and signature.
- Pass, fail or not applicable for each item, with a photo for failures.
- Actions raised: what, who, by when, and the closure date.
- Copies of licensed agency reports, service certificates and any correspondence with the fire authority.
- Drill records and warden roster updates.
Track open actions until they are closed. A door closer reported three quarters running is a finding, not a note. Keep the records where both the site manager and the fire consultant can find them, especially in corporate offices and business parks with several occupiers.
How SupplycZar can help
SupplycZar can support the fire and life safety scope for a site, with scope and coverage confirmed against your building and your fire consultant’s requirements. Send your asset list and the latest agency reports through the RFQ form and we will confirm scope and response options before quoting.
Frequently asked questions
How often should fire extinguishers be checked?
A visual check between servicing visits, commonly monthly or quarterly, is normal facility practice, while servicing and recharge are done by a competent agency under IS 2190. Check the current edition and confirm the frequency with your fire consultant.
Can facility staff test fire alarms and sprinklers themselves?
Staff can observe and record panel status and gauge readings, but functional tests, flow tests and repairs belong to a qualified or licensed fire agency. Ask the agency for a report after every visit and keep it on file.
What should a fire safety register include?
Date, area, checker, pass or fail for each item, actions raised with owners and dates, and copies of agency reports and service certificates. Add drill records and the fire warden roster.
How often should an evacuation drill be held?
It varies with the building and local requirements, so confirm the frequency with your fire consultant and local fire authority. Whatever the schedule, record each drill and act on the lessons.
Related on SupplycZar
This article is general guidance for facility and procurement teams, not engineering, legal or tax advice. Standards, regulations and site conditions vary — confirm requirements with your qualified engineer, consultant or adviser. Brand names mentioned are trademarks of their respective owners; SupplycZar is not an authorised dealer, distributor or partner of these brands.