Fire door paperwork and handover checklist

What paperwork may be relevant

Different jobs produce different records — ask what applies to your scope.

After fire door installation, inspection or remedial work, buyers and duty-holders may receive a mix of quotes, reports, product information, photographs and completion records.

Not every item below will apply to every job. Use the checklist to identify what is relevant, what was promised, and what is still missing.

Key takeaway: Use this as a planning list — ask suppliers which items apply to your specific scope.

Installation and remedial work evidence

Installation and remediation should usually be traceable to scope, products and completion.

• Written quote or contract with scope and exclusions
• Door locations or asset numbers covered
• Product or system evidence relied on
• Manufacturer instructions referenced
• Method statement or work description where provided
• Before photographs where useful
• After photographs where useful
• Completion statement or snagging list
• Variations or additional works documented
• Outstanding items or limitations recorded

Key takeaway: Installation records should link scope, products and completion — not just a verbal assurance.

Product and system information

Fire door performance depends on compatible, evidenced components.

• Door leaf identification or rating information where available
• Frame and hardware details
• Seal, closer and hinge specifications
• Glazing or letterplate evidence if relevant
• Compatibility notes between components
• Maintenance instructions from manufacturer
• Any third-party certification labels or references (as applicable)

Key takeaway: Product information should support the installed system — ask for copies in writing.

Photographic records

Photos can help show condition before and after work — they are not a substitute for competent inspection.

• Door label or identification plate
• Head, hinge and closing edge seals
• Closer and hardware
• Frame condition and fixings
• Glazing or letterplate if relevant
• Surrounding wall or frame junction if work included
• Defects noted before work
• Completed condition after work

Key takeaway: Photos support records — they do not replace written scope, product evidence or competent sign-off.

Inspection findings

Inspection reports should be clear about method, limitations and recommended actions.

• Inspection report with date and inspector identity
• Door locations or asset numbers inspected
• Method used (visual check, detailed survey, sample size)
• Defects identified with photographs where useful
• Priority or risk rating if provided
• Recommended remedial actions
• Limitations of the inspection clearly stated
• Reference to original enquiry or fire risk assessment finding if relevant

Key takeaway: Inspection paperwork should explain what was checked, what was found and what was not covered.

Defect and remedial schedule

Link defects, actions and completion evidence where remedial work follows inspection.

• Original defect or inspection reference
• Remedial quote linked to specific defects
• Repair versus replacement decision recorded
• Components replaced or adjusted listed
• Completion date and responsible person
• Re-inspection recommendation if needed
• Outstanding defects clearly flagged

Key takeaway: Remedial records should close the loop between defect, action and evidence.

Competence and supervision evidence

You may keep notes on who did the work and what competence evidence was relied on.

• Named individuals who attended site
• SKEB or competence evidence notes (your own or supplier-provided)
• Supervision or sign-off contact
• Subcontractor details if used
• Your competence evidence record if completed before appointment

Key takeaway: Competence notes support appointment decisions — they do not prove work was competent.

Maintenance and future inspection records

Plan how doors will be checked and maintained after the immediate work completes.

• Maintenance instructions received
• Recommended check frequency noted
• Next inspection date if applicable
• Resident or occupier information where relevant
• Access arrangements for future checks documented

Key takeaway: Handover should include what happens next — not only what was done today.

What to keep and where

Store records where duty-holders and building managers can find them.

Keep quotes, reports, photos, product information, emails, appointment records and completion documents together in building or project files where appropriate.

For blocks of flats or managed buildings, align records with existing fire risk assessment, inspection programme and asset registers where used.

Do not rely on verbal handover alone — ask for written records where possible.

• Building or project file (physical or digital)
• Asset register or door schedule if used
• Link to fire risk assessment actions if relevant
• Copy shared with managing agent or responsible person
• Secure storage with appropriate access controls

Key takeaway: Good filing helps duty-holders show what was considered — it is not a substitute for competent work.