Fire Door Competence Evidence Record

Why keep a competence evidence record?

Appointing someone to work on a fire door is a safety-critical decision, not just a purchase.

Fire door work is safety-critical. The appointment decision should not be based only on price, a badge or a verbal assurance.

A written record may help show what was asked, what evidence was supplied and why a decision was made at the time.

Keep the record with quotes, reports, photographs, inspection notes and handover documents so the evidence trail stays together.

This record does not prove compliance by itself. It documents the appointment process and the evidence considered when the decision was made.

Key takeaway: A clear written record may help explain appointment decisions later, but it does not replace competent work or legal duties.

When to use this record

Use this record before appointing someone for fire door work.

Complete a record before you agree scope, price or start dates. One record per contractor or appointment decision is usually clearest.

Use it whenever competence, scope and evidence need to be compared — not only for new installation.

• Installation
• Inspection
• Remediation
• Replacement
• Flat entrance door work
• Communal door work
• FD30/FD60 specification-related work
• Smoke-control-related work
• Quote comparison
• Post-inspection remedial programmes

Key takeaway: Use the record before appointment — not only after work is done.

How to use this page

Print or save this page and complete the record fields below. You can also use the buyer checklist and questions sections to prepare your enquiry.

Complete one record per contractor or appointment decision. Keep copies of any evidence the provider supplies.

Record limitations and exclusions in writing. Do not treat "yes" answers as enough unless supporting evidence is supplied.

Revisit the record if scope changes, new evidence arrives or you need to compare revised quotes.

Key takeaway: Treat this as a working record — update it if scope or evidence changes before appointment.

Questions to ask before appointment

Use these grouped questions when comparing installers, inspectors, surveyors or remedial contractors. Prefix labels help you record answers under Skills, Knowledge, Experience, Behaviours, Evidence and records, and Scope and limitations.

• [Skills] Who will actually do the work?
• [Skills] What fire door work are they competent to do?
• [Skills] Are they competent for this door type and building type?
• [Skills] What training or assessment supports that competence?
• [Skills] Are they competent for installation, inspection, remediation or only part of the scope?
• [Knowledge] What standards, guidance or manufacturer instructions will you work to?
• [Knowledge] What product evidence will you rely on?
• [Knowledge] How will you check compatibility of the door leaf, frame, closer, seals, hinges, glazing and ironmongery?
• [Knowledge] How will you decide whether repair or replacement is appropriate?
• [Knowledge] What are the limitations of your quote, inspection or report?
• [Knowledge] How will you handle uncertainty or missing product evidence?
• [Experience] Have you completed similar work in similar buildings?
• [Experience] Have you worked on flat entrance doors or communal doors before?
• [Experience] Have you worked in occupied residential buildings?
• [Experience] Can you describe similar door types or project scopes?
• [Experience] What problems have you commonly found on this kind of work?
• [Experience] Can you provide examples or references for similar programmes?
• [Behaviours] Will you tell me if something is outside your competence?
• [Behaviours] Will you record defects and limitations clearly?
• [Behaviours] Will you avoid unsupported "make compliant" claims?
• [Behaviours] Will you explain exclusions in writing?
• [Behaviours] Will you refuse shortcuts that could affect fire performance?
• [Behaviours] Will you escalate work that needs specialist advice?
• [Evidence and records] What documents will you provide before appointment?
• [Evidence and records] What documents will you provide after the work?
• [Evidence and records] Will the quote identify door locations and scope?
• [Evidence and records] Will you provide photographs, completion records, inspection findings or handover evidence?
• [Evidence and records] Will the report explain limitations and outstanding issues?
• [Scope and limitations] What is included and excluded from the quote or inspection?
• [Scope and limitations] What assumptions are you making about existing doors, frames or site conditions?
• [Scope and limitations] What will you not inspect, install or repair under this appointment?
• [Scope and limitations] What further investigation or specialist advice may be needed?

Key takeaway: Good appointment decisions usually come from specific questions and evidence — not generic assurances.

Red flag answers

Some answers suggest a provider may not be taking fire door competence, scope or evidence seriously enough.

These signs do not automatically mean someone is unsuitable, but they should prompt further questions, written clarification or another option.

Be cautious where answers are vague, documents are missing, or the provider seems unwilling to explain limits.

Key takeaway: If a provider cannot explain competence, scope and evidence clearly before appointment, proceed with caution.

What to keep with the record

Keep supporting documents with the completed record so the evidence trail stays together in building or project files.

Store copies in a place your team can find later — with fire-safety management documents, inspection programmes or project handover files where appropriate.

• Quote
• Photographs
• Inspection report
• Fire risk assessment extract if relevant
• Door schedule
• Product evidence
• Emails or messages
• Insurance evidence
• Method statement if supplied
• Completion records
• Handover documents
• Invoices
• Post-work photos
• Limitations or exclusions in writing

Key takeaway: The record is more useful when kept with the evidence it refers to.

Why this may matter later

If there is later a dispute, incident, enforcement investigation, insurance question or legal claim, the issue may not only be what work was done.

Questions may include what was asked, what evidence was considered, who was appointed, what was known at the time and why the decision was made.

A competence evidence record may help show the appointment process, but it does not guarantee compliance, remove legal duties or provide legal protection.

Records may help explain what was considered at the time. They are not a substitute for competent work, suitable products, proper installation, inspection, maintenance or legal advice.

Key takeaway: Good records may help explain appointment decisions later, but they do not replace competent work or legal duties.