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Last reviewed: 10 June 2026

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Supplier toolkit

Fire door handover checklist for suppliers

What competent installers, inspectors and remedial contractors should be prepared to leave with the client after fire door work.

The exact handover record will depend on the building, door type, work scope and applicable duties. This page is general guidance for evidence-led handover — not legal advice and not certification, approval or verification by FireDoorInstallation.com.

Print the handover checklist Buyer handover expectations

Agree handover early

Tell clients what records they will receive before work starts — not when you are leaving site.

Match records to scope

Installation, inspection and remedial jobs may need different documentation.

SKEB and supervision

Be ready to explain who did the work, who supervised it and what evidence supports sign-off.

Honest limitations

Document exclusions, unresolved defects and work outside scope in writing.

Scope of work

Clear written scope helps the client understand what was agreed and delivered.

Provide or reference a written quote, contract or work order that describes the doors, tasks and deliverables in scope.

If scope changed on site, document variations in writing before or as work progressed — not only verbally at handover.

  • Written quote or contract with door locations and tasks listed
  • Fire-resistance rating or smoke-control requirement stated where relevant
  • Components included (frame, leaf, seals, closer, hardware, glazing)
  • Exclusions and assumptions clearly stated
  • Variations or extra works documented in writing
  • Target completion date or programme noted where agreed

Key takeaway: Handover starts with a clear written scope — clients should not have to guess what was included.

Door locations and references

Identify which doors were worked on so records can be linked to the building.

Use consistent door references — flat numbers, floor levels, asset tags or inspection report references — so the client can match records to physical doors.

For multi-door projects, a simple schedule or table often helps duty-holders retain information.

  • Door locations or asset numbers listed
  • References linked to any prior inspection or defect report
  • Before/after status noted per door where relevant
  • Outstanding doors or areas outside scope identified

Key takeaway: Named door references make handover records usable long after the contractor has left site.

Product and system information

Clients may need to know what products and systems support the installed or remediated door.

Provide product evidence appropriate to the work — manufacturer data, certification references, installation instructions or system compatibility notes.

Do not reproduce lengthy copyrighted standard text. Summarise in plain English and point to official sources where helpful.

  • Door set or door assembly type identified
  • Manufacturer and product references provided where applicable
  • Compatible components documented (seals, closers, hinges, hardware)
  • Installation or maintenance instructions referenced or supplied
  • Any system limitations or manufacturer conditions noted

Key takeaway: Product evidence should match what was actually installed or repaired — not a generic brochure for a different door type.

Installation and remedial records

Completion records should describe what was done and how it was checked.

For installation work, records may include method notes, fixing details, gap checks and functional tests where performed.

For remedial work, link back to the original defect, the remedial decision and the components used.

  • Work method or brief completion statement provided
  • Key installation or remedial steps recorded where relevant
  • Functional checks noted (closer, latch, seals, gaps where checked)
  • Snagging or outstanding items listed honestly
  • Link to remedial evidence pack where remedial work was carried out

Key takeaway: Completion records should be honest about what was done, checked and left outstanding.

Photographic evidence

Photos can support handover — but they do not replace competent work or full records on their own.

Where agreed or useful, provide dated photographs of key stages — before, during and after work — with door references.

Explain what photos show and what they do not prove.

  • Before photos taken where promised or useful
  • During-work photos of critical stages where agreed
  • After photos showing completed work
  • Photos labelled with door reference and date
  • Limitations of photographic evidence explained to client

Key takeaway: Photographs support the record — they are not a substitute for scope documents, product evidence or competent sign-off.

Inspection findings

Inspection reports should be clear, scoped and honest about limitations.

If the work included inspection, provide a written report that identifies doors inspected, findings, severity and recommended actions.

State what was not inspected and what further competent review may be needed.

  • Inspection report with door references and dates
  • Findings described in plain English with severity where helpful
  • Recommended remedial actions identified
  • Limitations and exclusions of the inspection stated
  • Competence basis for inspection briefly explained (SKEB, not badge alone)

Key takeaway: Inspection handover should help the client act on findings — not imply every door in the building was fully assessed if it was not.

Defect and remedial notes

Link defects to remedial decisions so the client understands what changed and why.

Where remedial work followed defects, show the original finding, the repair or replacement decision, materials used and any residual limitations.

Not all defects are safely repairable in isolation — be honest when replacement or further review is needed.

  • Original defect or inspection finding referenced
  • Remedial decision (repair vs replacement) explained
  • Components or materials used listed
  • Before/after condition noted
  • Outstanding defects or further works flagged in writing

Key takeaway: Remedial handover should trace from defect to action — not leave the client with unexplained new components.

Limitations and exclusions

Honest communication of limits protects both supplier and client.

Document work that was outside scope, not checked, or dependent on third parties (for example frame repairs by others).

Behaviours matter: overpromising at handover creates confusion and weak records.

  • Exclusions from quote or contract restated at handover
  • Work not carried out but noted on prior reports identified
  • Dependencies on other trades or approvals stated
  • Time-limited or access-limited checks acknowledged
  • Client sign-off or acknowledgement of limitations where appropriate

Key takeaway: Clear limitations are part of competent handover — not a weakness in professional communication.

Competence evidence

Clients may ask how SKEB supports the work — be ready to explain, not just show a badge.

Skills, Knowledge, Experience and Behaviours (SKEB) help explain who was competent for the specific task.

Third-party certification may be useful supporting evidence, but it should sit alongside task-specific competence and supervision information.

  • Named operative(s) who carried out work identified
  • Brief SKEB basis for the task available if requested
  • Third-party scheme or certification relevance explained where held
  • Training or manufacturer credentials linked to actual products used
  • Escalation path when work was outside individual competence documented

Key takeaway: Competence handover is about the actual task and people — certification alone rarely answers every client question.

Supervision and sign-off details

Clients may ask who supervised work and who signed off completion.

Provide supervisor name, role and what was checked before handover.

Sign-off should reflect what was actually verified — not a generic template with no site-specific content.

  • Supervisor name and role recorded
  • Checks performed before sign-off listed
  • Date of sign-off recorded
  • Contact for post-handover queries provided
  • Separate inspection sign-off distinguished from installation sign-off where both apply

Key takeaway: Supervision records should be specific to the job — see the supervision and sign-off records toolkit for more detail.

Maintenance and future inspection notes

Help the client understand what happens after you leave site.

Provide maintenance instructions, recommended check frequencies and notes on what the client or managing agent should monitor.

Where Regulation 10 or building-specific duties apply, signpost that the client retains ongoing responsibilities — without giving legal advice.

  • Manufacturer maintenance instructions provided or referenced
  • Recommended check intervals noted where known
  • Common wear items identified (seals, closers, hinges)
  • Reminder that ongoing checks remain the client's or duty-holder's responsibility
  • Suggested date for next competent review where appropriate

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

Use your browser print dialog to print this section or save it as a PDF.

Printable supplier handover checklist

Use when preparing client handover after fire door installation, inspection or remedial work. Tick items provided and note where each record is stored. Record aid only.

Date
Project / site reference
Client / responsible person
Supplier / contractor name
Person completing checklist
  1. Written scope / quote / contract with door references
  2. Variations or extra works documented
  3. Product and system information provided
  4. Installation or remedial completion record
  5. Photographic evidence labelled and dated (where agreed)
  6. Inspection report with limitations (if inspection work)
  7. Defect and remedial notes linked to original findings
  8. Limitations and exclusions stated in writing
  9. Competence / SKEB information available if requested
  10. Supervision and sign-off details recorded
  11. Maintenance and future inspection notes provided
  12. Client received copy and knows where to store records
  13. Outstanding items and follow-up actions listed honestly

This worksheet is a record aid only. It does not prove compliance, remove legal duties or guarantee that a decision will be accepted by an insurer, regulator or court.

Printable supplier handover checklist

Fire Door Installation — https://firedoorinstallation.com/suppliers/fire-door-handover-checklist/

Printed:

This worksheet is a record aid only. It does not prove compliance, remove legal duties or guarantee that a decision will be accepted by an insurer, regulator or court. This is a decision-support record aid, not proof of compliance, legal advice, technical approval or certification.

Common handover mistakes

  • Verbal handover only

    Clients and duty-holders need written records they can retain and share — not only a walk-through on site.

  • Generic product brochures

    Provide evidence that matches the actual door, components and method used — not unrelated marketing material.

  • Photos without context

    Label photos with door reference, date and what they show. Photos alone do not prove compliance.

  • Hiding limitations

    Document exclusions, unchecked areas and outstanding defects honestly at handover.

  • Badge without SKEB

    Certification may support the evidence picture but does not replace task-specific competence and supervision records.

  • Implying site approval

    FireDoorInstallation.com does not approve, vet, certify or verify suppliers.

Frequently asked questions

Does this checklist prove compliance?

No. It helps suppliers prepare handover records. It does not prove that work was compliant or that providing these items removes professional or legal duties.

Must every item apply to every job?

No. The exact handover record depends on the building, door type, scope and applicable duties. Use the checklist to identify what is relevant to each project.

What if the client does not ask for records?

Competent suppliers often still prepare clear records because duty-holders may need them later for inspections, maintenance, insurance or remedial planning — but this page does not create legal obligations.

How does this relate to buyer expectations?

Buyers may use the paperwork handover checklist. Aligning supplier handover with those expectations supports clearer communication.

Source references

This page refers to the following sources. We do not reproduce copyrighted standards text. Always consult the original publication for authoritative requirements.