Outcome
Door identity + evidence stays attached and readable later.
Resources
Fire door inspection checklist: minimum evidence pack
A practical checklist for collecting consistent door-by-door inspection evidence so teams can prioritise remedials and stay audit-ready.
Inspection checklist
Evidence
Consistency
Inspection flow
Click to enlarge
Guide summary
Minimum dataset
Outcomes, severity, notes, and a consistent fail-reason set.
Photo evidence
Overview + one clear close-up per issue is usually enough.
At a glance
A good checklist makes findings comparable and keeps remedials and sign-off attached to the right door.
Identify the door
Use stable door IDs and consistent locations so repeat visits open the same record every time.
Capture the minimum dataset
Record outcomes, severity, notes, and the same photo evidence set so doors are comparable.
Keep the trail joined
Make sure failed items flow into remedials and outputs, with sign-off evidence tied back to the door record.
Step 1: Lock in door identity
Before you record findings, make sure you can reliably identify the door again next visit.
- Door ID: stable identifier used in outputs and remedials.
- Location: consistent hierarchy (site/block/floor/area) so filters and reports are clean.
- Optional tags: QR/NFC labels to open the correct door record instantly on site.
Pre-visit preparation checklist
- Confirm scope: which buildings/blocks are in scope and who will be on site.
- Access notes: keys, concierge contacts, restricted areas, and any sequencing constraints.
- Checklist + fail reasons: agree one shared set so inspectors record findings consistently.
- Floorplans and reference photos: if you use pinning or location aids, load them before the visit.
- Door IDs: confirm whether you are using existing IDs, new IDs, or tags for first-time onboarding.
Step 2: Capture the minimum dataset per door
Keep the checklist consistent across inspectors so doors are comparable across buildings and time.
Record
Door details
Type fields, rating context (where known), dimensions (if used), and any access notes.
Record
Checklist outcomes
Pass/fail/NA results with consistent fail reasons (so trends and remedials are meaningful).
Record
Severity / priority
Simple severity flags make it easier to prioritise remedials and communicate risk clearly.
Record
Notes
Short, factual notes describing what was observed and what action is recommended.
Tip: keep fail reasons consistent
- Use a shared fail-reason list across the team (one source of truth).
- Prefer structured selections over free text, then add short notes for context.
- Review the list quarterly so you don’t drift into “one-off” wording.
A simple “rhythm” per door (so nothing is missed)
- Identify: confirm door ID, location, and (optional) tag scan.
- Record: capture outcomes and severity while you’re at the door (not later from memory).
- Evidence: take an overview + at least one detail photo for each issue you record.
- Note: add short factual notes (“what you saw” + “action recommended”).
- QA: before leaving an area, spot-check for missing doors/photos and obvious duplicates.
Step 3: Photo evidence checklist
Photos are most useful when they are consistent and attached to the right door record.
- Overview photo: door in context (so location is obvious later).
- Detail photos: close-ups of specific issues (one photo per issue if possible).
- Label / ID photo (optional): shows door ID or QR/NFC tag placement for traceability.
- Before/after (for follow-ups): when remedials are completed, capture completion evidence.
Photo evidence tips (to make audits easier)
- Consistency beats artistry: same angles and framing make before/after comparisons faster.
- One issue, one close-up: avoid “collages” where multiple issues are hard to interpret later.
- Respect privacy: avoid capturing personal items or identifiable people where possible; follow building owner policy.
Step 4: Keep the audit trail joined up
Inspection evidence is most valuable when it connects to remedials and sign-off without re-typing.
- Attach remedials to the same door: tasks should inherit the findings context and photos.
- Export from the source record: PDFs and portal outputs should trace back to the door history.
- Capture sign-off evidence: who approved, when, and what evidence supports closure.
Common questions
Quick answers that help teams standardise inspections without losing context.
What’s the “minimum evidence pack” per door?
Stable identity + outcomes + severity/priority + short notes + enough photos to justify the finding and identify the door.
Do we need a long checklist to be consistent?
Not necessarily. Consistency comes from using the same structure and fail-reason set across the team, then adding a short note where needed.
How do we make photo evidence usable later?
Use an overview photo for context and one clear close-up per issue, attached to the door record (not stored in loose folders).
How does this connect to remedials and sign-off?
When the inspection record is consistent, remedial tasks can be prioritised by severity and closed out with before/after evidence that stays attached to the same door.
Run one inspection end-to-end.
Capture doors, generate outputs, then see how findings flow into remedials and sign-off.