Fire alarm log book requirements
What must be recorded in the fire alarm log book, how long records must be kept, where the log book must be kept, and what an inspector looks for when they examine it.
The fire alarm log book is the documentary record of a fire alarm system’s operational history. It records every weekly test, every fault, every false alarm, every service visit, and every modification to the system. Without it, there is no evidence that the maintenance obligations under BS 5839-1 and the Fire Safety Order are being met — and no audit trail if a system failure is ever investigated.
Required Log Book Entries
BS 5839-1 specifies the events that must be recorded in the log book. Every entry should include the date, time, and the name of the person making the entry. The required entries are:
| Event type | What to record |
|---|---|
| Weekly test | Date and time; call point tested (number or location); whether panel responded correctly; whether sounders were audible; name of tester; any anomalies noted |
| Alarm activation | Date and time; zone or device that activated; whether it was a real fire, a false alarm, or a test; cause if known; action taken; whether fire service attended |
| Fault indication | Date and time; nature of fault; zone or device affected; action taken; date fault was cleared; name of person who reported and cleared the fault |
| Servicing visit | Date of visit; name of contractor and engineer; brief summary of work carried out; any deficiencies found; reference to service report |
| System modification | Date; nature of modification (new detectors added, zones changed, panel replaced, etc.); contractor carrying out work; confirmation system tested and working after modification |
| System isolation | Date and time of isolation; zone or device isolated; reason for isolation; alternative precautions in place; date and time system restored to normal |
| False alarms | Date and time; activating device; suspected cause; investigation result; action taken to prevent recurrence |
Format and location
Log Book Format and Where It Must Be Kept
BS 5839-1 does not specify a particular format for the log book — it may be a purpose-printed fire alarm log book (available from the BSI and fire alarm trade suppliers), a general site maintenance log, or an electronic record system. The key requirement is that all required information is recorded promptly and accurately, and that the records are available for inspection.
The log book must be kept on the premises at all times — typically at or near the control panel, or in the building manager’s office. It must be available to fire inspectors, insurers, and maintenance contractors on request. Keeping the log book off-site or in a location that is not accessible during the working day is not compliant.
Electronic log books — whether dedicated software or simple spreadsheet records — are acceptable provided they can be accessed and printed on the premises if required. A cloud-based log that can only be accessed with an internet connection and a specific login may not be practically available to a fire inspector arriving unannounced.
How long records must be kept
Record Retention
BS 5839-1 recommends that log book records are retained for a minimum of three years. In practice, retaining records for longer — at least five years — is advisable, as fire safety investigations and insurance claims can arise well after the events in question. The log book should not be disposed of when it is full — completed volumes should be archived and retained alongside the current volume.
What an inspector looks for
Log Book Inspection
When a fire inspector from the local fire and rescue service visits your premises, examining the fire alarm log book is a routine part of the inspection. The inspector will typically look for:
- Evidence of regular weekly testing — gaps in the weekly test record are an immediate concern
- Six-monthly service visits recorded at appropriate intervals
- Faults recorded and resolved promptly — faults that remain outstanding for weeks or months indicate poor maintenance management
- False alarms recorded and investigated — a pattern of false alarms without investigation or remediation is a concern
- System isolations recorded with reasons and restoration dates — extended isolations without explanation raise serious compliance questions
A well-maintained log book is one of the strongest pieces of evidence you can present during an inspection. A missing, incomplete, or heavily corrected log book creates an immediate presumption of non-compliance that is difficult to overcome.
Common questions
Frequently Asked Questions
Yes — electronic records are acceptable provided they meet the same requirements as a paper log book: all required information recorded promptly, accessible on the premises, available for inspection, and retained for at least three years. Many modern fire alarm maintenance management systems provide electronic log functionality. The key practical consideration is that the records can be accessed and printed at any time by any authorised person — not just the person who set up the system.
Start a new log book immediately and begin recording all required events from today. Your maintenance contractor should be able to provide copies of service reports for previous visits, which can be attached to the new log book to provide some historical record. Be honest with any inspector about the gap — attempting to recreate historical records from memory is not advisable and could constitute falsification of records. Going forward, consistent and complete record-keeping is what matters.
Yes — all fault indications should be recorded, however minor they appear. A fault that seems minor — a single device showing a sensitivity warning, for example — may be the first sign of a more significant issue. Recording it creates an audit trail and prompts investigation. Unrecorded faults also mean that patterns are missed: a detector that throws up repeated minor faults is likely failing and needs replacement, but this will only become apparent if the faults are consistently recorded.