TL;DR: A fire alarm inspection report records what was inspected and tested, what passed and what failed. Read the deficiency list first, then check the monitoring test, any not-tested devices and the technician’s signature. Impairments need action right away. Deficiencies need a scheduled repair and proof that it was fixed.
A fire alarm inspection report is the written record of what your technician inspected and tested, what passed and what did not. To read one, go straight to the deficiency list. Then check the monitoring test, any devices marked not tested, and the signature. Those four spots tell you whether the system is ready and what needs fixing.
Below, each section of the fire alarm inspection report is explained for Denver facility managers, property managers and HOA boards. The layout is the same whether your building is in Arvada, in Aurora or downtown.
Who is responsible for the fire alarm inspection report?
The building owner is responsible. Chapter 14 of NFPA 72 makes the owner, or the owner’s designated representative, responsible for inspection, testing and maintenance, as the NFPA Journal explains. You can hand the work to qualified service people. The owner is still responsible for keeping the system reliable.
That makes the report your proof. A fire code official, an insurance carrier or a buyer may ask to see it. Most cities around Denver adopt the International Fire Code with local amendments. So your local authority having jurisdiction (AHJ) in Broomfield may ask for things a little differently than the one in Aurora. NFPA 72 sets the baseline for what gets inspected and tested, and how often.
Keep each periodic report until the next inspection or test of the same kind, plus one year. Keep the original system documentation, such as the Record of Completion, for the life of the system.
What sections are in a fire alarm inspection report?
Most reports follow the NFPA 72 System Record of Inspection and Testing, or a close copy of it. The sections usually run in this order:
- Property and contractor information: building name, owner contact, testing company, and start and finish times. Make sure it is your building and the right date.
- Monitoring information: the central station, the account number, and how signals are sent (phone line, cellular or IP). Many older Denver commercial buildings still send alarm signals over copper phone lines. If the report flags a line problem, ask about a cellular or IP communicator.
- System and power: the panel make and model, primary power, and battery test results. Read the battery results closely. A weak battery is a simple fix, but it should not wait.
- Device test results: one line per smoke detector, heat detector, pull station, duct detector, waterflow switch, tamper switch, horn and strobe. Each line shows the location and the result.
- Deficiencies: everything that failed, in plain words, with its location.
- Notifications: who was told before testing started and after it ended, including the monitoring center.
- Certification: the technician’s name, signature and date, stating that the system was tested to NFPA 72.
Many panels we service, such as Potter panels, have a documents box mounted next to the panel. Keep the latest report there so it is easy to hand to an inspector.
What do pass, deficiency and impairment mean on my report?
A pass means the device worked. A deficiency means something failed but the system still works. An impairment means part or all of the system is out of service. Which one you have decides how fast you need to act.
| Report term | What it means | Example | What to do |
|---|---|---|---|
| Pass | The device worked as designed during the test | A smoke detector sent an alarm to the panel | Nothing. File the report. |
| Deficiency | Something failed, but the system still protects the building | Dirty detector, weak battery, a strobe that did not flash | Schedule the repair and keep proof that it was fixed |
| Impairment | Part or all of the system is out of service | The panel cannot reach the monitoring center, or a whole floor is offline | Act now. The owner, the monitoring center and the AHJ must be notified. |
| Not tested or N/A | The item was not checked on this visit | A locked tenant suite, or a device not due this cycle | Ask why, and book a return visit if it was missed |
| Recommendation | Not a code failure. It is a suggestion. | An aging panel or communicator | Plan and budget for it |
If a deficiency is still open at the end of the visit, NFPA 72 requires that the owner be told in writing within 24 hours, according to Electrical Contractor magazine. When part of the system is impaired, NFPA 72 requires notice to the owner, the monitoring center and the AHJ.
Which findings should I fix first?
Fix anything that keeps the system from detecting a fire, warning people or calling for help. Those come before cosmetic or paperwork items. Call a qualified technician right away if your report shows any of these:
- The monitoring or communicator test failed, so alarms may not reach the central station.
- Any item is listed as an impairment.
- Batteries failed the load test.
- Horns or strobes did not work across a whole area.
- Waterflow or tamper switches did not send a signal to the panel.
- The same deficiency shows up on two reports in a row.
- Many devices are marked not tested with no reason given.
- The report has no technician name, signature or date.
Also compare this year’s report to last year’s. The device count should match unless the space changed. If a tenant finish added or removed devices and the numbers do not line up, ask why. Our annual fire alarm inspection checklist for Colorado properties shows what each yearly visit should cover.
How does my fire alarm report connect to my sprinkler report?
They are separate reports, but some devices show up on both. Waterflow and tamper switches sit on the sprinkler system and report to the fire alarm panel. NFPA 72 covers the signal getting to the panel. NFPA 25 covers the sprinkler side, as our guide to NFPA 25 inspection requirements in Colorado explains.
Colorado has its own rules for sprinkler paperwork. Under state rule 8 CCR 1507-11, registered fire suppression contractors must keep an inspection report for every inspection, test or maintenance visit. A system with a deficiency gets a yellow tag printed with the word DEFICIENCY (Colorado Division of Fire Prevention and Control). If you see a yellow tag on the riser, find the matching item in the sprinkler report.
Cold weather shows up in these reports too. Colorado winters freeze pipes in unheated loading docks, attics and parking garages, so dry and pre-action systems are common here. Their air pressure and low-air signals often report to the fire alarm panel, so a low-air trouble can appear on either report.
Why Pre Action Fire for inspections and report follow-up
- Pre Action Fire, Inc. has served Denver-area businesses since 2009.
- All of our technicians are NICET certified.
- Our work follows NFPA 72, NFPA 25 and Colorado State Fire Marshal requirements.
- We provide 24/7 monitoring through a UL listed central station, including supervisory and trouble signals, with options such as fire alarm monitoring in Federal Heights.
- Emergency service is available 24/7, and quotes are free.
Do you have a report you can’t make sense of, or a list of deficiencies to clear? Call Pre Action Fire at (303) 682-0113 or request a free quote at preactionfire.com.
Frequently Asked Questions
Can my maintenance staff do the fire alarm inspection instead of a contractor?
NFPA 72 allows inspection and testing only by qualified personnel, and only where the state and the local AHJ allow it. Trained staff can often handle visual checks, but the functional testing and the signed report usually come from qualified technicians.
How long should I keep fire alarm inspection reports?
Keep each periodic report until the next inspection or test of the same kind, plus one year. Keep the Record of Completion and other original system documents for the life of the system.
Does a deficiency on my report mean my building failed inspection?
Not by itself. A deficiency means an item failed while the system still works, so schedule the repair and keep the paperwork showing it was fixed. How the AHJ treats open deficiencies depends on your city.
Why are some devices marked not tested on my report?
NFPA 72 tests different parts of a system at different frequencies, so a single visit may test only part of the system. Devices in locked suites can also be missed, and those should get a return visit.
Do I have to send my fire alarm inspection report to the city?
It depends on your city, because rules vary across the Denver metro. At minimum, keep the report on site and ready for your local fire code official.
Recommended Reads
- Annual Fire Alarm Inspection Checklist for Colorado Commercial Property Owners
- NFPA 25 Inspection Requirements Explained for Colorado Commercial Property Owners
- Fire Door Inspection Requirements in Colorado: Who, When, How