How to Perform & Report Fire Door Assessments (Free Checklists & Report Sample)

According to the Fire Protection Association (FPA), a staggering 57% of inspected fire doors required minor maintenance, while 40% of third-party certified doors were condemned due to inadequate maintenance. These numbers suggest fire door inspections are often neglected or improperly conducted, putting building occupants at severe risk. Fire doors are essential components of a building’s passive fire protection system, designed to prevent the spread of flames and smoke, thereby protecting lives and property. However, the effectiveness of these doors is highly contingent on their condition and maintenance. Without regular, thorough fire door inspections, even the best ones can fail in a crisis, potentially leading to catastrophic consequences. 

This blog will explore why inspecting and maintaining fire doors according to established standards is more than a regulatory requirement, and how you can do it efficiently.

What is a Fire Door Inspection? 

Conducting a thorough inspection of fire doors is a fundamental process that involves a comprehensive evaluation of various components, including hinges, seals, latches, locks, and other relevant parts. Maintenance teams routinely perform these inspections to ensure the safety and functionality of fire doors in a building. By carrying out these fire door assessments, organizations can ascertain the effectiveness of their fire doors and take necessary measures to address any identified issues.

How Often Should Fire Doors Be Inspected? 

In the UK, the Regulatory Reform (Fire Safety) Order 2005 recommends that fire doors be inspected every six months. However, more frequent inspections might be necessary in high-traffic areas where the doors are used more frequently or exposed to harsher conditions. In the US and in other countries, the National Fire Protection Association (NFPA) mandates annual inspections for fire doors under NFPA 80 Standard for Fire Doors and Other Opening Protectives. 

Generally, fire doors don’t need to be checked as frequently as fire extinguishers. However, the inspection frequency may vary depending on the specific requirements of local building codes, industry standards, or insurance providers. However, as a general rule, fire doors should be inspected at least annually. High-traffic areas or buildings with increased risk factors may necessitate more frequent inspections.

Why are Fire Door Assessments Important?

Given their importance, the National Fire Protection Association (NFPA) 80 standard mandates detailed requirements for fire door assemblies, including specific inspection criteria.

Your business can benefit from fire door inspections in three key ways: 

• Legal Compliance with Safety Standards: Regular inspections of fire doors are mandated by law in many jurisdictions. Neglecting these inspections could lead to severe legal penalties, including substantial fines or even business closure. According to a report, 75% of fire doors inspected in 2021 did not meet safety standards, highlighting the critical need for regular checks.
• Ensuring Proper Functioning: Over time, components of fire doors, such as seals, closers, and latches, may degrade or malfunction, compromising their effectiveness. This makes regular inspections and maintenance crucial to ensure these doors function as intended in an emergency. Enhanced Workplace & Employee Safety: Fire doors are designed to slow down the spread of fire and smoke, provide an escape route, and protect people, so they help reduce the risk of injury or death. They can only serve their purpose if they’re in perfect operational condition. 
• Meeting Insurance Requirements: Many insurance providers require evidence of regular fire door inspections as part of their coverage criteria. Non-compliance can affect your premiums or even invalidate your policy.

Fire Door Assessment Requirements

Fire door regulations vary significantly depending on the country, with each jurisdiction mandating specific standards to ensure safety and compliance.

In the United Kingdom, the government’s Approved Document B outlines the essential fire door requirements for buildings.

These include minimum fire resistance ratings (e.g., FD30, FD60, and FD120, indicating resistance of 30, 60, and 120 minutes, respectively), smoke control measures, and certification labels that must be visible on the door. Installation must be carried out by certified professionals, and regular inspections are mandatory to ensure ongoing compliance with safety standards.

In contrast, Australia requires that fire doors meet the specifications outlined in the Building Code of Australia (BCA), with a similar focus on fire resistance, smoke control, and proper installation.

The United States follows the National Fire Protection Association (NFPA) standards, particularly NFPA 80, which provides detailed guidelines on the installation, inspection, and maintenance of fire doors. 

How to Check if a Door is Fire-Rated?

The most reliable way to identify a fire-rated door is by locating the certification label. This label is usually affixed to the top or side edge of the door and provides essential details, such as the manufacturer’s name, the certification number, and the fire resistance rating (e.g., FD30 for 30 minutes). The label confirms that the door has been tested and meets the required fire resistance standards.

However, there are several other ways to determine whether a door is fire-rated.

• Door Gaps: The gaps around the door should be no more than 4mm. You can easily check this by using a coin (about 3mm thick) to measure the gap between the door and the frame. If the gaps are larger, the door may not provide adequate protection during a fire.
• Intumescent Seals: Located along the edges of the door or frame, intumescent seals expand when exposed to high temperatures, sealing the gaps between the door and the frame. To check for these, open the door and look for a continuous strip along the edges.
• Hinges: A fire-rated door should have at least three hinges that are firmly secured and in good condition. Missing screws or damaged hinges can compromise the door’s ability to function properly in a fire.
• Automatic Closing Mechanism: To test this, open the door halfway and release it. The door should close without assistance, indicating that the mechanism is functioning correctly.

Key Areas Fire Door Inspections Should Cover

A comprehensive fire door inspection should involve a thorough examination of all components of the fire door assembly, including:

Door Frame

The frame of the door should be securely attached to the wall and show no signs of damage or distortion. A weakened or damaged frame may fail to hold the door in place under the intense heat of a fire.

Door Hardware

Door hardware includes all the operating parts of the door, such as the hinges, handles, latches, and door closers. These should all be in good working order and show no signs of damage or excessive wear. Failure of any component can lead to the door not operating as intended, potentially leaving it open and ineffective during a fire.

Door Leaf 

The door leaf itself should be inspected for any signs of damage, including warping, dents, or cracks. The structural integrity of the door leaf is paramount in maintaining its fire-resistant properties.

Intumescent Seals And Smoke Seals

These seals expand when exposed to heat, helping to contain fire and smoke. They should be intact and correctly installed. Damaged or poorly fitted seals may not expand as required, allowing smoke and fire to spread through gaps around the door.

Glazing And Vision Panels

If present, these should be firmly fixed and free from damage. Any loose or damaged glazing can break under the intense heat of a fire, providing an additional pathway for the fire to spread.

Fire Door Gap

The gap between the door and frame should be in line with the specification, usually between 2mm and 4mm. Larger gaps can allow smoke and fire to escape, reducing the effectiveness of the fire door.

Self-Closing Device

Fire doors should be equipped with a self-closing device and should fully close when released from any open position. This ensures the door is always shut, preventing the spread of fire and smoke.

Labels and Signs are Present & Legible

Fire doors should have a label, plug, or similar marking from a recognized certification body. This indicates the door’s fire resistance rating and confirms it has been tested to relevant standards. In case you notice anything during the inspection, if the label is not present on any part of a fire door assembly, it might be necessary to get the component labeled by a certified labeling service.

Steps to Perform Fire Door Assessments

Fire door inspections are critical for ensuring compliance with fire safety standards, and effective fire compartmentation. Each component must perform correctly under fire conditions. Use the following step-by-step approach to inspect fire doors thoroughly and efficiently.

1. Verify Door Certification

Start by checking for certification labels or markings. These are usually affixed to the top or side edge of the door leaf and frame. Label must be legible and intact. It should list the manufacturer, fire-resistance rating, and certifying agency. If the label is missing or damaged, the door must be replaced or re-certified

3. Use Fire Door Inspection Checklists to Perform Inspections

A digital checklist ensures consistency, traceability, and compliance when inspecting fire doors. It also helps you document findings efficiently and reduces human error. Use a structured template, like this fire door inspection checklist offered by GoAudits, that guides you through the following process of performing both visual and operational checks:

• Door Leaf and Frame: Check for physical damage, warping, or loose fixings in the door and frame.
• Clearances and Gaps: Measure gaps around the door to ensure they meet regulatory tolerances.
• Door Hardware and Components: Verify that hinges, latches, closers, and seals are compliant and functional.
• Self-Closing and Latching: Confirm the door fully closes and latches from any open position.
• Glazing and Vision Panels: Ensure fire-rated glass and seals are correctly installed and undamaged.
• Smoke and Intumescent Seals: Inspect all seals for continuity, condition, and correct placement.
• Signage and Surface Condition: Check for required signage and confirm surface treatments do not compromise integrity.

In addition to a fire door inspection checklist, GoAudits offers a wide range of fire inspection checklists. You can sign up for free and start using these checklists, or you can even digitize your fire safety SOPs.

• Fire Risk Assessment Checklist
• Monthly Fire Safety Inspection 
• Fire Prevention Inspection Checklist
• Fire Alarm Inspection
• Fire Safety Inspection Checklist
• Annual Fire Extinguisher Inspection
• NFPA 25 Water Storage Tanks Inspection
• NFPA 25 Fire Pump Inspection
• Fire Safety Compliant Checklist
• Workplace Fire Safety Checklist
• Fire Protection Equipment Checklist
• Fire Testing Checklist
• Smoke Detector Inspection Checklist

3. Document and Report Findings

Record the inspection outcomes clearly, noting the condition of each component and detailing any deficiencies identified. Include supporting evidence such as photos, measurements, and observations. Ensure reports are dated, signed, and stored securely in accordance with regulatory and organizational requirements. Make them easily accessible during compliance reviews or incident investigations.

4. Implement Corrective Actions Promptly

Address defects without delay, prioritizing critical safety issues such as faulty closers or missing seals. Ensure that only qualified personnel carry out the repairs using approved materials. Track the completion of each action within your digital system to maintain accountability.

5. Follow Up and Monitor Performance

Schedule re-inspections to confirm that corrective actions have been completed effectively. Monitor high-risk areas more frequently and use automated reminders to maintain inspection intervals. Conduct regular audits to ensure long-term compliance and system integrity.

Free Fire Door Inspection Report Template

Here’s a fire door inspection report generated using GoAudits.

Why is a Fire Door Inspection Report Important?

A fire door inspection report is a formal document prepared after the inspection of fire doors in a building, detailing the compliance status, deficiencies, and recommended corrective actions to ensure the doors function properly in the event of a fire. It is essential for code compliance, safety assurance, and regulatory review. Here are some reasons why it’s important:

• Serves as legally recognized evidence of compliance with fire safety regulations.
  Creates a traceable record of inspections, dates, and responsible personnel.
  Clearly documents defects and non-compliances with detailed observations.
  Provides actionable data to plan maintenance and prioritize corrective measures.
  Supports regulatory audits and strengthens fire risk assessments.
• Offers legal protection by demonstrating due diligence by duty holders.
• Helps validate insurance claims by proving regular inspection and upkeep.
• Enhances internal oversight by making fire door safety performance transparent.
• Ensures accountability by recording who inspected what, when, and with what outcome.
• Helps in benchmarking safety compliance across multiple workplace sites.

How to Prepare a Fire Door Inspection Report?

Follow the steps below to prepare a fire door inspection report:

1. List Title, Date, and Inspector Information

Start with a clear, descriptive title. Include the date of inspection, the location, and the inspector’s name and credentials. This establishes context and accountability.

2. Define Scope, Objective, and Methodology

Define the scope by stating which areas or buildings were covered. Clarify the objective, which is usually to assess compliance, identify safety risks, and recommend corrective actions. Briefly describe how the inspection was conducted and note any access limitations.

3. List Fire Doors Inspected 

List all inspected fire doors in a structured format. Include identifiers such as door number, location, fire rating, and general condition. A simple table format works best for clarity and reference.

4. Record and Describe Observations 

Report findings in precise terms. Describe each defect clearly, and avoid vague phrases like ‘door damaged’. For example, specify if a seal is missing or if a closer fails to latch. Where applicable, include labeled photos for visual context.

5. Highlight Critical Safety Issues

Highlight serious non-compliances separately. This includes defects that could compromise fire containment, such as non-operational closers or excessive gaps. Make these easy to identify and prioritize.

6. Recommend Corrective Actions and Improvements

For each issue, recommend a specific corrective action. Keep instructions actionable and compliant with fire safety standards. When relevant, suggest timelines and prioritize based on risk level.

7. Summarize Overall Compliance 

Provide a brief overview of the inspection results. State the number of doors inspected, how many passed, how many failed, and the overall compliance rate. This gives decision-makers a snapshot of current fire door safety.

8. Attach Supporting Documents and Review 

Attach relevant documents such as inspection checklists, floor plans, standards referenced, and photographs. Ensure they are clearly labeled and cited in the main report for easy cross-reference.

9. Share with Relevant Stakeholders

Distribute the completed report to responsible parties, such as facility managers, compliance officers, fire safety consultants, and maintenance teams. Prompt sharing supports timely action and helps maintain legal compliance.

The 13-Point NFPA 80 Fire Door Inspection Checklist

Despite the fact that you can include general information in your fire door checklists if you operate a business in an area with NFPA regulations, you must include the following 13 NFPA points for fire door inspection checklists in your fire door assessments: 

1. Labels are Clearly Visible and Legible: All fire doors and frames should have a label that is easy to read, indicating that they have been certified or inspected in line with NFPA 80.
2. No Holes or Breaks in the Door or Frame: Even small gaps may weaken their fire resistance.
3. Intact Glazing and Secure Glass Kits/Beads: Any glass present in the fire door assembly, along with its associated frames and beads, must be securely fitted and free of damage. 
4. Secured and Aligned Door Components: The door, frame, hinges, hardware, and noncombustible threshold must all be properly secured, aligned, and free of damage. 
5. No Missing or Broken Parts: All components, including hinges, handles, and seals, should be present and in good working order. 
6. Correct Door Clearances: NFPA 80 specifies maximum allowable clearances between the door edge and the frame—1/8″ for steel doors and 1/8″ to 3/16″ for wood doors. Ensuring these clearances prevents smoke or fire from passing through gaps.
7. Operational Self-Closing Device: The active door leaf must close fully when released from an open position to contain fire and smoke effectively.
8. Proper Functioning of Coordinator (if installed): If the door assembly includes a coordinator, the inactive leaf should close before the active leaf. 
9. Compliant Latch Throw: The latch bolt must fully extend into the strike plate when the door is closed. This helps maintain the door’s fire-resistant properties under pressure.
10. No Interfering Auxiliary Hardware: Auxiliary hardware, such as door stops or hooks, should not interfere with the door’s operation. All hardware should be compliant with fire door standards.
11. No Field Modifications That Void the Label: Any unauthorized modifications to the door assembly can void the fire rating. Inspect for alterations like additional hardware, cuts, or drilling that could compromise safety.
12. Gasketing and Edge Seals: Where required, gaskets and edge seals must be intact, continuous, and appropriate for the door’s fire rating. 
13. Signage Compliance: Any signage affixed to the door must not exceed 5% of the door’s surface area and should not interfere with the door’s operation. Additionally, signs must be attached with adhesive rather than mechanical fasteners and should not cover any glazing.