When you renew your business insurance, apply for a lease, sell a property or face an inspection, someone will usually want to see proof that fire safety and water safety are being managed. Having the right records to hand, in one place, saves time and stress. This guide sets out the fire and Legionella records Irish businesses should keep, and how to organise them.
Why insurers, landlords and inspectors ask for records
Under the Fire Services Acts 1981 and 2003 (section 18(2)), a person in control of premises must take reasonable measures to guard against the outbreak of fire and to make sure people can escape safely. The Safety, Health and Welfare at Work Act 2005 also requires employers to identify hazards and manage the risks to employees and others, which includes water systems where Legionella bacteria could grow. Insurers, landlords, lenders, auditors and enforcement officers may ask to see how you are meeting these duties. Written records are the simplest way to show it.
Fire safety records worth keeping
- A current written fire risk assessment, with the date it was carried out and the date it was last reviewed
- An action list showing what was recommended, who is responsible and when each item was completed
- Fire alarm and emergency lighting service and test records
- Fire extinguisher service tags and certificates
- Fire door checks and any repairs
- Evacuation drill dates and notes, and a list of trained fire wardens
- Staff and visitor fire safety induction records
If you are not sure what a visit involves, read our guide to what happens during a fire risk assessment visit.
Water safety and Legionella records worth keeping
- A current Legionella risk assessment covering your tanks, hot and cold water, showers and any other water systems
- A named person responsible for managing water safety, with a deputy for holidays and absences
- Temperature check records and flushing logs, especially for little-used outlets
- Tank inspection and cleaning records
- Shower head and hose cleaning or descaling records
- Results of any Legionella sampling, and what was done in response
- Records of training for the people carrying out the checks
How to organise your records
- Keep one folder, paper or digital, for fire safety and one for water safety, or a single compliance file with two clear sections
- Put the current assessment at the front, with the action list behind it
- File certificates and logs by date, newest first, so gaps are easy to spot
- Name one person to keep the file up to date, and check it on a set day each month
- Keep a back-up copy, because a fire or flood can destroy paper records
Common gaps to avoid
- An assessment that was never reviewed after a refit, extension or change of use
- Flushing or temperature checks that happen but are not written down
- Certificates stored in different places, or held only by a previous manager
- Recommended actions with no owner or completion date
- No named person responsible, so tasks slip when someone is away
Frequently asked questions
How long should we keep fire and Legionella records?
There is no single rule that suits every business, so check with your insurer, your legal adviser or the relevant guidance for your sector. In practice, many businesses keep several years of records so that trends and past actions can be shown if they are ever asked about.
Do small businesses need all of this?
The level of detail should match the size and risk of your premises, but the duties still apply. A small business can keep a simple, well-organised file and still show that it is managing fire and water risks sensibly.
How Safer Solutions can help
We carry out fire risk assessments, Legionella risk assessments, Legionella sampling and water tank cleaning for businesses across Ireland, including Dublin, Cork, Limerick and Galway. Our reports are written in plain English with clear action lists, so they are easy to file and easy to show. Browse more practical advice in our guides, or contact us for a no-obligation quote. We are open Monday to Friday, 8.30am to 5pm.
This guide is general information, not legal advice. Your obligations depend on your premises and activities.