A fire service report template, and what a good one holds

Direct answerA fire service report records who visited which site, which systems were checked, what was found, what was done, and who signed for it. Below is a free set of fields for fire alarm, sprinkler, extinguisher and hose reel visits, with a filled-in sample. It is a starting point, not a legal form: what your reports must contain is set by your contract, your standard and your authority.

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Before you use it

This template is not written to any standard or regulation and makes no claim to meet one. Follow your contract, the standard you work to and your authority's requirements, and add whatever they ask for. Where they disagree with this page, they win.

Common to every system

The fields every visit report holds

Field	What to write
Report number	A number from your own series, unique to this visit.
Customer and site	The customer's name, the site address, and the person you dealt with on site.
Date and times	The date, your arrival time and your departure time.
Technicians	Everyone who worked the visit, with the lead named.
Scope	Which systems were covered, and the agreement or job the visit falls under.
Visit type	Routine maintenance, a callout, or rectification work.
Findings	Item by item: what was checked and the result.
Defects and action	What was wrong, what you did on the spot, and what needs a quotation.
Instruments used	Which test instrument, and its calibration state on the day.
Photos	Before and after, of each defect and of anything left in a non-normal state.
Sign-off	The technician's name, the customer representative's name and signature, and the time.

Extra fields by system

Fire alarm

Field	What to write
Panel state on arrival	Normal, or the faults and alarms showing when you arrived.
Devices tested	Which zones or devices, against the scope you agreed.
Isolations	Anything isolated, when, and when it was restored.
Panel state on leaving	Normal, or what is still showing and why.

Sprinkler

Field	What to write
Gauge readings	The readings you took, where they were taken.
Alarm test	What was tested and whether the signal was received.
Pumps	If the system has them: what was run and the result.
Valves on leaving	That every valve was left in its normal position.

Extinguishers

Field	What to write
Location and ID	Where each unit is, and its tag or number.
Type and size	Water, foam, CO2, powder, wet chemical; its capacity.
Condition	Pressure indicator, seal, body, label, mounting.
Action	Passed, serviced on site, replaced, or defect raised.

Hose reels

Field	What to write
Location and ID	Where each reel is, and its tag or number.
Hose and nozzle	Condition of the hose, the nozzle and the reel.
Flow test	Whether one was done and the result.
Cabinet	Door, latch, signage, access.

A filled-in sample

Copy the block below into your own document and change it to suit. Everything in it is fictional.

SERVICE REPORT                       SR-SAMPLE-0001
(Sample only. Every name and address below is fictional.)

Customer        Example Holdings (Sample) Ltd
Site            Unit 1, 1 Sample Road, Example Park
On-site contact J. Placeholder, facilities
Date / time     Arrival 09:10, departure 11:40
Technician(s)   A. Example (lead), B. Example
Agreement       Sample maintenance agreement, routine visit
Systems         Fire alarm, sprinkler, extinguishers, hose reels

FIRE ALARM
  Panel state on arrival   Normal, no faults showing
  Devices tested           Zones 1-4 as per the agreed scope
  Isolations               Zone 2 isolated 09:25, restored 10:05
  Panel state on leaving   Normal

SPRINKLER
  Gauge readings           Recorded on attached sheet
  Alarm test               Bell sounded, signal received
  Valves on leaving        All left in their normal position

EXTINGUISHERS
  EXT-01  Lobby      Water, 9 L     Pressure in range   Pass
  EXT-02  Level 1    CO2, 5 kg      Seal broken         Resealed
  EXT-03  Kitchen    Wet chemical   Bracket loose       Defect raised

HOSE REELS
  HR-01   Level 1    Flow test done   Nozzle worn       Defect raised

DEFECTS AND ACTION
  1. EXT-03 bracket loose: refit, quotation to follow
  2. HR-01 nozzle worn: replace, quotation to follow

INSTRUMENTS USED
  Pressure gauge PG-SAMPLE-7, calibrated (date on file)

PHOTOS      6 attached
SIGN-OFF    Technician: A. Example    Customer: J. Placeholder
            Signed on site 11:38

When the template becomes software

A template on paper or in a spreadsheet works until a report has to prove something months later. In Firavia a service report is done on the phone, and three things change:

Signed means closed. A signed report's photo set closes at signing: nothing can be added or removed, and your customer can still view it.
One document. The stored PDF and the on-screen print view are generated from one document model, so they cannot say different things.
Quotations and invoices delivered when sent. Sending a quotation or invoice produces the real document at that moment, in your customer's portal immediately.

Questions

Common questions

Is this template compliant with my standard or regulator?

It is not written to any standard and makes no claim to meet one. Check your contract, the standard you work to and your authority's requirements, and add what they ask for.

Can I use this template for free?

Yes. Copy the fields or the sample into your own documents and change them to suit your work.

Try it on your own jobs.

14 days free, then you pay per module, per person. See pricing.

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