What Documents Do I Need To Prove My Building Is Fire Maintenance Compliant?

Jan 11, 2022

Proving fire compliance is no mean feat, particularly when it’s a critical aspect of your work that’s tangled in a web of legislation that no one gives clear unbiased advice on. HTC Group is here to demystify one element of that process, namely, what documents do you need to prove your building is fire maintenance compliant?

The primary documents that detail the fire maintenance requirements are the Building Fire Safety Regulation 2008, the Queensland Development Code Mandatory Part 6.1, and the Australian Standard for the Routine service of fire protection systems and equipment, AS1851:2012.

All documents required to ensure you have met your legal obligations to secure the safety of any person in the building in the event of a fire are detailed below.


Document 1: Fire Maintenance Records¹

Managed By: The service provider issues the records to the building owner/occupier to be stored onsite.

Fire Maintenance Records are issued for each type of equipment (fire safety installation) at the required service frequency. This document details the work conducted, the pass/fail result, any actions required, non-conformances and/or defects. It is required to be signed by the owner/occupier as well as the QBCC licenced maintenance provider.

Document 2: Form 72²

Managed By: Service provider issues the records to the building owner/occupier.

Form 72 is issued by the Department of Housing and Public Works Queensland and documents results of the maintenance flow and pressure testing on the hydrant and sprinkler systems. See below for an example of a HTC Group Form 72.

Document 3: Critical Defect Notices³

Managed By: Service provider issues the records to the building owner/occupier.

A critical defect notice is issued by the service provider if a fire safety installation defect is likely to make it inoperable and is likely to adversely impact the fire safety of the occupants in the event of a fire emergency. The service provider must give the occupier the critical defect notice within 24 hours of being aware of the defect. The critical defect notice template can be found below.

Document 4: Annual Occupier Statement⁴

Managed By: Building owner/occupier, or service provider.

The Annual Occupier Statement is a register listing the fire safety installations, including any critical defect notices. The occupier must send a copy to the QFES within 10 days of receiving it and it must be kept on-site for 2 years. The Annual Occupier Statement template can be found below.

Document 5: Building Approval Documents⁵

Managed By: Building owner/occupier.

The Building Approval documents include:

  • Certificate of Classification (for buildings built prior to 1 July 1997 a Certificate of Approval or other approval document is sufficient)
  • A list of fire safety installations within the building

Further information for building owners and occupiers can be found in the Building Fire Safety: Management Tool & Advisory Notes document released by the QFES.

HTC Group Keep You Fire Maintenance Compliant & Protected

If you are unsure if your sites comply with these requirements, HTC Group can help. We are here to make your life easier when it comes to making sure your building is fire maintenance compliant. We set our own customer service standard by striking the balance between assured compliance, and minimising defect rectification expenses. Be sure to contact our helpful team if you need any assistance with your fire safety and fire maintenance.


BFSR 2008. The Building Fire Safety Regulation 2008 available at

Certificate of Classification (CoC). The CoC is issued by the Local Government or certifier. It
documents the building classification⁶. Buildings approved after 1 July 1997 must display the CoC near the main entrance⁷.

Fire safety installations. Equipment that is required to protect occupants from a fire. It includes
evacuation, detection, and firefighting equipment. Examples include fire detection and alarm system, sprinkler system, fire extinguishers, fire hose reels, fire hydrant systems including pumps and tanks, emergency lighting and passive fire features such as fire doors. A full list is given in Schedule 2 of the Building Act 1975 under the heading fire safety installation.

QDC MP 6.1. The Queensland Development Code Mandatory Part 6.1 available at

Service frequency. Fire sprinklers, fire pumps, emergency lighting and detection and alarm
systems are inspected monthly. Fire hydrants, fire hose reels, extinguishers, blankets and passive systems are maintained 6 monthly. See AS1851:2012 Table 1.11(A) for complete details.

Service provider. A QBCC licenced fire maintenance contractor.

Summary record. A register including a list of the equipment, scheduled dates of service, details
of non-conformances and defects, name and signature of the owner/occupier, name, signature and QBCC licence of the service provider. It is required for the Fire hydrant valves, fire hose reels, extinguishers and fire blankets. See AS1851:2012 Section 1.16.3 for complete details.

¹  Required by the BFSR 2008, Section 55 (2) which mandates the QDC MP6.1, A1 (a) which mandates AS1851:2012. AS1851:2012 Section 1.16.3 provides details or the elements that are required in the report.

²  Required by the QDC MP 6.1, Section A4(a).

³  Required by the BFSR 2008, Sections 49 and 53.

⁴  Required by the BFSR 2008, Section 55A which mandates the QDC MP 6.1, A2 (b).

⁵  Required by the BFSR 2008, Section 25

⁶  BFSR 2008, Section 25.

⁷  Building Act 1975, Section 108A.

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