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Documentation & follow-up
Inspection reports & service records
Clear records show what was checked, the work completed and the follow-up still needed. Tell us which systems are involved and what your property manager, insurer or project team has requested.
Request the record that matches the work
A service tag, inspection report and installation verification report serve different purposes. Confirm the document type, service scope and responsible person before booking.
Records may relate to fire alarms, sprinklers, extinguishers, emergency lighting, kitchen suppression or special-hazard systems. The requested document should match the equipment and work involved.
Different records answer different questions
Document names and contents depend on the work and system. Use this guide to clarify what has been requested; the included records should be agreed before service.
| Record | What it helps explain | What to check |
|---|---|---|
| Equipment service tag | A record attached to an individual item of equipment. | The item, date, service details and the related report where one is supplied. |
| Inspection or test report | The scope and findings of the checks recorded for a system or visit. | Equipment and locations covered, results, limitations and outstanding items. |
| Repair or service record | The corrective or maintenance work recorded after a visit. | Which reported items were addressed and which work or follow-up remains. |
| Verification or project handover documents | The documents specified for an installation or system change. | The exact document type, project scope, responsible preparer and included drawings or reports. |
Read the scope as well as the findings
Inspection and testing records describe the equipment assessed, work completed and deficiencies found at the time of service. Check the date, the equipment covered, who prepared the record and any outstanding items.
A report or service tag does not guarantee that a property is free from fire risk or will pass every future inspection. Ongoing maintenance and correction of deficiencies remain important.
Keep a useful building service history
Keep the property address, system information, dated reports and related corrective-work records together. Preserve original records and add later documents in a way that makes completed work and outstanding items easy to follow.
The Ontario Fire Code includes requirements for records, retention and availability. Confirm which requirements apply to the record and system rather than using one disposal date for every document.
- Group records by property and fire-protection system.
- Keep report references with quotes and records of approved corrective work.
- Retain project drawings and later revisions with the relevant handover records.
- Make sure the responsible building representative knows where the records are kept.
Looking for a previous record?
Include the information below so the document request is clear. Ask the relevant authority or insurer which records they require.
- Property location and approximate service date.
- The document you are requesting.
- Equipment or system involved, if known.
- The wording of any request from your property manager, insurer or project team.
Ask about a service record
Send the available property and service details.
Explore Ask about a service record ↗City inspection information
Use the official route for records or services requested directly from Toronto.
Explore City inspection information ↗Check a revised record before filing it
When a corrected or updated report arrives, establish what changed and which visit the information describes. A new issue date may identify a document revision; ask whether it also records a later attendance, additional work or further testing.
- Match the scope. Check the property, system and equipment references against the original report. If the inventory changed, ask how added or removed entries are identified.
- Read the individual findings. Compare the summary with the detailed results and outstanding items. Ask the issuer to resolve conflicting entries before you rely on the revised status.
- Connect later work. Identify the correction date, responsible provider and relevant follow-up record. Keep proposed work distinguishable from recorded completion.
- Preserve the history. Ask which version is current and how the revision relates to the earlier document. Keep the explanation with the service history rather than silently overwriting a disputed entry.
For a new installation or alteration, discuss the expected handover documents during project planning. The inspection preparation guide helps organize the records needed for a later visit.
If an item is still unresolved, use the findings and follow-up guide to identify the next question. Confirm any separate recipient's requirements using their actual request; report delivery alone does not establish their acceptance.
Connect documents with the next step
Review recorded deficiencies and proposed corrective work. Ask whether follow-up testing or updated records will be needed, and keep those documents with the original report.
Arrange inspection & testing
Confirm the equipment, checks and report included.
Explore Arrange inspection & testing ↗Discuss repair documentation
Record completed work and any remaining follow-up.
Explore Discuss repair documentation ↗Plan installation records
Clarify the project documents needed at handover.
Explore Plan installation records ↗From our work: preserve the finding and document the correction
In one file FC handled, a different provider had carried out repairs after the original inspection. The fire inspector asked that the original findings remain in the inspection record and that the later corrections be documented separately with their dates and supporting work records.
A later message confirmed that the inspections and corrections were complete, while a Fire Safety Plan requirement remained outstanding. Closing repair items and closing the entire property file were separate outcomes. This is one documented exchange, not a universal legal ruling or a claim that FC performed those repairs.
A record trail to discuss with the provider
- Original finding: retain the inspection date, equipment reference and recorded result.
- Corrective-work record: connect the finding to what was done, when and by whom. A quotation alone records proposed work.
- Relevant follow-up: retain the applicable test, retest or other completion evidence supplied for that scope.
- Recipient response: keep any authority, insurer or other recipient's response, including items still outstanding.
This is an illustrative filing sequence. The documents required depend on the work and the recipient's actual request. Ask the provider to resolve a missing correction date or inconsistent result before treating an item as closed.
Discuss the follow-up records when arranging fire safety repairs. If a plan remains outstanding, review Fire Safety Plan Development as a separate scope.
Organize your service handover
Use this one-page worksheet to connect the original finding, completed work, documents received and actions that remain open. Download the service and records handover worksheet (fillable PDF)
Save a copy on your device, fill it in and save your completed version. To share it with FC Fire, use your agreed project contact or email contact@fcfire.ca.
Record confirmed status; a completed worksheet does not establish whole-building compliance or authority approval.
Common questions.
Is a service tag the same as an inspection report?
No. Tags, inspection reports and verification documents serve different purposes. Explain the request you have received and confirm which record is appropriate for the work.
Can I request records for a previous visit?
Contact FC Fire with the property location, approximate service date and document requested. Include any written request from your property manager, insurer or project team.
Do records mean no further action is needed?
Review the scope, findings and outstanding items. Maintenance, corrective work and any required follow-up remain important after an inspection or service visit.
Tell us which records you need
Include the property, equipment, approximate service date and the wording of any document request.
Ask about service records ↗We’ll discuss the scope and available appointments.