How to Prepare for a Fire Department Inspection — A Step-by-Step Guide

Fire inspections aren’t just a formality — they’re a legal requirement and a crucial part of keeping your building, employees, and visitors safe. In Ontario, the Fire Protection and Prevention Act (FPPA) empowers local fire departments to conduct inspections to ensure compliance with the Ontario Fire Code (O. Reg. 213/07).

Whether you manage a commercial property, warehouse, or office building, being proactive can make the inspection smooth, efficient, and stress-free.

Here’s a step-by-step guide to help you prepare.

1. Review Your Fire Safety Plan

Make sure your Fire Safety Plan (FSP) is current, approved, and accessible.

Verify that contact names, emergency procedures, and floor plans are up to date.
Ensure all staff know their roles in case of an emergency — including evacuation routes and meeting points.

Tip: Keep both a printed and digital copy readily available for fire officials during inspections.

2. Test and Inspect Fire Protection

Systems

Fire inspectors will check that your systems are maintained according to CAN/ULC standards and Ontario Fire Code requirements.
This includes:

Fire alarm systems (tested annually under CAN/ULC S536)
Sprinkler systems and backflow preventers (tested annually)
Fire extinguishers (monthly visual inspection + annual servicing)
Emergency lighting and exit signs (tested monthly and annually)
Fire hoses and pumps (tested per NFPA and local code)

Tip: Keep recent inspection reports handy — inspectors will likely ask to review them.

3. Ensure Equipment Is Accessible

and Tagged

Obstructions are one of the most common inspection issues.

Keep fire extinguishers, sprinkler heads, and pull stations clear and visible.
Verify that all extinguishers and devices have valid inspection tags and are within service dates.

Don’t: Store materials in front of electrical panels or fire exits — that’s an instant violation.

4. Train Staff on Fire Safety

Procedures

Fire safety isn’t just about equipment — it’s about people.

Conduct regular fire drills.
Train staff on how to use extinguishers (PASS method).
Ensure everyone knows how to report hazards or system issues immediately.

Tip: Keep a record of training dates for proof of compliance.

5. Maintain Building Housekeeping

Standards

Good housekeeping plays a major role in fire prevention.

Keep corridors and stairwells free of clutter.
Ensure mechanical and electrical rooms are clean and accessible.
Store flammable materials safely, away from ignition sources.

Bonus: Regularly check fire doors — they should close and latch properly without being propped open.

6. Organize Your Documentation

When the inspector arrives, having your documentation ready shows professionalism and compliance.
Prepare:

Fire safety plan
Recent inspection and maintenance reports
Training records
Fire drill logs
Any deficiency reports and corrective actions

Tip: Keep everything in one binder or digital folder labeled “Fire Safety Records.”

7. Schedule Preventive Maintenance

The best way to pass an inspection? Be prepared year-round.
Partner with certified fire protection professionals who can:

Inspect and maintain systems regularly
Identify and fix issues early
Provide detailed reports that meet fire department and insurance requirements

Preventive maintenance isn’t just compliance — it’s peace of mind.

A fire department inspection shouldn’t be stressful. With regular maintenance, organized documentation, and well-trained staff, your building can stay safe, compliant, and inspection-ready all year long.

At Harex Inc., we help property managers and business owners across the Durham Region stay compliant through comprehensive fire protection inspections, testing, and maintenance services.