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What should be recorded in the fire alarm log book?

BS 5839-1 sets out what the log book should show about tests, faults, false alarms and maintenance; disablements and alterations are added as good practice.

Direct answer

The fire alarm log book is a record of the life of the system. BS 5839-1 recommends recording the names of the premises management responsible for the system, brief details of the maintenance arrangements, all fire alarm signals, the cause and category of all false alarms, all tests, all faults and defects, and all maintenance. Good practice — reinforced by BS 5839-1's recommendation to record all agreed variations — also means logging disablements and their reinstatement, and any alteration to the system. A well-kept log book supports the fire risk assessment and any inspection by the relevant enforcing authority.

Applies to

  • Products / Models: All Hochiki Europe addressable and conventional systems (general guidance)
  • Firmware / Version: Not applicable
  • Region: UK
  • Standards: BS 5839-1 (records / log book)

What is a fire alarm log book and why does it matter?

  • The log book is the documented history of the fire detection and alarm system for the premises.
  • BS 5839-1 recommends that a single, named member of premises management is appointed to supervise the system and to keep the log book up to date and available for inspection. In England and Wales that person normally acts for the responsible person under the Regulatory Reform (Fire Safety) Order 2005.
  • It provides evidence of ongoing testing and maintenance for the fire risk assessment and for inspection by the relevant enforcing authority.
  • The log book may be kept on paper or in electronic form. BS 5839-1 allows either, provided the record is accessible to everyone who needs it: the premises management, the servicing organisation, and anyone entitled to inspect it.

Who makes the entries

  • Day-to-day entries are made by the appointed member of premises management, or by someone they nominate.
  • The servicing organisation and visiting service engineers also add entries for their own work, but the record as a whole remains the premises management's responsibility. See What are the duties of the Responsible Person for a fire alarm system?.

Information recorded at the start of the log book

  • The name(s) of the member(s) of premises management to whom responsibility for the fire detection and fire alarm system is delegated.
  • Brief details of the maintenance arrangements — who maintains the system, the contract end date, the contact number and the expected attendance time.

Typical entries

  • Routine weekly tests — date and time, the manual call point tested, that the panel and sounders responded, and any other test carried out, including fire drills — see How to carry out the weekly fire alarm test.
  • Faults and rectification — faults shown by the panel, the date and time, and the action taken to put them right.
  • False alarms / unwanted fire signals — date and time, the device that triggered the signal and where it is located, the cause and the surrounding circumstances, the category of false alarm, and any action taken to prevent recurrence. BS 5839-1 defines the categories of false alarm; if you are not sure which applies, ask the organisation that commissioned or maintains the system.
  • Servicing visits — date of each periodic service by a competent person, and the outcome — see How often should a fire alarm system be serviced?.
  • Disablements and reinstatements — any part of the system temporarily disabled (for example during building work), when, why, and when it was reinstated. See How to disable part of a fire alarm system safely.
  • Alterations — additions, removals or changes to the system and devices.
  • Call-outs and incidents — date and time of any actuation of the system in a real or suspected fire, the device that initiated it and where it is located, and the response.
  • Agreed variations — any agreed departure from the recommendations of BS 5839-1, and the reason for it. BS 5839-1 recommends that all agreed variations are recorded in the log book.

How it supports inspection and the risk assessment

  • BS 5839-1 notes that the log book can provide evidence of compliance with fire safety legislation.
  • Gaps in the record (for example missing weekly tests) can undermine confidence that the system is being properly maintained.

When to contact technical support

  • If you are unsure what your specific system requires you to record.
  • If repeated faults or false alarms are being logged and you need help identifying the cause.

Safety note

This article is general guidance for Hochiki Europe products. Design, installation, commissioning, maintenance and modification of fire detection and alarm systems should be carried out by, or under the responsibility of, a competent person in accordance with the applicable standards (for example BS 5839-1 in the UK). Statutory requirements imposed by the relevant enforcing authority also apply. Always refer to the current product manual and data sheet for the exact model before carrying out any work.

References

  • BS 5839-1 (current edition) — records and log book recommendations
  • System log book

Last reviewed: 2026-10-21 — Reviewed by: Hochiki Europe Technical Support