How I Set Up the Fire Extinguisher Check Template with Customers in Pilla

I'm Liam Jones, NEBOSH-qualified health and safety consultant and founder of Pilla. This is how I approach fire extinguisher checks in a health and safety management system, based on close to twenty years in frontline operations and advising hundreds of businesses on compliance. You can email me directly; I read every email.

Fire extinguishers sit on walls for months or years, waiting for the one moment they're needed. When that moment comes, a chip pan fire or an electrical fault, you need to know they'll work. I've walked into premises where extinguishers had been moved during a refurbishment six months earlier and nobody had put them back. The brackets were empty. The extinguishers were in a store room behind a stack of boxes.

Monthly visual inspections are the thing that catches problems like that before a fire does. They take a few minutes per unit and they're not complicated. But they need to be done properly, recorded clearly, and followed up when something is wrong. That's what this article covers: what you're actually required to do, the template I use with customers to set it up as a recurring check in Pilla, and how Poppi can chase the follow-up so you don't have to.

Key Takeaways

  • What is a fire extinguisher check? A monthly visual inspection that confirms each extinguisher is present, accessible, undamaged, and showing adequate pressure. It sits between annual professional services and catches problems before a fire reveals them
  • Why do you need a fire extinguisher check? The Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to maintain fire-fighting equipment in working order. Your fire risk assessment should specify monthly inspections, and insurers usually require documented evidence of maintenance
  • How do you set it up in Pilla? Use the work template below, set it as a recurring monthly activity, and assign it to the person responsible for fire safety at your premises
  • How do you automate the follow-up? Set up Poppi to chase anyone who misses a scheduled check, notify managers when issues are found, and flag when annual servicing is coming due

Article Content

Understanding What's Required of You

Fire extinguisher checks fall under the Regulatory Reform (Fire Safety) Order 2005. The responsible person, usually the employer or whoever has control of the premises, must ensure that fire-fighting equipment is maintained in an efficient state, in efficient working order, and in good repair. BS 5306-3 provides the detailed guidance on how to do that for portable extinguishers.

In practice, this means two things. Monthly visual inspections done by your own staff, and annual professional servicing done by a qualified technician. The monthly check is what this article covers. It's a quick walk-through that confirms each extinguisher is where it should be, looks right, and shows adequate pressure. The annual service goes deeper: discharge tests, weight checks for CO2 units, component replacements. Both are required. One does not replace the other.

An extinguisher can fail for reasons that are obvious if you look but invisible if you don't. Someone moves it during a deep clean and forgets to put it back. A slow seal leak drops the pressure over a few weeks. A tamper seal gets broken by a curious member of staff. Corrosion builds up at the base where it sits in a damp patch. A nozzle gets blocked by debris. None of these show up unless somebody physically walks over, picks it up, and checks.

Your fire risk assessment should specify the frequency. Monthly is the standard minimum. Some premises check weekly, particularly high-risk environments or areas where extinguishers are more likely to be disturbed. After any fire, false alarm, or unusual event, check them all again.

Insurance policies usually require documented evidence of extinguisher maintenance. If you can't show records of regular checks and something goes wrong, you may find your cover is compromised. I've seen businesses learn this the hard way.

Setting It Up as a Work Activity

I've built a fire extinguisher check template in Pilla covering location identification, visual inspection, pass/fail recording, photo evidence, and notes for follow-up. It's designed as a recurring work activity that you assign to the person responsible for fire safety on your premises.

Create a new work activity and tag it with "Health and Safety Checks". Use the same tag across all of your safety checks so they're grouped together and Poppi can track them as a set. Set the recurrence to monthly, or weekly if your fire risk assessment calls for it.

The template is designed to be edited, not just filed. If you use a numbering system for your extinguishers, build that into the location field guidance. If you have CO2 units that don't have pressure gauges, note that in the instructions so the person doing the check knows to skip that item. If you have wet chemical extinguishers in the kitchen, add a reminder to check the lance condition. Make it match your premises.

1. Extinguisher location

Before you begin inspecting the extinguisher itself, record which one you are checking. This creates an audit trail showing that every extinguisher gets regular attention.

Why it matters:

Most premises have multiple fire extinguishers, sometimes dozens. Recording the location ensures you do not accidentally skip any and creates a history for each individual unit. If problems recur with a specific extinguisher, the location record helps identify patterns.

What good answers look like:

  • "Kitchen, next to rear exit"
  • "Ground floor corridor, opposite Room 3"
  • "Reception area, behind desk"
  • "FE-01" (if using a numbering system)
  • "Bar, left of main entrance (CO2)"

How to answer this for yourself:

Use whatever identification system makes sense for your premises. Options include:

  • Location descriptions that are clear enough for anyone to find the extinguisher
  • Numbering systems like FE-01, FE-02, corresponding to a site plan
  • Room names such as Kitchen, Office, Cellar
  • Combination like "Kitchen (FE-03)" giving both context and precise identification

If you have a site plan showing extinguisher locations, reference it. New staff should be able to find any extinguisher from your location description.

Common mistakes (and how to avoid them):

  • "Main extinguisher" is not specific enough if you have several
  • "The red one" does not help. They are all red in the UK
  • Inconsistent naming where you use "kitchen" one month and "back of house" the next creates confusion in your records

Best practices to follow:

  • Create a numbered list of all extinguishers with their locations
  • Walk a logical route through your premises to check them in order
  • Update the list if extinguishers are added, removed, or relocated
  • Include the extinguisher type in the location record (water, foam, CO2, powder, wet chemical)

2. Visual inspection

This is the core of the check. You're systematically examining each aspect of the extinguisher to confirm it's ready for use.

Why it matters:

Each item in this checklist addresses a specific way an extinguisher could fail. Missing any item could mean missing a critical problem.

What good answers look like:

Every item should be checked and ticked. If you cannot tick an item because there is a problem, that is when the check has done its job. You have caught an issue before it caused harm.

How to answer this for yourself:

Work through each item methodically:

Extinguisher is in designated location

The extinguisher should be exactly where it is supposed to be, on its bracket, on its stand, or in its cabinet. Check against your site plan or location list.

Why this matters: In an emergency, people go to where extinguishers are supposed to be. If it has been moved, precious seconds are lost.

What to look for: Is the extinguisher physically present? Is it in the correct position? Has it been moved even slightly, suggesting someone has handled it?

Common issues: Extinguisher borrowed for an event and not returned. Moved during cleaning. Knocked off bracket. Taken to another location after a minor incident.

Access is clear and unobstructed

Nothing should block the path to the extinguisher or prevent someone from grabbing it quickly.

Why this matters: Fire situations develop rapidly. Every second spent moving furniture or boxes to reach an extinguisher is a second the fire grows.

What to look for: Can you walk directly to the extinguisher? Can you lift it off its bracket without obstruction? Is there at least 1 metre of clear space in front?

Common issues: Boxes stacked in front. Furniture moved during rearrangement. Deliveries left blocking access. Coat stands or plants placed nearby.

Safety pin and tamper seal intact

Most extinguishers have a metal pin through the handle mechanism, secured with a plastic tamper seal or tag. These prevent accidental discharge and show if the extinguisher has been interfered with.

Why this matters: A broken seal suggests the extinguisher may have been partially discharged, tampered with, or used. Even a brief discharge significantly reduces the available agent.

What to look for: Is the pin in place? Is the plastic seal unbroken? If there is a tag, is it still attached and the wire intact?

Common issues: Seals broken by curious people. Pin removed and replaced (seal will be broken). Seal degraded and fallen off over time.

Important: If the seal is broken but the extinguisher appears full and undamaged, it may have been legitimately serviced and resealed by a technician. Check the service label date. If recently serviced, the broken seal might indicate the new seal was not properly attached.

Pressure gauge in green zone (if applicable)

Stored pressure extinguishers (water, foam, most powder, and some CO2) have a pressure gauge on the head. The needle should point to the green zone.

Why this matters: The pressure propels the extinguishing agent. Without adequate pressure, the extinguisher will not discharge properly, or at all.

What to look for: Look at the gauge. The dial typically has three zones:

  • Red (low) means undercharged, needs professional attention
  • Green (normal) means correct operating pressure
  • Red (high) means overcharged, needs professional attention (rare)

Common issues: Slow pressure loss through seals. Temperature fluctuations affecting pressure. Gauge mechanism failure (stuck needle). Previous partial discharge.

Note: CO2 extinguishers often do not have pressure gauges. They are checked by weight during professional servicing. Some cartridge-operated extinguishers also lack gauges.

No visible damage, dents, or corrosion

Examine the cylinder, handle, and valve assembly for physical damage.

Why this matters: Damage can compromise the structural integrity of the pressurised cylinder or prevent the valve mechanism from operating correctly. A corroded or dented extinguisher might not discharge, or could fail catastrophically.

What to look for: Walk around the extinguisher examining all surfaces. Look for dents or deformation of the cylinder, rust or corrosion (particularly at the base where water collects), paint damage exposing bare metal, damage to the handle or operating lever, and cracks or damage to the valve assembly.

Common issues: Base corrosion from sitting in water or damp areas. Dents from being knocked over or hit by trolleys. Handle damage from improper attempts to use.

Operating instructions legible

Every extinguisher has operating instructions printed or attached to it. These must be readable.

Why this matters: In an emergency, someone who has not used an extinguisher before might be the first on scene. Clear instructions could make the difference between effective use and dangerous misuse.

What to look for: Can you read all the text? Are pictograms visible and clear? Has the label faded, been painted over, or been damaged?

Common issues: Fading from sunlight exposure. Paint overspray during decoration. Stickers or other labels placed over instructions.

Hose and nozzle in good condition

Examine the discharge hose (if fitted) and nozzle or horn for damage or blockage.

Why this matters: A damaged hose might split under pressure, spraying agent unpredictably. A blocked nozzle prevents discharge entirely.

What to look for: Hose connected at both ends, no cracks or splits or perishing of hose material, nozzle or horn securely attached, no visible blockages in the nozzle opening, hose not kinked or twisted.

Common issues: Perished rubber from age. Insect nests or debris in nozzle. Nozzle knocked off and lost. Hose pulled and detached from connector.

Note: Some extinguishers, particularly smaller ones, do not have hoses. Just a built-in nozzle. Check this is clear and undamaged.

Service date label present and in date

Professional servicing creates a label or tag showing when the extinguisher was last serviced and when the next service is due.

Why this matters: Visual inspections do not replace professional servicing. An extinguisher that has not been professionally serviced may have internal problems you cannot see.

What to look for: Find the service label (usually on the back or attached as a tag). Check the most recent service date, the next service due date, and whether the next service date has passed.

Common issues: Service label removed during cleaning or painting. Service overdue because contractor visit was missed. Multiple labels causing confusion about current status.

Standard service intervals: Most extinguishers require annual basic service. Extended service (more detailed examination) is typically required at 5 years, with refurbishment or replacement at 10 years. CO2 extinguishers require hydraulic testing at 10 years.

Common mistakes (and how to avoid them):

  • Checking from a distance. You need to get close, touch the extinguisher, and examine all sides
  • Assuming previous check means current check is fine. Conditions change. Check everything every time
  • Ignoring gauges slightly below green. If the needle is close to the red zone, report it
  • Not checking behind or underneath. Corrosion often starts where you cannot see easily

Best practices to follow:

  • Touch the extinguisher. Lift it slightly to confirm it has weight (contents)
  • Check the base for corrosion (lift it if possible)
  • Spin it to see all sides if it is on a rotating bracket
  • Look up at the ceiling above. Water damage could indicate a leak affecting the extinguisher

3. Inspection result

Based on your visual inspection, record whether the extinguisher passes or fails.

Why it matters:

This creates a clear record of the extinguisher's status. A pass confirms it is ready for use. A fail triggers immediate action.

What good answers look like:

  • Pass means every checklist item was satisfactory. The extinguisher is ready for use.
  • Fail, issue found means one or more problems were identified that need attention.

How to answer this for yourself:

Be honest and consistent. If you have any doubt about the extinguisher's readiness, record it as a fail. It is far better to over-report than to pass an extinguisher that then fails in an emergency.

What triggers a fail:

  • Any checklist item that could not be ticked
  • Anything that makes you uncertain about the extinguisher's readiness
  • Pressure gauge not in green zone
  • Any visible damage or corrosion
  • Service date overdue
  • Tamper seal broken without explanation

Common mistakes (and how to avoid them):

  • Passing when unsure. If you are not certain, fail it and get a professional opinion
  • Failing without recording details. Explain what the problem is in the Notes section
  • Thinking a fail reflects badly on you. A fail means the check worked. You caught a problem

Best practices to follow:

  • A fail is not a black mark. It is evidence your checking system works
  • Record the specific reason for failure in the notes
  • Ensure failed extinguishers are clearly marked or tagged so they are not mistakenly relied upon
  • Follow up promptly to get failed extinguishers serviced or replaced

4. Photo evidence

Photograph the extinguisher to create visual evidence of its condition.

Why it matters:

Photos provide proof of condition at the time of inspection. They help with demonstrating compliance to inspectors, tracking degradation over time, supporting insurance claims if needed, and training new staff on what to look for.

What good answers look like:

A clear photo showing the whole extinguisher in its location, the pressure gauge reading (close enough to see the needle position), any issues or damage found, and the service label if relevant.

How to answer this for yourself:

Consider what you would want to see if reviewing this check later. For a passing extinguisher, one clear photo showing the unit and its gauge is usually sufficient.

For a failing extinguisher, photograph the specific problem (damage, corrosion, broken seal), the location context (blocked access, for example), and any labels or markers that help identify the issue.

Common mistakes (and how to avoid them):

  • Blurry photos. Take a moment to focus. A blurry photo is useless
  • Wrong angle. Make sure the gauge is visible if you are photographing condition
  • Too far away. Close enough to see details, particularly the gauge reading
  • Missing the problem. If reporting an issue, make sure the photo shows it clearly

Best practices to follow:

  • Good lighting makes a big difference. Use your phone's flash if needed
  • For pressure gauges, photograph straight on to avoid parallax
  • Include something for scale if photographing damage
  • For recurring checks, try to photograph from the same angle for comparison

5. Notes

Record any issues found, actions taken, or observations that do not fit elsewhere.

Why it matters:

Notes capture the detail that checkboxes cannot. They explain why something failed, what action was taken, and what follow-up is needed. They also provide continuity. The next person doing the check can see what was found previously.

What good answers look like:

For a passing check with no issues:

  • "All satisfactory, no issues" (brief is fine when there is nothing to report)
  • Can be left blank if everything passed and the photo shows good condition

For issues found:

  • "Pressure gauge showing needle at bottom of green zone, monitor next month, may need regassing"
  • "Tamper seal broken but service label shows serviced last week, seal may not have been replaced properly, contacted contractor"
  • "Access blocked by new shelving unit, spoke with manager, will be relocated by end of week"
  • "Base showing early corrosion spots, extinguisher in damp location, recommended relocating or raising off floor"

How to answer this for yourself:

Think about what the next person needs to know. What exactly was the problem? What did you do about it? What still needs to happen? Is there anything to watch for next time?

Common mistakes (and how to avoid them):

  • "Problem found" is too vague. What problem?
  • Not recording follow-up actions. Note what you did, not just what you saw
  • Forgetting to update when resolved. If you reported an issue, record when it was fixed

Best practices to follow:

  • Be specific about problems: location of damage, exact gauge reading, specific obstruction
  • Record actions taken: who you told, what they said they would do, when
  • Include dates when relevant, such as "Contractor visit scheduled for 15th"
  • Reference previous notes if following up, such as "Corrosion noted in January check now worse, escalating"

Automate the Follow-Up with Poppi

Writing the check is one thing. Making sure it actually gets done on schedule is another. Poppi can handle the chasing so you don't have to.

If you set the work activity to recur monthly, Poppi will track whether it's been completed on time. You can set up automations to chase the person responsible when a check is overdue, notify managers when an issue is found, and get a regular report showing completion rates across all your safety checks.

Here are three automations I'd set up for any recurring safety check:

Overdue training reminders

Automatically chase team members who have mandatory policies they haven't read yet. Poppi sends the reminder so you don't have to.

Poppi
Poppi

Tom, you have 2 overdue policies to read and acknowledge

Video completion alerts

Get notified when a team member finishes reading or watching a policy, so you can track progress without chasing.

Poppi
Poppi

Emma has completed a mandatory policy

Training gap analysis

Get a regular AI report showing which team members are behind on mandatory policies and where the gaps are across your team.

Poppi
Poppi

Training Report: 87% team completion. Tom and Sarah behind on 2 mandatory policies, due 3 days ago.