4 ways to automate fire extinguisher checks

#1 - Simple checklist

Who it's for: Single-site venues where the manager runs the monthly check themselves and wants the paper checklist on a phone.

What it is: A fire extinguisher check is a monthly visual inspection of every extinguisher on site, covered in one check. This version is the tick-list of 8 conditions, a pass/fail result, and a notes field. It confirms all extinguishers are in their designated places, access is clear, pins and seals are intact, gauges are in the green, there's no damage, instructions are legible, hoses are sound, and service dates are in date.

Available on: Basic.

In practice: A single-site pub checks its extinguishers on the first of each month. The manager works the list at each unit, marks pass or fail, notes that the kitchen CO2 is due its annual service next month, and the check is logged rather than remembered.

Why it works: The list lives on the canvas, so the check covers the same eight points every time. The pass/fail makes the outcome explicit, and the notes field flags anything, like an approaching service date, that needs booking.

Steps included:

• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field

When to upgrade:

1. Rota staff run the check and don't all know what to look for
2. You want photo proof each unit was actually checked
3. You run more than one site and want a named sign-off

#2 - With guidance

Who it's for: Venues where the monthly check is delegated to whoever is on the rota.

What it is: The simple check with a guidance note at the top. It explains what each point means, in the green on the gauge, seal and pin intact, clear access, and makes clear that the monthly visual check confirms the extinguisher is serviceable but does not replace the annual service by a competent engineer.

Available on: Standard.

What it adds to the previous template:

1. What each inspection point means is spelled out
2. Staff know the monthly check is a visual one, not the annual service
3. The check is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a new starter reads what to look for as they work, not in a training session weeks ago.

Steps included:

• 1 guidance note (what to look for; monthly check vs annual service)
• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field

When to upgrade: When a tick is no longer enough and you want photo proof of each unit (Fire Extinguisher #3), or a named sign-off (Fire Extinguisher #4).

#3 - With photo evidence

Who it's for: Venues under fire-risk scrutiny, or wanting to defend their records, that want proof each extinguisher was actually checked.

What it is: The guided check plus a photo of each extinguisher in place. A tick says the check happened; a photo of the unit, its gauge, and its service label is proof it was there, serviceable, and inspected on the day.

Available on: Standard.

What it adds to the previous template:

1. A photo of each extinguisher, captured at the time
2. Proof the unit was in place and serviceable, not just ticked
3. A visual record that ties the check to a real unit and location

Why it works: A monthly tick is easy to complete from the office without walking the building. A photo of each unit proves someone actually went to it and looked.

Steps included:

• 1 guidance note (what to look for; monthly check vs annual service)
• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the extinguisher

When to upgrade: When the check needs a named, dated sign-off so an audit can see who did it (Fire Extinguisher #4).

#4 - With photo and signature

Who it's for: Multi-site groups where each site's fire checks have to stand up to a fire-risk assessment or insurer review.

What it is: The photo check plus a signature. The person doing the check signs to confirm every extinguisher was inspected and serviceable. For a group, that signature makes each site accountable for its own fire equipment.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming every unit was checked
2. Named accountability for each site's fire checks
3. A complete record (checklist, photo, signature) an auditor or insurer treats as best practice

Why it works: Fire equipment is exactly what an insurer or a fire officer asks about after an incident. A signed, photo-backed monthly record is the evidence that protects you.

Steps included:

• 1 guidance note (what to look for; monthly check vs annual service)
• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the extinguisher
• 1 signature

When to upgrade: When you want Poppi to flag a failed check or an approaching service date to the manager, or pull every site's checks into one report. Those versions are coming in the next post update.

How to pick the right version

You don't need to know our product to choose. Just answer three questions.

Is it just you doing the check, or do other people do it too?

If you do it yourself and know what to look for, a plain list is enough. The moment rota staff do it, the guidance needs to be on the screen. If only you check, #1 is fine. If anyone else does, start at #2.

Do you need proof, or is a record enough?

A record tells you the check was logged. A monthly tick can be done without leaving the office. If you want proof each unit was actually visited, #3 adds a photo.

Does someone need to sign off the checks?

In one venue, the record speaks for itself. Across sites, an auditor or insurer wants to know who confirmed each site. If no sign-off is needed, #3 is enough. If you run more than one site, #4 adds a signature.

Related reading

• Fire alarm test - the weekly alarm test alongside the monthly extinguisher check
• Fire door check - keeping fire doors working
• Fire exit check - keeping escape routes clear

Frequently asked questions

How often should fire extinguishers be checked?

A visual check at least monthly, and a full service by a competent engineer at least annually. The monthly check confirms the extinguisher is in place, accessible, and serviceable; the annual service is a detailed examination the law requires on top. This checklist is the monthly one.

What does the monthly check cover?

That each extinguisher is in its designated place, access is clear, the safety pin and tamper seal are intact, the pressure gauge is in the green zone, there's no visible damage, the instructions are legible, the hose and nozzle are sound, and the service label is in date.

Does a monthly check replace the annual service?

No. The monthly visual check is something you do in-house. The annual service is a detailed inspection by a competent engineer and is a separate legal requirement. The guidance note in versions #2 onward makes this distinction clear so staff don't assume one covers the other.

Why photograph each extinguisher?

Because a monthly tick can be completed without actually walking the building, and fire equipment is the first thing an insurer or fire officer asks about after an incident. A photo (version #3) proves each unit was visited, in place, and serviceable on the day.

Where to go next

A monthly extinguisher check is a legal basic, and one of the easiest to let slip or complete from memory. A recorded, photo-backed check turns it into something you can prove. The versions above move from a simple list to a signed photo record, so the evidence is there when an insurer or fire officer asks.

Five more versions are coming in the next refresh that bring AI into the check. Poppi can flag a failed check or an approaching service date to the manager, and pull every site's checks into one report. Those need more review time and will land separately.

→ Build your own fire extinguisher check on Pilla. The Basic plan unlocks the simple checklist today.