Ask for the latest annual inspection reports
Request the most recent fire alarm, sprinkler, standpipe, extinguisher, emergency lighting, kitchen suppression, and monitoring records that apply to the building. Missing annual reports are a common handover problem.
Request open deficiency lists
Ask whether there are unresolved deficiencies, fire department orders, insurer requests, tenant complaints, or service recommendations. If there are open items, ask for the exact wording and deadlines.
Collect service provider contacts
Find out which companies have serviced each system, when they last attended, and whether any contracts are active. This helps you understand continuity, pricing, and whether a new quote is needed.
Confirm monitoring and emergency contacts
If the building has monitored fire alarm service, confirm the monitoring provider, account status, call list, after-hours contacts, and any building management contacts used for alarm events.
Create a central fire protection folder
Keep reports, invoices, repair photos, certificates, monitoring information, tenant correspondence, and quotes in one place. Good records help future approvals and reduce back-and-forth.