What to track
The renewals facilities teams usually manage.
A starting list of the recurring inspections, tests and documents that commercial and residential buildings commonly need. Use it to check your register for gaps.
This is a checklist, not legal advice. What a building needs, and how often, depends on the country, the type of building, its use and the equipment in it. Intervals change. Your qualified people and current official sources decide what applies; Dueclear tracks what you decide.
Fire alarm systems
- Covers
- Detection and alarm systems, call points and panels
- Done by
- A fire protection contractor
- Keep
- Service report, any defects and the next service date
Fire extinguishers
- Covers
- Portable extinguishers and fire blankets
- Done by
- A fire protection contractor
- Keep
- Service record listing each unit and its location
Emergency lighting
- Covers
- Escape route and exit sign lighting, including duration tests
- Done by
- An electrical or fire contractor
- Keep
- Test results and any failed fittings
Fire doors
- Covers
- Doors, closers, seals and signage on escape routes
- Done by
- A fire safety inspector or carpenter
- Keep
- Inspection record by door, with any remedial work
Sprinklers and suppression
- Covers
- Sprinkler systems, wet and dry risers, kitchen suppression
- Done by
- A specialist contractor
- Keep
- Inspection or service certificate
Lifts and lifting equipment
- Covers
- Passenger and goods lifts, platforms, hoists
- Done by
- A lift engineer or inspection body
- Keep
- Thorough examination report and maintenance record
Gas installations
- Covers
- Boilers, appliances and pipework
- Done by
- A qualified gas engineer
- Keep
- Gas safety record or inspection certificate
Fixed electrical installations
- Covers
- Wiring, distribution boards and circuits
- Done by
- A qualified electrician
- Keep
- Inspection and test report, with any observations
Portable appliances
- Covers
- Kettles, computers, extension leads and other appliances
- Done by
- An electrician or test technician
- Keep
- Test register listing each appliance
Water hygiene
- Covers
- Water systems, tanks, outlets and temperature checks
- Done by
- A water hygiene specialist
- Keep
- Risk assessment, monitoring records and next review date
Asbestos
- Covers
- Surveys and management plans in older buildings
- Done by
- An asbestos surveyor
- Keep
- Survey report, register and management plan review
Air conditioning and ventilation
- Covers
- Air conditioning units, ventilation and extraction
- Done by
- An HVAC contractor
- Keep
- Inspection or maintenance certificate
Building insurance
- Covers
- Buildings, liability and engineering insurance
- Done by
- Your broker or insurer
- Keep
- Policy schedule and renewal date
Contractor documents
- Covers
- Contractors' insurance and accreditations
- Done by
- Each contractor
- Keep
- Current certificate of insurance and accreditation
Using the list in Dueclear
Turn the checklist into renewals.
Check your register
Compare your spreadsheet against this list and note anything missing for each building.
Add the dates
For each item, add the next expiry or due date and who is responsible.
Import it
Import the updated register. Dueclear keeps the item names you use.
Assign and remind
Give each renewal an owner and let the reminders do the chasing.