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House in Multiple Occupation (HMO) Fire Safety Logbook
House in Multiple Occupation (HMO)
Fire Safety Logbook
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Introduction This HMO Fire Safety Logbook has been developed by the Cornwall Responsible Landlords Scheme to enable landlords and managing agents
to keep a record of their routine fire safety checks and to fulfil legal obligation.
The guidance contained within this document is intended to be used in conjunction with the LACORS Housing Fire Safety guide and the Cornwall
Responsible Landlords Scheme Rental Standard.
The Private Sector Housing Team encourages all landlords and property
agents to be a member of the Cornwall Responsible Landlords Scheme.
Details can be found on our website:
http://www.cornwall.gov.uk/housing/private-sector-housing/cornwall-responsible-landlord-scheme/
The scheme is free to join.
Property address:
Licence/ owners name:
Telephone number:
Email:
Managers name:
Telephone number:
Email:
Emergency contact name: (If different from above)
Telephone number:
Email:
Fire contractor details:
Telephone number:
Email:
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1. Overview of legislation
There are five main pieces of fire safety legislation for landlords with properties in England and Wales: principally the Housing Health and Safety Rating System
contained within the Housing Act 2004, but also HMO licensing conditions, HMO management regulations, the Regulatory Reform (Fire Safety) Order 2005, and
The Smoke and Carbon Monoxide Alarm (England) Regulations 2015.
The Housing Health and Safety Rating System (HHSRS) applies to all residential premises and is enforced by Local Authorities. Fire is a hazard
that is assessed using a risk assessment methodology, and where a property is found to be high risk then the Housing Act 2004 dictates that
action must be taken by the Council to reduce or remove the risk.
The Management of Houses in Multiple Occupation Regulations 2006 applies to all HMOs, whether licensable or not and is enforced by Local
Authorities. The requirements specifically require the maintenance of fire precautions.
HMO licensing applies only to certain types of HMO. (Please refer to our website). Licence conditions may be attached to the licence requiring the installation of risk appropriate fire precautions, and covering their testing
and maintenance.
The Regulatory Reform (Fire Safety) Order 2005 applies only to the
common parts of bedsit type HMOs and properties either converted to, or comprising of self-contained flats. The Order is enforced by Cornwall Fire & Rescue Authority.
The Council has agreed that the Private Sector Housing Team will act as the lead authority on fire safety in a majority of residential accommodation
utilising the Housing Act 2004 and associated regulations.
The Smoke and Carbon Monoxide (England) Regulations 2015 requires the provision of smoke alarms, and where solid fuel appliances are present
carbon monoxide alarms. The Regulations only apply to non-licensable properties. Local Authorities have powers to issue fixed penalty fines for
non-compliance. Licensed HMOs have a mandatory licence condition seeking to achieve the same outcomes.
Guidance
The Local Authority Coordinators of Regulatory Services (LACORS) Fire Safety
Guidance is used by the Private Sector Housing Team as a guide to specify fire precautions required in individual properties.
A summary of this guidance is provided to the rear of this logbook. Responsible Landlord Scheme members can seek further guidance through the scheme.
The guide identifies those premises where the Regulatory Reform Order applies,
and where the requirement to conduct a fire risk assessment of the premises exists. For further information about the Regulatory Reform Order please contact Cornwall Fire and Rescue Service.
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Fire Risk Assessments
A fire risk assessment is required for premises where the Regulatory Reform (Fire Safety) Order 2005 applies. Section 6 of the LACORS guidance sets out in detail how landlords should approach their risk assessments.
1. Testing and maintenance of fire precautions
The following ‘frequency of testing’ guidance has been taken from the relevant British Standard. Some fire alarm products have prescribed life durations and
the frequency of testing of the item must be adjusted accordingly.
Grades and coverage of fire alarm in accordance with British Standard
5839: Part 6:
Grade A – A system of mains powered smoke / heat detectors, which are linked to a control panel to give information on the location of the fire or any fault. In
general the system must incorporate manual call points, which should be located on each floor level and at final points of exit.
Grade D – A system of one or more mains powered smoke / heat alarms each with battery standby supply. There is no control panel.
LD2 – A system incorporating detectors in circulation spaces that form part of
the escape route, and in all rooms that present a high fire risk to occupants.
LD3 – A system incorporating detectors in circulation spaces that form part of
the escape route from the dwelling only.
Frequency Frequency abbreviation
Items to be inspected or tested
Test carried out by
Weekly W Fire detection
Extinguishers
Means of escape
Manager
Manager
Manager
Monthly M Emergency escape lighting
Fire detection (Grade D)
Manager
Manager
6 monthly 6M Fire detection (Grade A) Competent contractor
Annually A Fire extinguishers
Emergency escape lighting
Fire detection (Grade D) in
licensable HMOs
Competent
contractor
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Mixed systems
A mixed system is usually installed in bedsit type accommodation or self-
contained flats. Each flat is provided with Grade D single point detectors, which are linked together within each individual letting. This is to provide early warning of fire to the occupant of the dwelling concerned and prevent false alarms for
neighbouring dwellings.
The dwelling is also provided with a heat detector located adjacent to the front
door which is part of the main Grade A system covering the common parts of the building. This will activate when a fire threatens the door and raises the alarm to all tenants.
Inspecting and testing Grade A systems:
For the weekly test by the manager the following recommendations apply:
Ensure the panel indicates normal operation and any faults previously recorded have been rectified.
A different call point should be tested each week (in rotation), so that all call points are tested over a prolonged period of time.
Tests should be carried out at the same time each week so that occupiers know a test is taking place.
The sounding of the alarm should last no longer than a minute so that, in
the event of a fire at the time of the weekly test, the occupants will not be confused by the prolonged operation of the fire alarm sounders.
Where fire doors have been fitted with an approved automatic hold open device, their operation should be checked during the test.
Periodic inspection and servicing by the engineer
It is essential that the system is subject to periodic inspection by a competent
person so that any faults not revealed are identified and addressed, and the user is made aware of any changes in the building that may affect the protection afforded by the system.
A competent fire alarm servicing organisation, ideally certificated by a UKAS accredited body such as BAFE SP20 must carry out the inspection and servicing
of fire alarm systems.
The recommended period between successive inspections and servicing by a
competent person should not exceed six months.
Non-routine attention by the engineer
There may also be occasions where the system requires non-routine attention or maintenance, which may include:
A special inspection by a new servicing organisation taking over the servicing.
Repair of faults or damage.
Modification to take into account extensions, alterations, changes in occupancy or false alarms.
Action to address an unacceptable level of false alarms. Inspection and test following a fire.
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Inspection and testing of Grade D systems
Testing of the heat/smoke alarms in the common areas should ideally be carried
out weekly (wherever practicable), but no less than monthly. The heat/smoke alarms should be serviced or cleaned according to manufacturer’s recommendations.
Periodic inspection by a competent person is not required for this grade of system unless the property is a mandatory licensable HMO. Cornwall Council has
required through the conditions of a mandatory HMO licence that Grade D fire alarms must be tested annually by a competent person.
Inspection and testing of mixed type systems
The individual components of the system must be tested as per the frequencies
specified above.
Dealing with ‘false alarms’
The Licence holder/manager is responsible for ensuring that false alarms are kept to a minimum. The user should arrange for investigation and appropriate
action of all false alarms, and action should be taken where the level of false alarms is excessive. This may require liaison with the service engineer and the Private Sector Housing Team. All false alarms should be recorded in the fire
logbook.
False alarms can be divided into four categories:
1. Unwanted alarm
Where the system has responded to a fire-like circumstance but there is no fire.
The most common circumstances will be:
Cooking fumes
Steam Aerosols Water ingress
Insects Accidental damage
Inappropriate human action where testing or maintenance is carried out
(Where doubt exists as to the cause of a false alarm, it should be recorded as ‘Unknown’).
2. Equipment false alarms
Where the false alarm is the result of a fault in the system.
3. Malicious False Alarms
Where a person operates a call point or causes a detector to operate knowing
there is no fire.
4. False Alarm with Good Intent
This is where a person operates a call point or initiates a fire signal believing that there is a fire when in fact no fire exists.
‘Unknown’ is used if none of the above apply.
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Frequency/ Levels of False Alarms
At every service visit, the engineer will check to establish whether there are any
actions that can be taken to reduce the potential for future false alarms. The engineer will advise the manager of the outcome which may include further investigation.
False Alarm Test Records
The following items should be recorded in the test record:
Dates and times of all fire alarm activations, regardless of whether the signal is a result of a false alarm, test, drill or genuine fire.
Where the alarm is a result of detector or call point activation, its location should be recorded.
Causes or circumstances surrounding all false alarms. Dates, times and types of all tests. Dates, times and types of all defects.
Dates and times of all maintenance and where work is carried out by a third party, a certificate of the works carried out should be obtained.
2. Firefighting equipment inspection
Firefighting equipment is provided to enable occupants to tackle a minor fire to stop it spreading. Any equipment provided must conform to British Standard
EN3.
Extinguishers
Where provided, these should be located in the hallways of each floor, usually adjacent to any fire alarm call point and mounted on brackets to ensure they
remain in the specific location with the handle or carrying device approximately 1100mm above the floor.
Periodic checking by the manager
Weekly checks are recommended to confirm that the extinguishers are in the
correct position in the building, the security clip and its seals are intact and any pressure gauge if fitted indicates a satisfactory pressure.
Annual testing by the engineer
All extinguishers are to be subject to annual inspection by a competent person.
The contractor should be certified for compliance with a relevant, UKAS accredited, certification scheme (for example BAFE SP101). A certificate should be provided by the contractor, detailing the work carried out. The certificate
should be retained in a premises logbook/ file and be available for inspection by the Authorities. Details of the service should be recorded on the service history
sticker attached to each extinguisher.
Fire blankets
These should be domestic use type, located within kitchens; wall mounted so as to be away from the cooking appliances. Fire blankets should be inspected
visually for damage and should be discarded once used.
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3. Emergency Escape Route
The emergency escape route is provided to ensure that in the event of a fire, the
occupants are able to leave the building safely. The route includes stairways, landings and the doors of the building. For the escape route to remain effective it
will be necessary to inspect and maintain certain items in this area of the building.
Periodic Inspection by the management
Weekly checks are recommended covering the following:
Stairways and Landings
These should be free from obstruction; no items are to be kept in the
escape route.
Check the floors, stairs and associated handrails are in good condition
Check covering is secure, not worn, holed or damaged which would cause a trip hazard.
Walls
Walls provide fire separation and should be checked for any damage to the surface and structure.
Attention will need to be given where the walls meet door frames to ensure there are no gaps which would allow fire to spread.
Doors
Fire doors should not be propped or wedged open. They should be checked for any external damage with particular attention paid to frames and
fittings. They should close to latch and smoke seals should not be damaged or painted. Locking mechanisms should not be fitted preventing the
occupier from exiting the dwelling through having to use a key. The exit door to the building is to be kept free from fixed fastening so that it
can be opened without the use of a key or bolt from inside the building at
all times.
Cupboards
Ensure that all fire resisting storage cupboards are secured at all times. Cupboards which are not fire resisting are to be free from any storage or
combustible risk and should not be accessible.
Lighting
The normal hallway lighting should be checked to ensure all light fittings are working throughout the length of the escape route.
The emergency lighting checks and testing should be recorded on the safety test record sheet with any defects and actions recorded.
Annual Testing by the Engineer Emergency escape lighting must be subject to annual inspection by a competent person. The contractor should be certified as compliant with a relevant UKAS
accredited certification scheme. A certificate should be provided by the contractor, detailing the work carried out and compliance of the installation with
the relevant British Standard.
6 Month Safety Test Records Year:…………… Address:….……………………………………………….
FDS = Fire Detection System, EL = Emergency Lighting, FFE = Fire Fighting Equipment, ER = Exit Route, W = Weekly, M =
Monthly, 6M = 6 Monthly, A = Annual, GrA6M = 6 Monthly for Grade A detection system, GrDW = Weekly for Grade D detection
system, CO = Carbon Monoxide Alarm
Note: 6M and A example entries can be substituted into any week based on previous inspections.
Wk Date FDS EL FF E ER Initial / Which detector /alarm point / / /
1 W M W W
2 W W W
3 W W W
4 W W W
5 W M W W
6 W W W
7 W W W
8 W W W
9 W M W W
10 W W W
11 W W W
12 W W W
13 W M W W
14 W W W
15 W W W
16 W W W
17 W M W W
18 W W W
19 W W W
20 W W W
21 W M W W
22 W W W
23 W W W
24 W W W
25 Gra 6M
GrD W
A W W
26 W W W
= satisfactory = defect (to be detailed on accompanying defect sheet)
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6 Month Safety Test Records Year:…………… Address: …………………………………………………….
FDS = Fire Detection System, EL = Emergency Lighting, FFE = Fire Fighting Equipment, ER = Exit Route, W = Weekly, M =
Monthly, 6M = 6 Monthly, A = Annual, GrA6M = 6 Monthly for Grade A detection system, GrDW = Weekly for Grade D detection
system, CO = Carbon Monoxide Alarm
Note: 6M and A example entries can be substituted into any week based on previous inspections.
Wk Date FDS EL FF E ER Initial / Which detector /alarm point / / /
1 W M W W
2 W W W
3 W W W
4 W W W
5 W M W W
6 W W W
7 W W W
8 W W W
9 W M W W
10 W W W
11 W W W
12 W W W
13 W M W W
14 W W W
15 W W W
16 W W W
17 W M W W
18 W W W
19 W W W
20 W W W
21 W M W W
22 W W W
23 W W W
24 W W W
25 Gra 6M
GrD W
A W W
26 W W W
= satisfactory = defect (to be detailed on accompanying defect sheet)
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Fire Alarm Defect Record Year:……………………… Address:……………………………………………………. Date Time Location Defect Cause Action taken Signature Eg:
01/05/17
11.00 1st floor bedroom Smoke alarm not sounding Broken smoke alarm Alarm replaced by
contractor
A.Landlord
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Fire Alarm Defect Record Year:……………………… Address:……………………………………………………. Date Time Location Defect Cause Action taken Signature Eg:
01/05/17
11.00 1st floor bedroom Smoke alarm not sounding Broken smoke alarm Alarm replaced by
contractor
A.Landlord
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Fire & False Alarm Record Year:…………………… Address:……………………………………………………. Date Time Location Fire or fire
alarm fault category
Cause or
activity
Action taken Signature
Eg. 01/05/17
17.00 Zone 1. Ground floor
hallway.
UW Cooking Tenants advised to keep
kitchen door shut and to use
extractor fan.
A.Landlord
FAULT TYPE ABBREVIATION
UW=UNWANTED E=EQUIPMENT FAULT M=MALICIOUS F=FALSE ALARM GOOD INTENT UKN=UNKNOWN
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Fire & False Alarm Record Year:…………………… Address:……………………………………………………. Date Time Location Fire or fire
alarm fault category
Cause or
activity
Action taken Signature
Eg. 01/05/17
17.00 Zone 1. Ground floor
hallway.
UW Cooking Tenants advised to keep
kitchen door shut and to use
extractor fan.
A.Landlord
FAULT TYPE ABBREVIATION
UW=UNWANTED E=EQUIPMENT FAULT M=MALICIOUS F=FALSE ALARM GOOD INTENT UKN=UNKNOWN
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Means Of Escape Record Year:…………………… Address:……………………………………………………. Date Time Observations Action taken Signature Eg. 01/05/17
17.30 Doors to all rooms visually inspected and self-closers
tested by opening doors and letting them swing shut.
Door to room 1 did not close from an open position
flush against the frame unaided.
Door to attic room propped open with a door stop by
tenant.
All other doors ok.
Cardboard boxes stored on first floor landing
Overhead self-closing mechanism to room 1
adjusted - defect rectified.
Advice given to tenant in attic room. Door stop
removed.
Tenants advised not to store boxes on the
landing. Boxes removed by tenants.
A.Landlord
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Means Of Escape Record Year:…………………… Address:……………………………………………………. Date Time Observations Action taken Signature Eg. 01/05/17
17.30 Doors to all rooms visually inspected and self-closers
tested by opening doors and letting them swing shut.
Door to room 1 did not close from an open position
flush against the frame unaided.
Door to attic room propped open with a door stop by
tenant.
All other doors ok.
Overhead self-closing mechanism to room 1
adjusted - defect rectified.
Advice given to tenant in attic room. Door stop
removed.
A.Landlord
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Summary of fire precautions in HMOs in accordance with the LACORS Fire Safety Guidance worked examples:
A ‘Shared House’ type HMO: A House in Multiple Occupation where the whole
property has been rented out by an identifiable group of sharers such as students, work colleagues or friends as joint tenants. Each occupant normally has their own
bedroom but they share the kitchen, dining facilities, bathroom, WC, living room and all other parts of the house. There is a single tenancy agreement. The group shares
the characteristics of a single family household but is still a HMO because the occupants are not related.
‘Bedsit-type’ HMO (with shared cooking facilities): a building which has been
divided into separate letting units or bedrooms (usually of one room only), and let to
unconnected individuals or several small groups. Kitchens, bathrooms and WCs are usually shared (e.g. where property is not occupied by a single group, there are
individual contracts, locks on doors etc.).
Traditional Bedsit HMO (with individual cooking facilities): a building which has
been divided into separate letting units or bedrooms (usually of one room only) and let to unconnected individuals. Each unit or bedroom may contain cooking facilities
but bathrooms and WCs are shared.
Up to 2 storey Shared House type HMO
The minimum standard (for a ‘normal risk’ property)
1. Rooms that open onto the escape route must have sound, close fitting
conventional (solid) doors. There is no requirement for fire doors, however,
where construction standards are poor, travel distances are long, or other
high risk factors are present (such as poor property management or lack of
fire safety management), a 30 minute protected escape route may be
required.
2. It is recommended that all doors are kept closed at night time.
3. Walls/ceilings between units of accommodation to be of sound, traditional
construction.
4. 30 mins separation to any cellar/basement (including door) OR accept sound
traditional construction in good repair. 2 Storey + habitable basement/attic –
treat property as 3 storey shared house.
5. Appropriately sited fire blanket in the kitchen.
6. Grade D LD3 Alarm system (i.e. interlinked smoke alarms to escape route plus lounge and cellar/basement, and interlinked heat alarm to kitchen).
Fire Safety Order does not apply to this type of property.
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Up to 2 storey Bedsit - type HMO
(with shared cooking facilities)
1. Either 30 minute protected route with FD30S Fire Doors or in low risk properties*See appendix 1, close fitting, solid doors (excluding thin panel
doors and light weight doors) and escape windows.
2. No requirement for additional fire resisting separation between units, but
walls and floors should be of sound, traditional construction.
3. Appropriately sited fire blanket in the kitchen.
4. Grade D LD2 Alarm – interlinked smoke alarms to all bedrooms, escape route
plus lounge and cellar/basement and heat alarm in each shared kitchen.
Fire Safety Order MAY apply in these property types.
Up to 2 storey traditional bedsit
(cooking facilities in each bedroom/unit of accommodation)
1. 30 minute protected route with FD30S Fire Doors.
2. 30 mins separation to walls/ceilings between units of accommodation.
3. 30 mins separation to cellar/basement (including door).
4. Fire blanket in kitchen.
5. Mixed Alarm System. Grade D, LD2 system with interlinked smoke alarms to escape route and basement/cellar with interlinked heat alarms to each bedsit and additional non-interlinked mains wired smoke alarm to each bedsit.
Fire Safety Order applies to these property types.
3/4 Storey Shared HMO
Ideal standard for normal risk property. Deviations may exist for Low risk (see
appendix 1) properties – Refer to the LACORS Guidance.
1. 30 minute protected route with FD30 Fire Doors (no smoke seals)
2. 30 mins separation to walls/ceilings between units of accommodation.
3. 30 mins separation to cellar/basement (including door).
4. Appropriately sited Fire blanket in the kitchen.
5. Grade D LD3 Alarm system (i.e. interlinked smoke alarms to escape route
plus lounge and cellar/basement, and heat alarm to kitchen.
No requirement for emergency lighting or signage, unless complex escape route.
Fire Safety Order does not apply to this type of property.
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3/4 Storey Bedsit type HMO (with shared cooking facilities)
1. 30 minute protected route with FD30S Fire Doors 2. 30 mins separation to walls/ceilings between units of accommodation.
3. 30 mins separation to cellar/basement (including door)
4. Appropriately sited fire blanket in the kitchen.
5. Grade A LD2 Alarm system –interlinked smoke detectors to escape route plus
each bedsit, lounge and cellar/basement, and heat detector to shared
kitchen. To include control panel, call points and min 75db at bedhead.
No requirement for emergency lighting or signage, unless lack of borrowed light or complex escape route.
Fire Safety Order MAY apply to these property types.
3/4 storey Traditional bedsit type HMO
(Cooking facilities within bedrooms)
1. 30 minute protected route with FD30S Fire Doors.
2. 30 mins separation to walls/ceilings between units of accommodation.
3. 30 mins separation to cellar/basement (including door).
4. Appropriately sited fire blanket in kitchen.
5. Grade A LD2 Alarm system –interlinked smoke detectors to escape route plus
lounge and cellar/basement, and interlinked heat detector to each bedsit with
cooking facilities. To include control panel, call points and min 75db at
bedhead PLUS
6. Non-interlinked Grade D smoke detectors in EACH bed-sit.
Fire Safety Order applies to these property types.
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Appendix 1 – ‘Low Risk’ HMOs HMOs can be considered to be ‘low risk’ in certain circumstances. The definition of a low risk property is dependent on a number of factors that influence the level of risk.
For guidance the following factors will be considered by the Council:
The size and layout of the property
Construction standards
The level of existing fire precautions
Management and maintenance of fire safety precautions*
The number and type of occupants
How the property is occupied ie a group of friends occupying as a ‘shared
house’ occupying the house like a single household would or individual bedsits
occupied by people who live completely separate lives.
The standard of overall property management
*Management and Maintenance of Fire Safety Precautions
Whatever physical fire safety precautions are provided in residential accommodation,
their effectiveness will only be as good as their management and maintenance.
HMOs in particular require a heightened level of fire safety management compared to
other residential accommodation. This logbook can be used to provide evidence that
fire precautions are being maintained.
If you would like this information in another format or language please contact:
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