Fire safety certificate tracker
Luxxstack built this free fire safety certificate tracker for UK firms that keep engineer certificates, inspections and compliance documents on paper or in scattered folders. It shows what to track and how to lay it out, and you can download it as a CSV that opens in Excel or Google Sheets.
Updated October 2026
This tracker is general guidance, not legal or technical advice. What you must keep and for how long depends on your role and the building. Check with your competent person or adviser.
What to track
For each building or job, keep one row per certificate or record. These are the common ones:
- Fire risk assessments and when they are due for review
- Fire alarm and emergency lighting inspection and test certificates
- Fire extinguisher servicing records
- Fire door inspection records
- Passive fire protection installation certificates and product details
- Engineer competence certificates and training records
- Anything a building owner, client or inspector may ask to see
Column layout
| Column | What to record | Why it matters |
|---|---|---|
| Reference | A unique ID for the record | Lets you find it fast |
| Site or building | Where the certificate applies | Groups records by place |
| Responsible person | Who looks after this record | Someone owns each date |
| Certificate type | For example fire alarm test or fire door inspection | Shows what is held and what is not |
| Provider or engineer | Who issued or carried out the work | Tells you who to chase |
| Issue date | When it was issued | Starts the clock |
| Expiry or review date | When it runs out or needs renewing | The date that matters most |
| Status | Valid, due soon, overdue or missing | Quick filter for the weekly check |
| Evidence location | Where the file is stored | No more searching through folders |
| Next action | What happens next and who does it | Turns a date into a job |
| Last checked | When someone last confirmed the row | Shows the record is current |
Building Safety Act record-keeping
Under the Building Safety Act, some buildings need accurate, up-to-date information kept about them, often described as the golden thread. A tracker like this will not do that on its own, but it is a good habit: one place, clear owners, dates you can see and evidence you can find.
Which rules apply to you depends on the building and your role in it. This page keeps to general terms. Check with your competent person or adviser about what you must keep.
How to use it
- Download the CSV and open it in a spreadsheet. Open the file in Excel or Google Sheets. Delete the three example rows when you are ready.
- List every building or job. Add one row per certificate or record, filling in the columns as you go.
- Give every row an owner. Make sure one named person is responsible for each date.
- Sort by expiry or review date. Put the next dates at the top so the soonest ones are the first things you see.
- Check it every week. Pick a day, update the Status column, chase what is overdue and note the date in Last checked.
Want this run for you automatically?
Luxxstack sets up an AI compliance officer that watches the dates, chases the paperwork and keeps the record. A competent person signs everything off.
Questions people ask
What should a fire safety certificate tracker include?
At least the site, the type of certificate, who issued it, the issue and expiry dates, who is responsible, the status and where the evidence is stored.
Is the tracker free?
Yes. Download the CSV and use it as it is or adapt it. There is nothing to sign up for.
Does it cover the Building Safety Act?
It helps with the habit of keeping clear, current records. Which rules apply depends on the building and your role, so check with your competent person or adviser. This is general guidance, not legal advice.
Can AI keep the tracker up to date?
It can watch the dates, chase renewals and file new documents. A person still signs off the compliance decisions.
Can I use it in Google Sheets?
Yes. Import the CSV into Google Sheets or open it in Excel.