Fire Door Safety Checklist for HMO Landlords and Property Managers

Fire Door Safety Checklist for HMO Landlords and Property Managers

If you manage an HMO or multi-occupied residential property, fire door compliance is one of the most scrutinised areas during licensing inspections. Local authorities have taken an increasingly firm stance on fire door safety since the introduction of the Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022, and a failed fire door inspection can delay or block your HMO licence.

This checklist gives you a practical, step-by-step process for checking your fire doors during routine property inspections. It is not a substitute for a formal fire door assessment by a qualified assessor, but it will help you identify the most common defects before they become enforcement issues — and potentially save lives in the process.

Before You Start: Tools You Need

You do not need specialist equipment for a basic fire door check. Keep the following in your inspection kit:

- Gap gauge — a tapered measuring tool that gives precise millimetre readings when inserted into the gap between the door and frame. Available for under £10 and small enough to keep in a coat pocket.
- Tape measure — for measuring door leaf thickness.
- Smartphone camera — for photographing certification labels (often on the top edge of the door), defects, and evidence of issues.
- Notepad or digital inspection form — for recording findings door-by-door.

The 7-Point Fire Door Checklist

Work through these checks on every fire door in the property. Record your findings for each door individually.

1. Confirm It Is a Fire Door

Not every door that looks solid is actually a fire door. Verify:

- [ ] Door leaf thickness is at least 44mm — measure the edge of the door with a tape measure. Anything thinner than 44mm is unlikely to be a genuine fire-rated door.
- [ ] Certification label or plug is present — check the top edge and hinge edge of the door. Use your phone camera to photograph the label. It should state the manufacturer, fire rating (FD30, FD60, etc.), and test evidence reference.
- [ ] If no label is visible, note this as a defect. A door without a certification label cannot be confirmed as fire-rated and may need replacement.

Why it matters: An uncertified door provides no guaranteed fire resistance. Installing a standard door where a fire door is required is a serious compliance failure.

2. Check the Gaps

Gap measurements are the single most common reason fire doors fail inspection. Use your gap gauge for precise readings.

- [ ] Side gaps (hinge side and lock side): maximum 4mm — ideally 2-3mm. Insert the gap gauge at multiple points along each side to check for consistency.
- [ ] Top gap: maximum 4mm — check at both ends and the centre.
- [ ] Bottom gap: maximum 10mm — this reduces to 3-4mm if a threshold smoke seal is fitted.

Common causes of excessive gaps:
- Building settlement shifting the frame
- Door leaf planed down too far to fix sticking
- Worn hinges causing the door to drop
- Poor original installation

Remedies for excessive gaps:
- Adjust or replace hinges if the door has dropped
- Fit additional intumescent strips to reduce gap width
- For excessive bottom gaps: raise the threshold, fit a drop-down seal, or install a threshold strip
- In severe cases, the door may need replacing

3. Inspect the Intumescent and Smoke Seals

Seals are the fire-stopping mechanism that prevents fire and smoke from passing around the door edge. Look for a combined intumescent and smoke seal — the intumescent strip (often grey or white) expands in heat to seal against fire, while the brush strip (the fuzzy part) blocks cold smoke before the intumescent activates.

- [ ] Seals are present on all three edges — hinge side, lock side, and top. They should run continuously with no gaps.
- [ ] Seals are not painted over — paint can prevent intumescent material from expanding, rendering it useless.
- [ ] Seals are not damaged, torn, or missing sections — any break in the seal compromises the door's fire performance.
- [ ] Seals are not compressed or degraded — check that the brush element is intact and the intumescent strip has not crumbled.

Why it matters: Smoke inhalation is the leading cause of death in building fires. Smoke seals buy critical evacuation time. Intumescent seals prevent fire from breaching the door gap.

4. Test the Door Closer

A fire door that does not self-close is not functioning as a fire door.

- [ ] Open the door to approximately 5 degrees (barely ajar) and release it. It must close fully and engage the latch on its own.
- [ ] Open the door to approximately 45 degrees and release it. Again, it must close fully and latch without assistance.
- [ ] The door closes smoothly — no sticking, dragging, or bouncing.
- [ ] The closer is securely fixed — check for loose screws or mounting brackets.
- [ ] The closer type is appropriate — overhead door closers are the most widely accepted type. Chain closers (PCO type) and self-closing hinges are not accepted by many local authorities because they cannot be adjusted and weaken over time.

If the door fails the self-closing test:
- The overhead closer may need adjustment (closing speed and latching speed are typically adjustable via screws on the closer body)
- If the closer is a PCO type or self-closing hinge, consider replacing with an overhead closer
- If the closer is damaged or beyond adjustment, replace it

5. Examine the Hinges

- [ ] At least three hinges are fitted — this is the minimum for a standard fire door.
- [ ] Hinges are fire-rated — look for a BS EN 1935 marking or CE marking on the hinge.
- [ ] Each hinge has four screws on each side, all properly seated — no missing, loose, or incorrectly sized screws.
- [ ] No visible wear, corrosion, or oil leakage — black marks or oil residue below a hinge indicate wear in the mechanism.
- [ ] Hinges are 100mm (4 inch) size — this is the standard size for fire door hinges.

6. Check Signage and General Condition

- [ ] "Fire Door — Keep Shut" sign is displayed — this is mandatory on fire doors in common areas. The sign should be on both sides of the door, fixed securely, and clearly visible.
- [ ] The door leaf is not damaged — no holes, cracks, warping, or delamination.
- [ ] The frame is not damaged — no splits, rot, loose fixings, or separation from the wall.
- [ ] No unauthorised modifications — no additional holes drilled (for letter boxes, cat flaps, spy holes), no sections cut away, no non-certified glazing panels added.
- [ ] The door is not held open — wedges, hooks, or any improvised hold-open device on a fire door is a fire safety offence under the Regulatory Reform (Fire Safety) Order 2005. Only electromagnetic hold-open devices connected to the fire alarm are permitted.

7. Consider the Frame Installation (Advanced)

This is the check that many landlords miss — and the one that local authorities are increasingly focusing on during HMO licensing inspections.

- [ ] Is the gap between the frame and the wall filled with non-combustible material? — This can only be fully verified by removing the architrave (the decorative strip covering the frame-to-wall junction). Acceptable materials include plasterboard, glass wool, intumescent sealant, or fire-rated expanding foam. Standard expanding foam is not acceptable.
- [ ] If the property has original period door frames (Victorian, Edwardian), these are often thicker than modern fire door frames and can provide good fire resistance — but only if the gaps are properly filled.

Note: Checking behind the architrave is an intrusive inspection and will cause some cosmetic damage. However, many local authorities now require a fire door safety report confirming correct frame installation as part of HMO licensing. The cost of an intrusive inspection and subsequent redecoration is far less than the cost of replacing entire door assemblies.

Quick-Reference Summary Table

Inspection Frequency Requirements

How often you need to inspect depends on your building type:

- HMO properties: Follow your licensing conditions — typically at minimum every 6 months, but check with your local authority as requirements vary.
- Residential buildings with floors above 11 metres: Common parts fire doors quarterly; flat entrance doors annually.
- High-traffic or higher-risk buildings: Every 3 months.
- All other buildings under the FSO: Every 6 months minimum.

Document every inspection. Record the date, which doors were checked, what was found, and what remedial actions were taken. These records are your evidence of compliance.

When to Call a Qualified Fire Door Assessor

Your routine checks are essential for ongoing maintenance, but there are situations where a professional assessment is necessary:

- HMO licence applications or renewals — many local authorities require a formal fire door assessment report
- After a fire risk assessment identifies concerns — a qualified assessor can provide the detailed evaluation needed
- When intrusive inspection is required — frame installation checks should be carried out by someone who can interpret the findings and recommend appropriate remedial work
- When doors are newly installed — to verify that installation meets the certification requirements
- When you are unsure whether a door is a genuine fire door — a qualified assessor can investigate using manufacturer databases and physical examination

Qualified fire door assessors hold credentials from recognised schemes accredited by the United Kingdom Accreditation Service (UKAS). Their reports carry weight with local authorities and insurers.

What Happens If Fire Doors Fail a Licensing Inspection

If your fire doors fail during an HMO licensing inspection, the local authority will typically:

1. Issue a schedule of required works detailing the defects that must be remedied
2. Set a deadline for completion — this may be days or weeks depending on the severity
3. Require evidence of compliance — photographs, assessor reports, or a re-inspection
4. Delay or refuse the licence until fire door compliance is achieved

In serious cases, or where a landlord fails to act on identified defects, the local authority can:

- Issue an improvement notice requiring works within a specified timeframe
- Issue a prohibition notice preventing occupation of part or all of the property
- Pursue prosecution under the FSO, which can result in unlimited fines and imprisonment

The message from local authorities is clear: fire door compliance is non-negotiable. Regular self-inspection using this checklist, combined with periodic professional assessments, is the most cost-effective way to stay compliant and keep your tenants safe.

Downloadable Checklist Summary

Use this condensed version during your property inspections:

For each fire door, confirm:

1. Certification label present and legible
2. Door leaf thickness 44mm or greater
3. Side and top gaps 4mm or less
4. Bottom gap 10mm or less (3-4mm with smoke seal)
5. Combined intumescent and smoke seal present on three edges, continuous, undamaged, not painted over
6. Overhead door closer fitted, functional, door self-closes and latches from 5° and 45°
7. Three fire-rated hinges (BS EN 1935), four screws per leaf, no wear or leakage
8. "Fire Door — Keep Shut" signage on both sides
9. No damage to door leaf or frame
10. No unauthorised modifications (holes, cut-outs, non-certified glazing)
11. Door not held open by wedges or improvised devices
12. Frame-to-wall gaps filled with non-combustible material (intrusive check)

Record: Date, door location, pass/fail for each point, defects noted, remedial action required and completion date.