All proofs in one packet

Emergency Lights & Fire Extinguishers: Monthly vs Annual Requirements (Manager’s Log)

Exactly what to test, when to test it, what to save, and how to stay audit‑ready across many stores.

Last Checked: September 6, 2025

What Inspectors Expect (Quick Version)

Emergency lighting & exit signs: Test every 30 days for 30 seconds and annually for 90 minutes (battery systems). Keep written records. See adopted language in the International Fire Code (IFC): IFC 604.6.1–.2 (Activation & 90‑min power test) and overview from NFPA: NFPA Journal explainer.
Portable fire extinguishers: Monthly visual inspection by staff and annual maintenance by a trained technician; keep required records. See OSHA: 29 CFR 1910.157(e). NFPA 10 also specifies monthly inspections and recordkeeping (tag/file/electronic): NFPA 10 monthly inspection summary and record options noted in Annex text.
Product standard: Emergency units and exit signs are listed to UL 924 (performance for 90‑minute egress illumination and transfer). See UL: UL 924 updates (2023) and a technical summary: UL 924 overview.

Always confirm with your AHJ. Local amendments (e.g., NYC) may impose additional requirements; your Authority Having Jurisdiction wins in a conflict.

Emergency Lighting & Exit Signs — How To Operate Across Stores

1) Inspection & Testing Cadence

Monthly (every 30 days): Perform an activation (push‑button) test for ≥ 30 seconds to verify automatic transfer and illumination; document pass/fail. IFC 604.6.1
Annually: Run a 90‑minute power test on battery‑powered units; document pass/fail. IFC 604.6.2
Recordkeeping: Logs must include location, date, pass/fail, and tester. IFC record language

2) Manager Prep (Before Monthly/Annual Tests)

Confirm access to units (ceilings, corridors, dining rooms, storage, restrooms, BOH).
Identify self‑testing indicators (amber/red trouble LEDs) and note any faults.
Ensure egress paths are clear; fix obstructed/misaligned exit signs prior to test.

3) What To Do During Each Test

Use the test button (or open‑circuit the branch via dedicated test switch) to simulate power loss.
Verify every head lights and exit signs are illuminated and legible from the required distance (UL 924 listing).
During the 90‑minute test, walk paths at intervals (0, 30, 60, 90 minutes) to confirm illumination remains adequate.

4) Exactly What To Save

Monthly log entry (30‑sec test): location, date/time, pass/fail, initials.
Annual 90‑minute test record with start/end times, observed failures, and corrections.
Deficiency close‑out evidence (photo of repaired head, new battery invoice, etc.).
Optional: Keep a testing plan with unit list and a map.
Helpful example formats from AHJs: Pflugerville Fire activation/power test guide and Kansas State Fire Marshal sample log.

5) Common Failure Modes

Dead batteries / failed heads (unit passes 30‑sec, fails mid‑run at 90 minutes): replace batteries/heads; retest.
No records: use a single portfolio spreadsheet with one tab per month; export to PDF for your monthly packet.
Self‑test faults ignored: document and correct before annual test.

Portable Fire Extinguishers — How To Operate Across Stores

1) Inspection & Testing Cadence (What the Codes Say)

Monthly visual inspection (employer responsibility) — verify location, accessibility, visibility/signage, gauge/pressure, fullness, seals/locks, physical condition, and operating instructions legible. OSHA 1910.157(e)(2) and NFPA 10 monthly inspection summary: NFPA guidance.
Annual maintenance by a trained person; record the date and keep the record for 1 year after the last entry or life of the shell (whichever is less). OSHA 1910.157(e)(3)
Six‑year internal examination for many stored‑pressure dry chemical units and hydrostatic testing at intervals per OSHA Table L‑1 (e.g., water/foam/CO₂: 5 years; dry chemical: 12 years). OSHA 1910.157(e)(4), (f) & Table L‑1

2) Manager Prep (Monthly)

Walk a known route covering all public, kitchen, storage, office, and exterior areas.
Bring your monthly inspection checklist (below) and note extinguisher types/ratings (A, B, C, K) by area (e.g., Class K near fryers).

3) Monthly Visual Inspection — Checklist

Present & designated (mounted, visible, unobstructed).
Gauge in range / fullness; no damage/corrosion/leaks.
Pull pin sealed; tamper seal intact; hose/nozzle clear.
Label legible; operating instructions facing outward.
Signage/marking present where required.
Initial & date tag (or complete electronic record).

NFPA 10 allows records on tag, on file, or electronic; see Annex note: record options.

4) Annual Maintenance — What “Done” Looks Like

Technician performs external exam, service as needed, and updates the maintenance tag; employer retains the record per OSHA. OSHA 1910.157(e)(3)

5) Exactly What To Save

Monthly inspection log (store, location, type, pass/fail, initials).
Annual maintenance tag details (date, firm, tech) + any invoices/deficiency close‑outs.
Hydrostatic test/6‑year service certificates (if performed).
Training records for designated users (initial + annual). OSHA 1910.157(g)

6) Common Failure Modes

Blocked or missing units; dead gauge; no monthly initials; wrong type by hazard (e.g., no Class K at fryers).
Expired hydro test or missing 6‑year service on dry chemical units.

One‑Store 10‑Minute Self‑Audit (Handy Script)

Emergency lighting: Check last 30‑sec log entry; hit one test button and verify.
Exit signs: Confirm powered and legible; note any arrows mis‑aimed.
Annual test evidence: Locate last 90‑minute record for the store.
Extinguishers: Pick one unit; verify location, gauge, seal, label, initials/date.
Exception log: Create/follow up on any misses; set due dates.

Templates (Copy‑Paste)

Monthly Emergency Lighting Log (per store)

Unit/Location • Date • 30‑sec test result (Pass/Fail) • Notes • Initials
Annual 90‑min test: Start time • End time • Failures observed • Corrective action • Initials
Reference formatting and fields from: IFC record language and AHJ forms like Kansas sample log.
Download: Monthly Emergency Lighting Log Excel Template

Monthly Fire Extinguisher Inspection Log (per store)

Location • Type/Size/Rating • Present/Unobstructed • Gauge OK • Seal/Pull Pin • Label legible • Physical condition • Initials/Date
Grounded in: OSHA 1910.157(e)(2) monthly inspection and NFPA 10 monthly inspection summary.
Download: Monthly Fire Extinguisher Log Excel Template

Exception Log (portfolio)

Store • Issue • Next action/date • Owner • Status • Closed date
Download: Monthly Compliance Exception Log Excel Template

Glossary (Fast Definitions)

AHJ: Authority Having Jurisdiction (local fire marshal/code official).
IFC: International Fire Code (many cities adopt); contains emergency lighting test & record rules.
NFPA 101: Life Safety Code (widely referenced for egress systems); pairs with UL 924.
UL 924: Product standard for emergency lighting/exit signs (90‑minute performance, transfer).
NFPA 10: Standard for portable fire extinguishers (inspection/maintenance/testing).
Class K: Extinguisher type for cooking oils/fats.

Local Variations & Examples

Ohio (example): Monthly 30‑sec & annual 90‑min tests required with written records available for 12 months; see Anderson Township Fire guidance and City of Mansfield testing log.
Healthcare nuance: Some healthcare programs reference 30‑minute annual tests in specific contexts; many AHJs require 90 minutes consistent with IFC/NFPA practice—confirm locally. Example: Joint Commission FAQ.

FM System Setup: Required Documents (Labels To Use)

Configure these as required attachments on your scheduled preventive maintenance or recurring work orders so “packet completeness” is enforced by your FM platform.

Emergency Lighting: Monthly 30‑Second Test Log (PDF); Annual 90‑Minute Test Record (PDF); Deficiency Close‑Out Evidence (photo/PDF).
Exit Signs (if separate): Inspection Notes or Photo Evidence (PDF/photo).
Fire Extinguishers: Monthly Visual Inspection Log (PDF); Annual Maintenance Tag/Report (photo/PDF); 6‑Year Internal Service Certificate (PDF, for dry chemical); Hydrostatic Test Certificate (PDF); Training Sign‑In (PDF).

Tip: Mirror these labels in your monthly packet index so auditors can cross‑reference work orders and the packet without confusion.

KPIs & SLAs To Run The Program

≥ 95% proofs complete by the 1st business day of the month.
≤ 10% reschedules/no‑access (track by store and vendor).
100% artifacts attached to the work order and included in the monthly packet.

Related Compliance Categories (Quick Reference)

Your AHJ and insurer will commonly ask for these, too. Keep the proofs listed here and fold them into the same monthly packet.

Backflow Testing & Filing: Test report + utility receipt/portal confirmation.
Hood Cleaning (NFPA 96 / IFC): Service tag, inspection/cleaning report, verification photos or signed C‑10 checklist.
FOG / Grease Interceptor: Pump‑out manifest/hauler receipt and, where used, portal confirmation (utility/municipal FOG program).
Hood Suppression (UL 300 / NFPA 17/17A): Semi‑annual service tag & report, nozzle/appliance layout, any deficiency close‑outs.
Sprinkler (NFPA 25): Periodic ITM reports (quarterly/annual as applicable), tag photos, deficiency repairs.
Fire Alarm (NFPA 72): Annual test report/certificates, impairment logs, deficiency close‑outs.

Use your FM platform’s Required Documents or checklist feature so each scheduled WO expects the exact artifacts listed above.

Audit Binder Structure (Portfolio)

One monthly PDF for the portfolio: Monthly-Compliance-Packet_[Brand]_[YYYY‑MM].pdf.
Optional underlying artifacts per WO/store (if you want drill‑down).
Foldering: Compliance/Year/Month/ with the packet + artifacts.
Index page: Lists categories and which documents are present or pending (e.g., Submitted — Receipt Pending).

This guide is an operator’s checklist, not legal advice. Always verify the latest local amendments and AHJ interpretations before scheduling or filing.

Ready to stop chasing vendor proofs?

We’ll configure your stores and send a 30-day calendar within 24 hours.

Schedule a call

Page updated

Google Sites

Report abuse