BAFE SP203-1 Audit: Which Documents Do You Need?

BAFE SP203-1 is the third-party certification scheme for the design, installation, commissioning/handover and maintenance of fire detection and fire alarm systems in non-domestic premises (BS 5839-1). Organisations are audited by a UKAS accredited certification body licensed by BAFE. Audits are heavily record based, so being organised matters.

This guide is based on BAFE SP203-1 Scheme Document Version 8.0.1 (effective 1 November 2023). BAFE can issue new versions, and each certification body may have additional requirements, so please check the latest scheme document on the BAFE website and with your certification body. This is a general summary, not legal advice or a guarantee that an audit will be passed.

How The Audit Process Works

• The scheme is modular: Design, Installation, Commissioning/Handover and Maintenance. You are audited for each module you offer.
• The initial audit is normally completed within 12 months of application. The first surveillance audit follows after about 6 months, then surveillance audits take place roughly every 12 months.
• The auditor reviews your management system and also inspects real work, both completed and in progress.

Company-Level Documents

These show that you run a working management system. They are the same whichever jobs the auditor picks.

Access To Current Standards

Current versions of, as a minimum, the SP203-1 scheme document, BS 5839-1, the Electricity at Work Regulations guidance (HSR25) and the relevant building regulations guidance for where you work (for example Approved Document B Volume 2 in England and Wales). You also need evidence of how your staff can access them.

Policies And Procedures

• Competence of staff, including internal audits (with on-site audits where appropriate).
• Handling of complaints and defects.
• Review of sub-contractor competence before awarding work.
• Maintenance and checking of test equipment.

Records

• Evidence that the management system is communicated and reviewed (at least every 12 months), and that KPIs are reviewed (usually monthly).
• Management structure and a register of key personnel, including nominated Lead roles, with job descriptions and person specifications.
• Competency and audit records for all technical staff, including qualifications, training and CPD.
• Complaints, defects and false alarm records, with corrective action.
• A register of approved sub-contractors and the competency checks made on them.
• A register of measurement and test instruments, with calibration or check records.
• Evidence of adequate insurance for the categories of work undertaken.
• A register of all BAFE certificates issued.
• Secure storage of records, whether paper or electronic.

People

A nominated Primary Contact, and at least one employed Lead Individual for each module you hold. Lead Individuals need evidence of competence such as a regulated qualification in BS 5839-1 with content relevant to their module, plus evidence of CPD. Check the scheme document for the exact qualification requirements.

Documents Required Per Job

The auditor will ask for a list of projects, completed and in progress, and will usually look at specifications, drawings, records, certificates and reports for work over the previous 12 months.

Design

• The agreed specification the design was written to.
• Design records and drawings, set up so that changes during the project can be seen.
• Evidence that the design was reviewed and signed off by an employed designer before issue to the customer.
• Evidence of communication with other trades or systems that the fire alarm interfaces with, where relevant.
• The BS 5839-1 design certificate and, where you only design, a BAFE Modular Certificate.

Installation

• Working drawings used on site.
• Installation records and evidence of sign-off by an employed installer.
• Records showing that equipment is third-party certified to the relevant standards.
• The BS 5839-1 installation certificate and, where you only install, a BAFE Modular Certificate.

Commissioning And Handover

• Initial testing and commissioning records, with evidence that the installation was checked against the design.
• Variations from the design or from the recommendations of BS 5839-1, clearly recorded. BS 5839-1:2025 clause 6 expects variations to be agreed between the interested parties, listed on the relevant system certificate (clause 6.4) and recorded in the logbook (clause 6.5).
• The BS 5839-1 commissioning and acceptance certificates, and a BAFE Modular Certificate where relevant.
• Evidence that the project records were passed to the customer at handover, with a recommendation that they are retained for the life of the system.

Certificates

• A BAFE Certificate of Compliance where one organisation carries out design, installation and commissioning. Where work is split, Modular Certificates are issued per module.
• BS 5839-1:2025 Annex G gives model design, installation, commissioning, acceptance, verification, and inspection and servicing certificates (see also clause 39). BAFE certificates are issued in addition to these.
• BAFE certificates come from your certification body with a unique number. You should not produce them yourself.
• Certificates should reach the customer within 30 days of the relevant work. A copy is kept on file.
• The List of Presented Variations issued as an appendix to relevant certificates.
• A Certificate of Modification where the change meets the scheme criteria (for example replacing the control panel, or adding a significant number of devices).
• A Certificate of Maintenance for maintenance work.

Sub-Contracted Work

The customer should agree to the use of sub-contractors, and you need evidence of their own certification. Documentation should clearly state who carried out each part of the work.

How Long Should Records Be Kept?

Under version 8.0.1, project records should be kept for at least seven years from handover, or the legal minimum if that is longer, unless the contract says otherwise or another party formally takes over responsibility for them. Confirm the current requirement with your certification body.

Tips For A Smoother Audit

1. Keep one consistent folder per job with the specification, drawings, records and certificates together.
2. Make sure the design, as-fitted drawings and commissioning records all agree with each other.
3. Record variations as they happen rather than at the end of the job.
4. Keep your certificate register, competency records and instrument register up to date throughout the year.
5. Ask your certification body what it wants to see before the audit date.

Want us to create your design documents for you?

Fire3D automatically generates job documents, including quotes, specifications, as fitted drawings, zone plans, device quantity totals and device coverage summaries, with the click of a mouse. Having consistent, professional paperwork makes it easier to keep job files in order.

Fire3D does not replace your management system, your certification body or your own sign-off, and it does not make an organisation BAFE registered.

Try out Fire3D for yourself

Click the 'Click to see what Fire3D can do' button above, or start your free trial using the button below and start designing today.