The FM Statutory Compliance Calendar — What to Check and When
A complete guide mapping out the core statutory and recommended facilities maintenance activities that must be performed throughout the calendar year.
Managing FM compliance across a commercial building involves tracking dozens of statutory and recommended maintenance activities — each with different legal frequencies, different responsible engineers, and different record-keeping requirements. This guide maps out the full compliance calendar year: what needs to happen monthly, quarterly, six-monthly, and annually — and what the consequences are if it doesn't.
Statutory Legislation
SFG20 / BS Standards / UK Health & Safety Legislation
SFG20 provides the benchmark maintenance frequencies for all building services assets. Many of these are also statutory requirements — legal obligations with enforcement consequences if missed.
Statutory checks required per building annually
Most frequent requirement — fire alarm & emergency lighting
Maximum EICR interval for commercial premises
Monthly Compliance Activities
The highest frequency statutory checks typically involve fire prevention routines and preliminary water hygiene surveillance.
| Activity | Standard | Statutory? | Evidence Required |
|---|---|---|---|
| Fire alarm weekly test | BS 5839-1 | Yes | Logbook entry — date, tester, result |
| Emergency lighting functional test | BS 5266-1 | Yes | Logbook entry — all units checked |
| Legionella temperature monitoring (sentinel outlets) | L8 ACoP | Yes | Temperature log sheet |
| Flushing of infrequently used outlets | HSG274 | Recommended | Flushing record |
| General building walkround inspection | Health & Safety at Work Act 1974 | Recommended | Inspection record |
Quarterly Compliance Activities
Quarterly activities tend to pivot around intensive specialist inspections testing deeper layers of safety.
| Activity | Standard | Statutory? | Evidence Required |
|---|---|---|---|
| Fire alarm full system inspection | BS 5839-1 | Yes | Engineer certificate |
| Legionella temperature monitoring (all outlets) | L8 ACoP | Yes | Full temperature log |
| Showerhead cleaning and descaling | L8 ACoP | Yes | Service record |
| Cooling tower microbiological monitoring | HSG274 | Yes | Lab test results |
| HVAC filter check and clean | SFG20 | Recommended | PPM service record |
Six-Monthly Activities
Biannual inspections generally affect mechanical items with moving components running constantly such as lifts and ventilation fans.
| Activity | Standard | Statutory? | Evidence Required |
|---|---|---|---|
| Passenger lift thorough examination | LOLER 1998 | Yes | LOLER examination report |
| Dry riser visual inspection | BS 9990 | Yes | Inspection record |
| Sprinkler system inspection | BS EN 12845 | Yes | Engineer certificate |
| HVAC full service | SFG20 | Recommended | PPM service record |
Annual Activities
Annual obligations account for large-scale safety assessments that confirm long-term system integrity.
| Activity | Standard | Statutory? | Evidence Required |
|---|---|---|---|
| Emergency lighting full duration test | BS 5266-1 | Yes | Engineer certificate |
| Fire extinguisher service | BS 5306-3 | Yes | Service label + certificate |
| Commercial boiler service | Gas Safety Regs 1998 | Yes | Gas Safe certificate |
| Dry riser pressure test | BS 9990 | Yes | Test certificate |
| Cold water storage tank inspection | L8 ACoP | Yes | Inspection report |
| Fire risk assessment review | RRO 2005 | Yes | Updated FRA document |
| PAT testing review | IET Code of Practice | Recommended | Test records |
| Roof and gutter inspection | Building maintenance best practice | Recommended | Inspection report |
Records Are Not Optional
Every activity in this calendar requires documentary evidence. In the event of a Fire Authority inspection, HSE visit, or insurance claim, you must be able to produce all records on demand. 'We did it but didn't write it down' is not an acceptable defence.
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Key Statistics
- Frequencies: Monthly to 2-yearly
- Statutory items: 12+ per building
- Key standard: SFG20 / BS series
- Records required: Yes — all items
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