What Every Facility Needs Before Scheduling an Alarm Test

Property manager schedules fire alarm testing for Tuesday at 10:00 AM. Technician arrives, starts testing devices. Alarms sound throughout building.

911 receives seventeen calls from panicked occupants who thought the building was evacuating. Fire department dispatches three engines. Occupants crowd stairwells unsure whether this is drill or actual emergency. Tenants in adjacent building call asking why horns audible through shared walls.

Testing stops. Fire department arrives, confirms no actual emergency. Fire chief issues citation: failure to notify fire department of testing. Additional citation: failure to properly notify building occupants. Both violations carry $500-1,000 fines each.

What should have been routine maintenance became expensive, disruptive failure—all because nobody completed required pre-test preparation.

Fire alarm testing isn’t optional. NFPA 72 mandates annual testing of all fire alarm system components. But testing without proper preparation causes problems costing more than the testing itself.

This article covers every notification, coordination step, permit, and documentation requirement facilities must complete before scheduling any fire alarm test—from simple monthly inspections to comprehensive annual testing.

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Legal Notification Requirements

Multiple authorities require notification before fire alarm testing occurs. Missing any notification creates code violations regardless of how well the actual testing goes.

Fire Department Notification

Most jurisdictions require notifying local fire department before conducting fire alarm tests that will sound building notification devices.

Typical notification requirements:

Advance notice period:

• 24-48 hours minimum advance notification (varies by jurisdiction)
• Some departments require 72 hours or one week notice
• Emergency testing may have different notification protocols

Information to provide:

• Building name and address
• Date and time of testing (include expected duration)
• Contact person name and phone number
• Type of testing (monthly, quarterly, annual comprehensive)
• Whether full building evacuation will occur
• Monitoring company notification status

Notification methods:

• Some departments require phone call to non-emergency line
• Others accept email notification to designated testing notification address
• A few jurisdictions maintain online portals for test notification submission
• Fax notification accepted in some areas

Why this requirement exists:

Fire departments track which buildings are testing on specific days. When monitoring companies transmit alarm signals during testing periods, dispatchers can verify whether alarms represent actual emergencies or scheduled tests.

Without notification, fire department may dispatch full response to every alarm during testing—wasting emergency resources and potentially incurring false alarm fees.

Verification of notification:

Document fire department notification:

• Save email confirmation or submission receipt
• Note date, time, and person spoken to for phone notifications
• Keep written confirmation if department provides it
• File documentation with testing records

Fire marshals conducting inspections may ask for proof that fire department was notified before previous tests. “We always notify them” isn’t acceptable—documentation required.

Jurisdiction-specific variations:

Check local requirements—don’t assume standard practices:

• Some departments want notification only for annual comprehensive tests, not monthly inspections
• Others require notification for any testing sounding audible notification devices
• A few jurisdictions prohibit certain testing during specific hours (rush hours, school drop-off times)
• Some departments maintain “do not test” lists for days with high emergency call volume

Fire alarm contractors like 48fire familiar with local jurisdiction requirements handle fire department notification as standard service, ensuring proper notification completed before every testing appointment.

Monitoring Company Notification

Buildings with central station monitoring must notify monitoring company before testing begins.

Standard notification process:

Test mode activation:

• Property manager or contractor calls monitoring company
• Provides account number and authorization passcode
• Requests system placed in “test mode” for specific time period
• Monitoring company places account on test status, preventing alarm dispatches

Test mode duration:

• Specify expected testing duration (30 minutes, 2 hours, all day)
• Monitoring company sets timer—account returns to normal monitoring when time expires
• Can extend test mode if testing takes longer than expected
• Must remember to take account off test mode when testing complete

What test mode does:

• Monitoring company receives alarm signals but doesn’t dispatch fire department
• Signals logged for verification (confirms communication working)
• Some monitoring companies still call building contact during test mode verifying testing in progress
• Supervisory and trouble signals may still generate notifications depending on company protocols

What happens without test mode:

Every device activation during testing generates alarm signal to monitoring company. Without test mode, monitoring company dispatches fire department for every signal. Building may receive multiple fire department responses during single testing session.

Many jurisdictions fine buildings for false alarms exceeding certain threshold (typically 3-5 annually). Testing without test mode can consume entire year’s false alarm allowance in one afternoon.

Test completion verification:

When testing complete:

• Call monitoring company confirming testing finished
• Request account returned to normal monitoring status
• Verify monitoring company received all expected test signals
• Document test mode start time, end time, and confirmation number

Don’t assume test mode automatically expires. If timer expires while still testing, monitoring company resumes dispatching on alarm signals. If testing runs long and must leave system in alarm condition overnight, fire department may respond to “actual” alarm that’s really incomplete testing.

After-hours testing considerations:

Testing outside normal business hours when monitoring company main office closed requires advance coordination:

• Some monitoring companies don’t offer test mode activation through after-hours dispatch centers
• May need to schedule test mode in advance during business hours
• After-hours emergency operators may have limited ability to modify account status
• Plan testing during hours when full monitoring company services available

Companies like 48fire coordinate monitoring company notifications as part of testing service, ensuring proper test mode activation before arriving on site and confirmation of normal monitoring status after completing work.

Building Occupant Notification

NFPA 72 doesn’t explicitly mandate occupant notification, but liability concerns and practical considerations make notification essential.

Minimum notification timing:

24-hour advance notice:
For routine monthly or quarterly testing, notify occupants at least one business day in advance. Provides time for occupants to plan around disruption.

72-hour advance notice:
For annual comprehensive testing involving extended alarm activation periods, provide several days notice. Allows occupants to schedule important meetings or calls for non-testing times.

One-week advance notice:
For testing requiring occupant participation (evacuation drills) or significantly disrupting operations, provide maximum advance notice allowing schedule adjustments.

Notification content requirements:

Effective occupant notifications include:

Date and time:

• Specific date of testing (not “sometime next week”)
• Time window (9:00 AM – 12:00 PM, not “morning”)
• Expected duration if known (approximately 2 hours)

What occupants will experience:

• Audible alarms will sound intermittently
• Strobe lights will flash periodically
• Testing not continuous—devices tested individually or by zone
• Normal operations can continue during testing

What occupants should do:

• Remain in work areas (do not evacuate unless specifically instructed)
• Do not call 911 (testing is scheduled and authorized)
• Questions or concerns contact [property manager name and number]
• Testing will be announced via [PA system / email / phone] immediately before starting

What occupants should NOT do:

• Evacuate (unless testing includes evacuation drill)
• Call fire department
• Disable devices or cover detectors
• Prop open fire doors irritated by door closers activating

Special considerations:

• Occupants may want to schedule off-site meetings during loud testing
• Phone/video conference calls will be disrupted by alarm sounds
• Customers or visitors should be informed about testing in progress
• Consider providing hearing protection if testing in small areas with loud horns

Notification delivery methods:

Email announcements:

• Send to all building occupants and regular visitors
• Include contact information for questions
• Send reminder email day before testing
• Send day-of notification “Testing begins in 30 minutes”

Posted signage:

• Entry doors: “Fire Alarm Testing Today [date] [time]”
• Elevator lobbies and common areas
• Near fire alarm control panel
• On each floor or department affected

Phone tree or text alerts:

• For urgent last-minute changes
• Immediate notification when testing begins
• Notification when testing complete

In-person notification:

• Security desks and reception areas need direct briefing
• Tenant representatives should receive personal notification
• Building management company staff need coordination

PA system announcements:

• Immediately before starting: “Attention: Fire alarm testing will begin in 5 minutes. This is a test only. Do not evacuate.”
• When starting: “Fire alarm testing is now in progress. Alarms you hear are part of scheduled testing. This is not an emergency.”
• When completing: “Fire alarm testing is now complete. The system has been returned to normal service. Thank you for your cooperation.”

Tenant Coordination for Multi-Tenant Buildings

Buildings with multiple tenants require additional coordination beyond general occupant notification.

Tenant lease requirements:

Review lease agreements—many contain clauses about:

• Landlord right to access tenant spaces for testing
• Tenant obligation to provide access during testing
• Notice requirements for entering leased premises
• Tenant responsibility for costs if testing disrupted by access denial

Understanding lease terms prevents disputes when testing requires entering tenant spaces.

Access coordination:

Confirm access availability:

• Contact each tenant confirming date/time works for their operations
• Identify any scheduling conflicts (important meetings, customer events)
• Arrange access method (tenant staff present, building key access, after-hours entry)
• Document access arrangements

Special access situations:

Some tenants require additional coordination:

• Medical offices: Avoid testing during patient appointment blocks
• Call centers: Testing during lowest call volume periods
• Laboratories: Coordinate with experiment schedules
• Secure facilities: Background checks or escorts for technicians
• IT operations: Coordinate with backup/maintenance windows

Tenant-specific requirements:

Healthcare tenants:

• May need to relocate patients during loud alarm testing
• Require advance notice for scheduling adjustments
• May restrict testing to specific hours or days
• Need coordination with medical equipment operations

Retail tenants:

• Prefer testing before store opening or after closing
• Concerned about customer experience during testing
• May need signage explaining testing in progress
• Want minimal business disruption

Food service tenants:

• Concerned about false alarm impact on health inspections
• Prefer testing outside peak meal periods
• May need to inform health department about testing
• Want testing completed away from active cooking times

Financial/legal tenants:

• Need testing outside client meeting times
• May restrict access to sensitive areas
• Require confidentiality agreements for technicians
• Want minimal disruption to business operations

Property managers should ask tenants about scheduling preferences during lease signing, establishing testing coordination expectations from the start.

Fire protection contractors like 48fire experienced in multi-tenant buildings understand coordination complexity and schedule testing windows accommodating diverse tenant needs while meeting NFPA 72 annual testing requirements.

Special Event Coordination

Testing during or near special events creates additional complications requiring careful scheduling.

Events requiring rescheduling:

Building events:

• Board meetings or annual shareholder meetings
• Large conferences or training sessions
• Open houses or property tours
• Building renovation kick-off or completion celebrations

Tenant events:

• Grand openings or anniversary celebrations
• Customer appreciation events
• Media interviews or filming
• Product launches or demonstrations

External events affecting building:

• Street festivals or parades near building
• Marathon or race routes affecting access
• Construction projects blocking entries
• Utility work affecting building systems

Coordination with building calendar:

Maintain centralized building event calendar:

• Property management schedules
• Tenant event notifications
• External events affecting area
• Other contractor work scheduled

Check calendar before scheduling testing—conflicts obvious when viewed together.

Minimum buffer periods:

Schedule testing:

• At least 24 hours before major events (allows system restoration if problems found)
• At least 48 hours after events (time for event cleanup and return to normal operations)
• Avoid week of major events entirely for annual comprehensive testing

Testing discovering system problems right before major event creates impossible situation: event can’t be cancelled but system can’t be left non-functional.

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Required Documentation and Permits

Beyond notifications, facilities must have proper documentation and permits in place before testing.

Building Access and Keys

Technicians need access to all areas containing fire alarm devices.

Access requirements checklist:

Building entry:

• Building keys or access cards for entry doors
• After-hours entry codes (if testing outside business hours)
• Parking passes or garage access
• Loading dock access (for equipment delivery)

Interior access:

• Floor access (stairwell keys, elevator control)
• Tenant space keys (if testing in leased areas)
• Mechanical room access
• Electrical room access
• Telecommunications closet access
• Roof access (for devices on roof)

Specialty area access:

• Clean room entry procedures
• Secure area badges or escorts
• Laboratory access protocols
• IT room entry requirements

Access coordination:

Provide access information to contractor before testing day:

• List of all keys or cards needed
• Names and phone numbers for access assistance
• Building engineer availability for locked areas
• Backup access contact if primary unavailable

Testing stopped waiting for keys wastes time and may require rescheduling completion for another day.

Ladder and lift access:

High-ceiling areas require equipment access:

• Building ladders sufficient for ceiling heights?
• Lift rental needed for tall spaces?
• Floor loading capacity adequate for lifts?
• Lift access through doorways and corridors?
• Advance delivery arrangements for lifts?

Discovering 24-foot ceilings require 20-foot ladder when technician arrives with 12-foot ladder delays testing.

System Documentation

Technicians need specific system information before testing begins.

Required documents:

As-built drawings:

• Floor plans showing all device locations
• Device address numbers or zone numbers
• Panel location and wiring routing
• Recent—reflecting current system configuration, not original construction

Previous inspection reports:

• Last annual inspection report
• Recent service call documentation
• Known issues or chronic problems
• Devices replaced or repairs made since last test

Device inventory:

• Complete list of all devices with addresses
• Device types (smoke, heat, pull station, etc.)
• Device locations (room numbers or descriptions)
• Installation dates (for devices requiring age-based testing)

System specifications:

• Control panel make and model
• Programming access codes (if panel programming needed)
• Monitoring company contact information
• Building interface information (HVAC, elevators, doors)

Providing documentation to contractor:

Send documents when scheduling testing:

• Email PDF copies advance of testing date
• Allows technician reviewing system before arriving
• Identifies potential issues (missing device information, outdated drawings)
• Enables efficient testing (technician knows device locations)

Technician arriving without system knowledge spends hours figuring out system layout before beginning actual testing.

Documentation updates:

Annual testing presents opportunity for documentation updates:

• Correct drawing errors discovered during testing
• Update device lists with replacements made during year
• Note system changes or modifications
• Create documentation if none previously existed

Companies like 48fire update as-built drawings as part of annual inspection service, ensuring documentation remains current for future tests and emergency response.

Testing Permits (Where Required)

Some jurisdictions require specific permits before conducting fire alarm testing.

Permit requirements vary significantly:

No permit required (most common):
Many jurisdictions don’t require permits for routine annual testing by licensed contractors. Testing falls under normal maintenance activities covered by original system installation permit.

Annual testing permit:
Some jurisdictions require annual testing permits:

• Application submitted before testing
• Fee payment (typically $50-150)
• Proof of contractor license
• Testing scheduled with fire marshal present or within specified timeframe

Hot work permit:
If testing involves work requiring hot work permit (soldering connections, using heat guns), separate permit may be needed even for routine testing.

After-hours work permit:
Testing outside normal business hours may require notification or permit in some jurisdictions, especially for buildings in mixed-use areas where alarm sounds affect residential neighbors.

How to determine local requirements:

Contact fire marshal or building department:

• “Do we need permit for annual fire alarm inspection?”
• “What’s the process for scheduling testing?”
• “Are there restrictions on testing times or notification requirements?”

Don’t assume—requirements vary dramatically between jurisdictions even in same state.

Permit processing time:

If permits required, factor processing time into testing scheduling:

• Submit permit applications 2-4 weeks before desired testing date
• Some jurisdictions require fire marshal presence during testing (limited availability)
• Permit processing delays may push testing date back
• Plan ahead to ensure annual testing stays within required 12-month window

Insurance Notification

Some insurance policies require notification before fire protection system testing or impairment.

Policy requirements vary:

Review commercial property insurance policy for:

• Requirement to notify insurer when fire protection systems impaired
• Definitions of “impairment” (does testing constitute impairment?)
• Notification timeframes and methods
• Potential coverage implications of testing

When notification required:

Most policies require notification for:

• Extended system impairments (more than 4 hours)
• System shutdowns affecting large portions of building
• Testing combined with other work creating fire protection gaps

Routine annual testing with continuous fire protection probably doesn’t require notification, but verify policy language.

Notification process:

If required, contact insurance agent or risk manager:

• Provide testing date and expected duration
• Describe fire protection maintained during testing
• Obtain confirmation notification received
• Document notification for records

Why insurers care:

Insurance companies track periods when fire protection systems are impaired. If fire occurs during testing or shortly after, insurer may investigate whether testing contributed to loss or whether system was properly restored.

Documented testing notification shows proactive communication and professional system management—factors supporting claims rather than complicating them.

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Equipment and Staging Preparation

Physical preparation ensures testing proceeds efficiently without unnecessary delays.

Staging Area Requirements

Testing generates equipment and materials needing organized storage during work.

Space requirements:

Designate staging area near fire alarm panel:

• Minimum 100 square feet for small buildings
• 200-400 square feet for larger facilities
• Climate-controlled space (protects electronic equipment)
• Lockable or secure (tools and equipment left between testing days)

Staging area contents:

Tools and equipment:

• Ladders (various heights for different ceiling levels)
• Testing equipment (smoke testers, heat guns, meters)
• Hand tools (screwdrivers, pliers, wire strippers)
• Documentation materials (clipboards, forms, laptop)

Replacement parts:

• Common devices for replacing failures found during testing
• Batteries for devices with replaceable batteries
• Detector covers and mounting plates
• Wire nuts and electrical tape

Safety equipment:

• Hard hats (required in some areas)
• Safety glasses
• Hearing protection (testing in small rooms with loud horns)
• First aid supplies

Access equipment:

• Building keys and access cards
• Floor plans and device location maps
• Contact lists for access assistance

Why staging matters:

Technicians moving between floors carrying all equipment wastes time. Centralized staging with organized tool and part access improves testing efficiency.

Coordination with Other Building Work

Testing should not be scheduled simultaneously with other work affecting fire protection or building access.

Conflicts to avoid:

Construction work:

• Ceiling tile removal or installation (blocks device access)
• Painting near devices (covers detectors, triggers false alarms)
• Drywall work creating dust (may activate detectors during testing)
• Electrical work affecting fire alarm circuits

HVAC work:

• Air handler shutdowns (affects smoke detector testing)
• Duct cleaning (creates dust triggering detectors)
• Thermostat replacements (may affect fire alarm interfaces)

Building automation work:

• Fire alarm system interfaces with HVAC, elevators, doors
• BAS programming changes during fire alarm testing creates confusion
• Coordinate to ensure only one system modified at time

Other life safety testing:

• Sprinkler testing and fire alarm testing same day creates multiple alarms
• Emergency lighting testing may be coordinated with fire alarm testing
• Elevator testing should happen separately from fire alarm elevator recall testing

Coordination best practices:

Check with building engineering or property management:

• “What other work is scheduled during our testing window?”
• “Will any building systems be shut down for maintenance?”
• “Are any contractors scheduled for work in areas we need to access?”

Scheduling conflicts discovered day of testing waste time and may require rescheduling.

Fire protection companies like 48fire coordinate with property managers confirming no scheduling conflicts exist before dispatching technicians, avoiding wasted trips and delays.

Detector Cleaning Before Testing

NFPA 72 Section 14.4.4 addresses detector cleaning as part of inspection and testing.

Why cleaning matters:

Dirty detectors can:

• Fail sensitivity testing (outside acceptable range)
• Cause false alarms during or after testing
• Give inaccurate test results
• Require replacement when cleaning would suffice

Cleaning schedule:

High-contamination areas (quarterly cleaning):

• Loading docks and warehouses
• Manufacturing areas
• Parking garages
• Mechanical rooms

Standard areas (annual cleaning):

• Offices and conference rooms
• Corridors and lobbies
• Storage areas
• Break rooms

Low-contamination areas (biennial cleaning):

• Clean rooms and controlled environments
• Unused spaces
• Sealed rooms

Cleaning before vs. during testing:

Option 1: Clean before testing day
Schedule detector cleaning 1-2 weeks before annual testing. Ensures detectors clean for testing, improves test results, reduces replacement needs.

Option 2: Clean during testing
Technician cleans each detector immediately before testing it. Adds time to testing but ensures cleanest devices for test.

Option 3: Clean after testing
Test first, identify dirty detectors during sensitivity testing, clean only those requiring it. Most efficient but may require second visit for cleaning if many detectors need attention.

Most fire protection contractors recommend Option 1—pre-testing cleaning ensures best test results and identifies devices requiring replacement before testing day arrives.

Cleaning methods:

Photoelectric smoke detectors:

• Remove detector from base
• Compressed air cleaning (blowing dust from sensing chamber)
• Vacuum cleaning (removing dust without blowing it deeper)
• Avoid liquid cleaners (can damage electronics)

Ionization smoke detectors:

• Compressed air only (contains radioactive source requiring special handling)
• Never disassemble ionization detectors
• Replace rather than deep-clean

Heat detectors:

• Vacuum external surfaces
• Compressed air for any vents or openings
• Generally require less frequent cleaning than smoke detectors

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Occupant Preparation and Behavioral Planning

People create more testing complications than equipment.

Training Building Staff

Building staff need preparation for testing day events.

Security/reception desk briefing:

Information to provide:

• Testing date, time, and expected duration
• What alarms will sound like
• Fire alarm contractor company name and technician names
• Whether fire department may arrive (if notification issue occurs)

How to respond to visitor questions:
“We’re conducting scheduled fire alarm testing today. The alarms you’re hearing are part of required annual maintenance. This is not an emergency. Testing should be complete by [time].”

How to respond to 911 calls:
If someone calls 911 despite notifications, security should:

• Immediately contact fire alarm contractor (stop testing)
• Contact property manager
• Meet fire department at entrance
• Explain situation and show testing notifications

Building engineer responsibilities:

Coordination duties:

• Provide access to all areas as needed
• Assist with equipment (ladders, lifts)
• Answer questions about building systems and interfaces
• Address problems discovered during testing

System monitoring:

• Check panel periodically during testing
• Note any unexpected troubles
• Verify system restored to normal after testing
• Document any issues for follow-up

Emergency contact availability:

Designate on-call person for testing day:

• Available by phone throughout testing period
• Authority to make decisions (access, schedule changes, emergency response)
• Familiar with building systems and contractor expectations
• Can respond to building if urgent situation arises

Managing Occupant Behavior During Testing

Despite notifications, some occupants will behave unpredictably during testing.

Common occupant responses:

Panic evacuations:
Some people evacuate despite testing notifications. Can’t prevent this entirely, but can reduce frequency through:

• Clear, repeated notifications
• PA announcements immediately before starting
• Visible signage at all exits
• Security staff at entrances redirecting evacuees

911 calls:
Occupants call 911 reporting fire despite testing notifications. Minimize by:

• Explicit instructions not to call 911 in notifications
• PA announcements emphasizing this is test
• Contact information for questions prominently displayed

Complaints and disruption:
Occupants complain about noise, disruption, inconvenience. Manage by:

• Advance notice allowing schedule adjustments
• Apologizing for inconvenience in notifications
• Explaining regulatory requirement (testing not optional)
• Providing realistic duration estimates
• Completing testing as quickly as possible

Device tampering:
Frustrated occupants may:

• Cover detectors (creating supervision troubles)
• Disconnect notification devices (removing fire protection)
• Prop fire doors open (defeating fire barriers)
• Disable strobes (removing required notification)

Monitor for tampering during and after testing. Address promptly—tampering creates code violations and life safety hazards.

Special Population Considerations

Some building occupants require additional accommodation during testing.

Hearing impaired occupants:

Ensure visual notification (strobes) tested during daytime when hearing-impaired occupants can see them. Testing notification devices after hours doesn’t verify adequate coverage for hearing-impaired population.

Mobility impaired occupants:

If testing includes evacuation drill:

• Brief occupants with mobility impairments before drill
• Identify assistance needs and assign helpers
• Plan evacuation timing (begin earlier, move slower)
• Consider areas of rescue assistance as alternatives to full evacuation

Occupants with medical conditions:

Some medical conditions (seizure disorders, PTSD, anxiety disorders) may be triggered by alarm sounds or strobe lights:

• Encourage affected occupants to leave building during testing
• Provide advance warning allowing medical preparation
• Offer hearing protection in areas with loud horns
• Consider scheduling testing during periods when affected occupants can work remotely

Language barriers:

Multi-lingual buildings need testing notifications in all primary occupant languages. Fire safety crosses language barriers—ensure everyone understands testing schedule and expectations.

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Day-Before Final Checklist

Use this checklist 24 hours before scheduled testing ensuring nothing overlooked.

Notifications Confirmed

☐ Fire department notification completed (date/time: _____)
☐ Fire department confirmation received
☐ Monitoring company test mode scheduled (date/time: _____)
☐ Building occupant notification sent (date: _____)
☐ Reminder notification sent day before
☐ Tenant-specific coordination completed
☐ Adjacent building notifications (if sharing walls)
☐ Insurance company notification (if required)

Access Arranged

☐ Building access keys/cards provided to contractor
☐ Tenant access confirmed for leased spaces
☐ Electrical room access available
☐ Mechanical room access available
☐ Roof access available (if needed)
☐ Ladder/lift equipment arranged
☐ Parking/loading access coordinated

Documentation Ready

☐ As-built drawings provided to contractor
☐ Previous inspection reports available
☐ Device inventory current
☐ System specifications provided
☐ Monitoring company contact information shared
☐ Building emergency contacts list current

Equipment and Staging

☐ Staging area prepared and accessible
☐ Replacement parts available
☐ Building ladders available
☐ Contractor equipment delivery coordinated
☐ Safety equipment available

Coordination Confirmed

☐ No conflicting building work scheduled
☐ HVAC systems operational
☐ Other contractors notified of testing
☐ Building staff briefed on testing
☐ Emergency contacts available during testing

Special Considerations

☐ Special events checked (none conflicting)
☐ Weather considerations (for exterior work)
☐ Occupant accommodations planned
☐ After-hours support arranged (if needed)
☐ Follow-up procedures established

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Common Pre-Test Mistakes and How to Avoid Them

Learning from common preparation failures prevents repeating them.

Mistake 1: “Testing next Tuesday” without specific time

Problem: Occupants don’t know when alarms will sound. Some arrange to be off-site all day unnecessarily. Others schedule important calls during testing window.

Solution: Provide specific time window (9:00 AM – 12:00 PM, not “morning”). Update as testing progresses if running ahead or behind schedule.

Mistake 2: Single notification sent one day before testing

Problem: Occupants miss notification or forget about testing by test day. Results in confusion and inappropriate emergency responses.

Solution: Multiple notifications at different intervals:

• One week before: Initial notification
• Three days before: Reminder notification
• Day before: Final reminder
• Day of (morning): “Testing begins in 30 minutes”

Mistake 3: Assuming fire department notification not required

Problem: Many property managers think fire department notification only applies to unmonitored buildings or specific testing types. Conduct testing without notification. Fire department arrives responding to alarm. Citations issued.

Solution: Always contact fire department non-emergency line asking “Do you need notification for fire alarm testing on [date]?” Let them tell you notification not needed rather than assuming.

Mistake 4: Forgetting to notify monitoring company

Problem: Testing proceeds without test mode. Every device activation generates dispatch. Fire department responds multiple times during single testing session. False alarm fines accumulate.

Solution: Make monitoring company notification mandatory first step before any testing. Don’t allow technicians starting testing until test mode confirmed active.

Mistake 5: Scheduling testing during major building event

Problem: Testing scheduled for same day as important board meeting, new tenant move-in, or building open house. Alarms disrupt event. Event coordinators angry. Testing must be rescheduled.

Solution: Maintain centralized building calendar. Check calendar before confirming testing dates. Ask tenants about planned events during advance notification process.

Mistake 6: Inadequate occupant notification detail

Problem: Notification says “Fire alarm testing Tuesday” with no other information. Occupants don’t know whether to evacuate, how long testing will take, or who to contact with questions.

Solution: Comprehensive notifications including date, time, duration, what occupants will experience, what occupants should do, and contact information for questions.

Mistake 7: No building staff briefing

Problem: Testing day arrives. Security desk doesn’t know testing scheduled. Receives frantic calls from occupants. Calls 911. Fire department responds unnecessarily.

Solution: Brief all building staff (security, reception, engineering, management) minimum one day before testing. Provide written summary of testing schedule and expectations.

Mistake 8: Assuming last year’s access still works

Problem: Locks changed, access cards deactivated, new security procedures implemented since last annual test. Technician arrives, can’t access areas needed for testing. Testing delayed or rescheduled.

Solution: Verify access methods current before testing day. Test keys and access cards. Confirm security procedures unchanged. Provide updated access information if changes occurred.

Fire protection companies like 48fire provide pre-test checklists to property managers ensuring all preparation steps completed before scheduling testing appointments, preventing these common mistakes from delaying or complicating testing.

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Post-Testing Requirements

Testing completion doesn’t end obligations. Several follow-up steps ensure proper closure.

Monitoring company notification:

After testing complete:

• Call monitoring company removing test mode
• Verify account returned to normal monitoring
• Confirm monitoring company received alarm test signals (verifying communication working)
• Document confirmation for records

Fire department notification:

Some jurisdictions require notification when testing complete:

• Call non-emergency line: “Fire alarm testing at [address] is complete. System returned to normal service.”
• Document completion notification

Occupant notification:

Inform building occupants testing finished:

• Email or PA announcement: “Fire alarm testing is now complete. The system has been returned to normal service. Thank you for your cooperation.”
• Removes uncertainty about whether additional alarm sounds are testing or actual emergencies

Documentation collection:

Obtain from contractor:

• Written inspection report documenting all testing performed
• List of any deficiencies found requiring correction
• Recommendations for maintenance or improvements
• Updated as-built drawings if changes made
• Next testing due date

System verification:

Building engineer should verify:

• Panel shows normal status (no alarms, troubles, or supervisories)
• All zones showing normal
• Monitoring communication restored
• Building interfaces functioning (HVAC, elevators, doors)

Follow-up actions:

If testing identified problems:

• Schedule correction service appointments
• Notify tenants if additional work needed in their spaces
• Track deficiency corrections to completion
• Update documentation when corrections complete

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When to Schedule Your Next Test

NFPA 72 requires annual testing within 365 days of previous test. Proactive scheduling prevents calendar complications.

Schedule next year’s test now:

Best practice: Schedule next annual test while completing current test.

Benefits:

• Secures preferred date before calendar fills
• Establishes consistent annual testing schedule
• Removes need to remember scheduling months later
• Allows long-term planning around testing

Seasonal considerations:

Summer testing (June-August):

• Vacation schedules reduce building occupancy
• Longer daylight hours helpful for roof work
• Higher HVAC loads may affect some testing
• Peak construction season may limit contractor availability

Winter testing (December-February):

• Holiday shutdowns provide testing windows
• Year-end budget spending may motivate completion
• Weather may affect exterior device testing
• Holiday periods limit contractor availability

Spring/Fall testing (March-May, September-November):

• Moderate weather ideal for all testing types
• Standard occupancy patterns
• Contractor availability generally good
• Fiscal year timing may affect budget approvals

Consider building-specific factors:

• Educational facilities: Summer testing avoids class disruption
• Retail: Avoid holiday season peak business
• Offices: Year-end or summer when occupancy lower
• Healthcare: Coordinate with accreditation cycles

Avoiding last-minute scheduling:

Don’t wait until month 11 of 12-month window to schedule testing:

• Contractor schedules fill up
• Weather delays may push testing past deadline
• Equipment problems may require multiple visits
• Testing overdue triggers code violations

Schedule testing for month 9-10 of annual cycle providing buffer for delays while maintaining compliance.

Companies like 48fire offer automatic annual scheduling programs, contacting property managers 6-8 weeks before testing due date to schedule next year’s appointment. This proactive approach ensures facilities never miss annual testing deadlines due to calendar oversight.

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Proper preparation makes fire alarm testing smooth, compliant, and efficient. Missing preparation steps creates expensive complications ranging from code violations to insurance problems to emergency response incidents.

The difference between successful testing and problematic testing isn’t technical skill—it’s administrative preparation completed before technicians arrive.

Every notification, access arrangement, documentation review, and coordination step serves specific purpose preventing specific problem. Shortcuts in preparation create predictable failures.

Property managers treating preparation as seriously as testing itself achieve compliance without complications. Those viewing preparation as optional paperwork discover expensive consequences.

Fire alarm testing is legally required. Preparation for that testing should be equally non-negotiable. Buildings that prepare properly test successfully. Buildings that skip preparation create problems costing more than preparation ever would have.

Need help preparing for fire alarm testing at your facility? [Talk to an expert](/contact-us) at 48fire who handles all notification requirements, access coordination, and documentation preparation as part of comprehensive testing services—ensuring your annual inspection proceeds smoothly with full compliance and zero surprises.