What Happens If a Fault Is Found During Fire Sprinkler Maintenance and Who Is Responsible for Fixing It?

You need your fire sprinkler system to work at the optimal level every day, afterall, an emergency does not show up on the calendar, so being unprepared is simply not an option. 

Any defect identified during a maintenance visit introduces uncertainty that can undermine both compliance and system reliability. UK regulations clearly outline specific requirements in the BS EN 12845, so inspecting systems and measuring their performance should never be put on the back burner.

You need your fire sprinkler system to work at the optimal level every day, afterall, an emergency does not show up on the calendar, so being unprepared is simply not an option. 

Any defect identified during a maintenance visit introduces uncertainty that can undermine both compliance and system reliability. UK regulations clearly outline specific requirements in the BS EN 12845, so inspecting systems and measuring their performance should never be put on the back burner.

The purpose of performing routine inspections on your sprinkler system is to identify potential problems before they cause harm and operational failure. At the time of every scheduled maintenance visit, engineers perform a structured testing process to evaluate many different components of the system, including the water supply, pumps, valves, piping, detection interfaces, and local environmental conditions. 

That could negatively impact coverage.

Because many defects are not visible, consistent testing is necessary.

How Defects Are Identified During Maintenance

Maintenance engineers will typically verify the condition of the equipment when they arrive at the work site; the engineer will then determine whether the water supply meets the flow requirements and pressure, and whether the pumps are functioning properly (i.e., no delay in starting), and whether the valves can function without restriction. 

The engineer will inspect piping for evidence of corrosion, mechanical damage, or early signs of deterioration, and will inspect sprinkler heads for clearances, integrity, and the potential for environmental conditions or structural modifications that can cause an impairment to their operation. 

The alarm interface will also be inspected to verify signal transmission to remote monitoring stations.

The objective of this inspection process is not simply to establish whether the system appears to be intact, but to confirm that the system operates as designed during a fire condition. 

Many building systems are negatively affected by minimal adjustments to their configuration, unanticipated valve separations, and component failure, which may not be evident upon visual inspection. Hence, regular maintenance of such systems is critical.

How Faults Are Classified Once Identified

When a defect is found, it is categorised to reflect the level of risk and urgency:

Critical Faults

• Closed or obstructed control valve

• Pump failure or unreliable pressure delivery

• Major leaks or ruptured pipework

• Problems with the primary water supply

Non-Critical Faults

• Minor leaks

• Damaged or impaired sprinkler heads

• Faulty gauges

• Degraded seals or gasket

Advisory Observations

• Components nearing end of life

• Building alterations affecting coverage

• Environmental conditions leading to corrosion

This classification helps duty holders prioritise remedial work and ensure ongoing compliance. Critical issues require immediate attention, while non-critical and advisory items should be scheduled within appropriate timeframes to prevent further deterioration.

Who Should be Accountable for Repair of the Fault?

The Responsible Person for the building under The Regulatory Reform (Fire Safety) Order 2005 is responsible for the performance of the building’s fire protection systems and ensuring that these systems continue to operate properly. 

This individual or organisation must ensure that defects identified during fire sprinkler maintenance are acted upon and that the system remains compliant with relevant standards.

Responsibilities of the Responsible Person:

• Approving and directing the repair of identified defects.

• Maintaining accurate records of services performed.

• Ensuring that all remedial activities are completed within acceptable time frames.

Defects which go uncorrected may result in enforcement notices being issued or increased liability, including claims for damages resulting from fires occurring while a known deficiency exists.

Maintenance Service Responsibilities

Identify defects; describe the implications of those defects; provide pricing options for correcting the defects; once authorised, perform the required repairs; confirm that the system has been restored to compliance with applicable standards.

In addition to identifying individual defects, the maintenance service often identifies recurring problems or emerging trends which may indicate larger system issues. 

It is through this type of ongoing fire sprinkler service that fire sprinkler maintenance becomes essential in providing long-term reliability of the fire sprinkler system.

Many insurance companies require documentation that any defects identified during maintenance service have been corrected in a timely manner. Failure to correct deficiencies in a timely manner may result in the denial of coverage in certain situations.

The Process After a Fault Is Found

After the source of a defect has been determined by the engineer, they will contact the on-site representative to notify them of the problem, especially if it is critical. 

A detailed written report is completed detailing the type of fault, the location of the fault, the classification of the fault and the compliance issues associated with the fault.

This document forms part of the ongoing maintenance records of the building and may be used as reference material when submitting claims to insurance companies, during audits or for regulatory inspection purposes. 

Once this report has been completed, the engineer prepares a quote for the repair work. Upon receipt of approval from the client, the necessary repairs are performed, and testing takes place to verify that the system is functioning properly. 

At completion of all works, the engineer updates the service log to ensure that compliance documentation is current. For further information regarding fire sprinkler servicing and service procedures, please refer to our service page.

Common Faults and Their Impact

Fault	Likely Cause	Impact	Urgency
Closed control valve	Human error or interference	Prevents water reaching protected areas	Critical
Impaired sprinkler head	Corrosion or accidental impact	Reduced activation reliability	Non-critical
Pump not starting	Electrical or mechanical fault	Insufficient system pressure	Critical
Minor leaks	Seal wear	Gradual pressure reduction	Non-critical
Obstructed heads	Storage or ceiling alterations	Reduced spray pattern	Advisory

FAQs

Does every fault lead to non-compliance?

No. While some faults are directly related to non-compliance, many faults will not immediately create non-compliance for a system; however, if these faults go uncorrected, they could potentially cause the system to fail to meet performance standards.

How long should I wait before fixing a fault?

All critical faults must be corrected as soon as possible, while all other faults (non-critical) should be corrected as quickly as reasonably possible in order to continue to keep your system ready to operate.

May an insurer deny my claim because of unresolved defects?

Yes. Most insurers will demand proof that the faults which were discovered during servicing have been correctly repaired as soon as possible.

Final Guidance

Finding a fault in a system during its maintenance is normal and shows that your system is being actively maintained. 

The most important aspect is how you handle the faults you find, when you repair them, how well you document what has occurred and finding a qualified service provider to assist you.

If you would like assistance with your most recent maintenance report or would like to schedule a service call, please contact our service team using our Contact Page.