Emergency lighting testing: monthly and annual checks

Distinguish the two checks

BS 5266-1 describes monthly functional, often called “flick”, tests and annual full rated-duration tests for emergency lighting. The rated duration is typically three hours, but record the actual system rating rather than assume that every installation is identical.

This article is about what to record, not instructions for operating test switches or isolating supplies. Use the system’s competent person and agreed procedure. A template should not encourage an untrained person to put a premises at risk while trying to produce a complete-looking log.

• Monthly functional test
• Annual full rated-duration test
• Actual system rating and test type recorded

Identify the premises and fittings

Record the premises, date, person carrying out the test and each fitting or clearly identified group tested. A fitting label and location make a fault report actionable. “Light failed” is not useful if a site has several similar corridors or stairways.

Keep the monthly and annual records distinguishable. The result of a short functional test should not look like evidence of a full rated-duration test. A repeatable fitting section makes it easier to record results separately instead of a single overall tick for the building.

• Premises and test date
• Person carrying out the test
• Fitting label and location
• Test type and duration where relevant

Record results, faults and the action

Keep results, faults and actions in a log book or equivalent clear record. Describe an exception and who was informed. If remedial work is arranged separately, make it clear that it remains outstanding rather than label the original check as passed.

A follow-up result should retain its own date and context. Do not overwrite the failed reading or answer to remove evidence of the issue. The responsible person needs to see both that the fault was found and what happened afterwards.

Photos can support a fitting location or visible damage, but they do not prove a duration test succeeded. Keep the written test outcome with any photo and include enough detail for the competent person to review it. Avoid a picture-only report where the actual result is unclear.

• Result for each fitting or group
• Fault description and location
• Person informed and action taken
• Dated follow-up where applicable

Keep responsibilities and other records separate

In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 sets responsibilities for the responsible person. Check current official guidance and competent advice for the premises rather than assume a downloaded log covers every fire-safety duty. Other UK nations have different frameworks.

Fire alarm service and extinguisher check records can be kept alongside the lighting log, but they are different checks. A complete emergency-lighting form does not show that a fire alarm was serviced or an extinguisher inspected. Identify each type of record clearly when sharing a PDF with the site contact.

The free Emergency Lighting Test template offers fitting details, test results and fault notes. Edit a copy to suit your premises and procedure. A scheduled check can help prompt the form task, not decide the correct test procedure or certify the installation. Free includes two active schedules with in-app reminders; automatic reminder emails and other PDF styles are paid features.

At the end of the visit, read the log as the person arranging repairs would: can they identify the fitting, understand the failed result and find the next action? A concise, legible record is more useful than an unexplained checklist full of ticks.