Common fire door defects: what to report and what happens next

A fire door concern often reaches the property team as a short message: “the stair door sticks” or “the closer has come off”. A clear reporting process helps that observation reach the right person quickly, with enough information to organise the next step.

This guide explains common concerns and how to document them. It is not a method for certifying a door's fire resistance or deciding on repairs without an appropriate assessment. Residents should report faults through their building's management arrangements and avoid altering fire door components themselves.

A door that does not close properly

An ineffective closer, obstruction or door that catches before reaching its closed position needs attention. Record what is happening in normal use, which door is affected and when the issue was first noticed. Do not assume that a door which can be pulled shut by hand is operating correctly.

For the manager, distinguish the reported symptom from the repair instruction. “Does not close fully” is an observation. “Replace the closer” is a proposed solution that may or may not address the cause. Let the person assessing the door establish the appropriate action.

Damage to the door, frame or hardware

Visible damage, loose components, damaged glazing or a door that has changed its fit are reasons to raise a concern. London Fire Brigade's fire door advice highlights condition, hinges, seals, gaps and closing as relevant checks, and advises reporting suspected faults to the building owner.

A useful report describes the location of the damage and includes a clear photograph if it can be taken safely. Avoid labels such as “cosmetic only” unless that judgement has been established by someone competent to make it. A repair team's first task is easier when the evidence shows the actual condition rather than an assumed diagnosis.

Changes to gaps or seals

Doors can move or become damaged in use. A changed gap, damaged seal or seal affected by decorating work can be worth flagging. Assessing an acceptable detail requires the door's context and relevant evidence; a single measurement copied from a generic checklist is not a complete technical assessment.

When recording a concern, state what has changed if known. For example, “door now catches after flooring work” gives the person investigating a useful lead. Retain relevant work dates and contractor details without assuming that the timing proves the cause.

Unrecorded alterations

Changes to a letterbox, lock, glazing or other door component can raise questions about suitability. Ask for the installation records and technical information where an alteration is known. Do not infer compatibility simply because a replacement component fits into the opening.

In a managed portfolio, provide a clear route for residents and other contractors to discuss proposed changes before work starts. The resident appointments guide can also help organise access when an existing concern needs examination from both sides of a flat entrance door.

Missing records are not the same as a confirmed defect

An older door should not automatically be condemned because it has no visible certification or differs from a newly manufactured doorset. The government fire door fact sheet explains that replacement is not required solely because an existing door does not meet current building regulation standards, if it remains suitable from a fire safety perspective.

Keep an evidence question separate from an observed fault. Where suitability is uncertain, request an appropriate assessment and an explanation of the recommendation. This makes a proposed repair or replacement easier for the responsible team to review.

Make the defect record actionable

A concise report should include:

• Building, floor and door reference, with a location description where needed.
• The observed problem and the date it was reported.
• Photographs or existing survey references that help explain it.
• Any access arrangements required for assessment or work.
• The person responsible for arranging and tracking the next action.

Use clear statuses such as awaiting assessment, work instructed and awaiting verification. Marking an item “sent to contractor” can otherwise look like completion while the fault remains unresolved.

Close the action with evidence

Following assessment, the appropriate response may involve fire door maintenance, further investigation or a justified replacement. Request a record of what was done, any remaining limitations and the checks carried out afterwards. Keep it linked to the original door reference.

For repeated concerns across a block, a scoped fire door survey can help establish the extent of the problem and organise recommendations. Our guide to understanding your survey report explains how to review the outputs.

Do not wait for the next scheduled visit to pass on a reported fault. A functioning reporting route, a clear action owner and a recorded outcome are practical foundations for managing door condition between checks.

Sources and further reading

Last checked: 14 October 2026. The regulatory references concern England.

• London Fire Brigade: Fire doors.
• GOV.UK: Fire doors fact sheet.
• GOV.UK: Fire door guidance.