ServiceM8 form
ServiceM8 form for the QLD occupier's statement
This is a ServiceM8 Form for recording maintenance of a prescribed fire safety installation under s55 of the Building Fire Safety Regulation 2008 (Qld). Run it on each maintenance visit and the completed records give the building's occupier, not the owner, the evidence needed to prepare and sign the occupier statement required every service interval under s55A.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
Free form ยท QDC MP6.1
Occupier's statement maintenance record form for fire protection
A maintenance record PDF per prescribed fire safety installation, matching the fields the occupier needs to prepare and lodge the occupier statement under s55A.
The form: 14 questions
| Section | Question | Type | Req. | Notes |
|---|---|---|---|---|
| Building | Building name or address | Text | Yes | |
| Building | Occupier name | Text | Yes | The occupier, not the owner, is who signs the occupier statement and who this record is for. |
| Installation | Installation type | Choice Fire hydrants and hose reels / Sprinkler system / Wall wetting sprinklers / Special automatic fire suppression / Fire detection and alarm system / Fire control centre / Stairwell pressurisation / Smoke control or exhaust system / Emergency warning and intercommunication system / Portable equipment (extinguishers, blankets) | Yes | |
| Installation | Installation description | Text | Yes | Enough detail to identify this exact installation, for example: sprinkler system, levels 1 to 4, zone A. |
| Maintainer | Name of person who carried out or supervised the maintenance | Text | Yes | |
| Maintainer | Licence number | Text | Yes | Required by s55(2)(b) or (c) whether the person did the work personally or supervised it. |
| Maintenance | Maintenance date | Date | Yes | |
| Maintenance | Description of maintenance carried out | Text (Multi-line) | Yes | |
| Maintenance | Carried out in compliance with QDC part MP6.1 | Choice Yes / No | Yes | |
| Result | Was the installation in proper working order | Choice Yes / No | Yes | If no, a critical defect notice must be raised and attached to the record. |
| Result | Corrective action required | Text (Multi-line) | ||
| Result | Corrective action taken (with date) | Text (Multi-line) | ||
| Result | Photo of installation and any defect | Photo | ||
| Sign off | Certification that the above is correct | Signature | Yes | Signed by the person who carried out the maintenance, matching s55(3)(a). |
Set it up in ServiceM8
- In ServiceM8 open Settings > Forms > Add Form and name it Occupier's statement maintenance record.
- Add each question above, matching the type (Choice means Multiple Choice) and ticking Mandatory where required is true.
- Create an asset type per installation category so a sprinkler system, a detection system and portable equipment each keep separate maintenance histories for the same building.
- Give the occupier's contact (not just the site contact) access to completed form PDFs, since s55A puts the lodgement duty on the occupier.
- Set a recurring job or reminder at the interval QDC part MP6.1 sets for this installation type, so the occupier is not relying on memory for the 10 business day deadline.
Two separate duties, one form
Section 55 of the Building Fire Safety Regulation 2008 (Qld) requires a record of maintenance for each prescribed fire safety installation: who did it, their licence number, what was done, and whether the installation was in proper working order. Section 55A is a different, further duty: at intervals set by Queensland Development Code part MP6.1, the occupier must prepare an occupier statement based on those records, keep a copy with the record of maintenance for two years, and give the commissioner a copy within 10 business days of being required to prepare it.
Both duties sit with the occupier of the building, not the owner, and not automatically with the contractor who does the work. A contractor's ServiceM8 form cannot discharge the s55A obligation for the occupier, but a form that captures everything s55(2) and s55(3) require, in a format the occupier can hand to whoever prepares the statement, removes the gap most buildings fall into: good maintenance records that never turn into a lodged occupier statement.
What the record of maintenance must state
Section 55(2) lists what a record of maintenance must state: a description of the installation, the name and licence number of the appropriately qualified person who did the work (or supervised it), the maintenance date, a brief description of what was done, confirmation the work complied with QDC part MP6.1, and the results, including whether the installation was considered in proper working order and the details of any repair or corrective action identified or carried out. Section 55(3) adds a signed certification from the person who carried out the maintenance, and a copy of any critical defect notice for an installation mentioned in the record. The form below follows that list field for field so nothing needed for the occupier statement is missing from the job.
What counts as a prescribed fire safety installation
Not every job on a fire system triggers this. A prescribed fire safety installation is one that was, at any time, required to be maintained for the building under an Act, and that has not since been authorised to stop being maintained, which under s146M of the Fire Services Act 1990 (Qld) covers things like fire hydrants, fire hose reels, sprinkler and wall wetting sprinkler systems, special automatic fire suppression systems, fire detection and alarm systems, and emergency warning and intercommunication systems where the building's approval required them. The choice list in the form uses these categories so the record and the occupier statement describe the same installation the same way.
What this form will not do
- This form produces the record of maintenance under s55. It does not itself prepare or lodge the occupier statement under s55A, which is the occupier's own document, though it should draw directly on this record.
- ServiceM8 Forms do not calculate deadlines, so the 10 business day lodgement window after the statement is required is tracked by the office, not the form.
- The Building Fire Safety Regulation 2008 (Qld) is Queensland specific. Other states use different documents (for example, the NSW annual fire safety statement), which this form is not built for.
- Which installations at a given building are prescribed depends on that building's own approval history, so the choice list above is a starting point, not a complete list for every site.
Sources
- The occupier of a building must keep a record of maintenance, for the maintenance of each prescribed fire safety installation for the building, stating a description of the installation, the maintaining person's name and licence number, the maintenance date, a description of the maintenance, whether it complied with QDC part MP6.1, and the results including whether the installation was in proper working order. Building Fire Safety Regulation 2008 (Qld), s 55 (current as at 20 June 2025), checked 25 Sep 2026.
- The occupier of a building must, at intervals in compliance with QDC part MP6.1, prepare an occupier statement about the maintenance of each prescribed fire safety installation, keep a copy with the record of maintenance for 2 years, and give the commissioner a copy within 10 business days after being required to prepare it. Building Fire Safety Regulation 2008 (Qld), s 55A (current as at 20 June 2025), checked 25 Sep 2026.
- A prescribed fire safety installation means a fire safety installation that was at any time required to be maintained for the building by or under any Act, and that was not at any time authorised to be no longer maintained; the occupier must maintain every prescribed fire safety installation at all times to a standard of safety and reliability in the event of fire. Fire Services Act 1990 (Qld), s 146M (current as at 6 December 2025), checked 25 Sep 2026.
- Special fire services for which the Building Fire Safety Regulation 2008 (Qld) sets assessment fee percentages include fire mains and hose reels, fire hydrants, sprinklers, wall wetting sprinklers, special automatic fire suppression systems, fire detection and alarm systems, fire control centres, stairwell pressurisation systems, smoke control and exhaust systems, and emergency warning and intercommunication systems. Building Fire Safety Regulation 2008 (Qld), schedule 2 part 2 (current as at 20 June 2025), checked 25 Sep 2026.
- Queensland Fire and Emergency Services was dissolved on 1 July 2024; documentation and templates that still refer to QFES as the body the occupier statement is given to are out of date. Safe QLD Fire Protection, checked 25 Sep 2026.
- ServiceM8 Forms question types are Text, Text (Multi-line), Number, Date, Multiple Choice, Multiple Choice (Multi-answer), Signature and Photo; a question can be made compulsory; completed forms are converted to PDF and saved to the job diary. ServiceM8 Help Center, checked 25 Sep 2026.