What To Do If The Fire Marshal Finds Violations

The short answer is: Don’t panic, prioritize life safety issues first, document everything, create a correction plan with realistic dates, and request re-inspection once fixes are complete.

Getting violations from a Fire Marshal inspection isn’t the end of the world. It happens to well-maintained buildings. What matters is how you handle it.

What Actually Happens When You Get Violations

The Fire Marshal documents each violation, typically in a written report. You’ll get:

• Specific code references - The exact section of fire code you’re violating
• Description of the violation - What’s wrong and where it’s located
• Correction deadline - How long you have to fix it
• Re-inspection requirements - Whether they’ll come back automatically or you need to request it

Life safety violations get immediate deadlines - sometimes 24-48 hours. Everything else gets reasonable timeframes based on the complexity of the fix.

Types of Violations You Might See

Life Safety (Fix Immediately)

These are the “people could die” violations:

• Blocked exits or locked exit doors during business hours
• Non-functioning fire alarm systems
• Sprinkler system completely out of service
• Missing or non-functional emergency lighting
• Egress paths obstructed

You get days, not weeks. Drop everything and fix these.

Active Fire Protection (Fix Within 30 Days)

Equipment that protects the building:

• Fire extinguishers missing, expired, or not serviced
• Fire alarm devices damaged or not working properly
• Sprinkler heads painted over or obstructed
• Kitchen hood suppression system overdue for inspection
• Exit signs burned out or missing

Standard timeline is 30 days, but you can negotiate if parts take longer.

Administrative (Fix Within 60-90 Days)

Paperwork and documentation issues:

• Missing inspection certificates
• Outdated evacuation plans
• No records of equipment testing
• Permits expired or not obtained
• Training documentation incomplete

Easier to fix but still required. Get your paperwork in order.

Maintenance and Housekeeping (Fix Within 30 Days)

General building condition issues:

• Combustible storage violations
• Electrical code violations (extension cord abuse, etc.)
• Obstructed fire protection equipment
• Chemical storage not compliant
• Clearance issues around equipment

Usually straightforward fixes if you actually do them instead of just moving stuff around.

Your Immediate Response (First 24 Hours)

Don’t Argue, Don’t Promise, Don’t Panic

During the inspection:

When the inspector cites a violation, your job is to listen and document. That’s it.

• Write down the violation and code reference
• Take photos of what they’re citing
• Ask clarifying questions about requirements
• Request reasonable correction timelines
• Don’t argue about whether it’s really a violation

After the inspection:

Once they leave, now you can assess:

• Read the actual code section they cited
• Understand exactly what needs to change
• Research proper correction methods
• Get quotes from contractors if needed
• Create a realistic correction plan

Read the Actual Report

Fire Marshals usually provide written reports within a few days. Read it carefully:

• Are the violations accurate? Sometimes there are errors or misunderstandings
• Do you understand what’s required? If not, call and ask for clarification
• Are the deadlines realistic? If not, request extensions in writing with justification
• Are there any immediate hazards? Those get fixed today, not next week

Prioritize Based on Risk and Timeline

Make a list sorted by:

1. Life safety violations - Fix immediately
2. Violations with shortest deadlines - Schedule first
3. Violations requiring contractors - Long lead times need early scheduling
4. Administrative fixes - Longer deadlines, often easier

Don’t try to fix everything simultaneously. Work systematically.

How to Actually Fix Violations

Life Safety Issues

Blocked exits: Clear them now. Move the stuff, reorganize storage, create policies to keep them clear.

Locked exit doors: Unlock them during business hours. Install panic hardware if doors need to be secured. Train staff on proper exit management.

Emergency lighting failures: Test every unit, replace batteries or fixtures, document testing. If multiple units failed, probably time to replace the whole system.

Fire alarm problems: Call your fire alarm company immediately. Some fixes need licensed technicians and inspection before re-opening.

Fire Protection Equipment

Fire extinguishers:

• Missing tags or expired service? Call your fire extinguisher company
• Wrong type for the hazard? Get the right ones installed
• Blocked access? Clear it and keep it clear
• Missing entirely? Order and install immediately

Fire alarm system:

• Get annual inspection done by licensed company
• Fix or replace damaged devices
• Clear trouble conditions on panel
• Provide current inspection certificate

Sprinkler system:

• Remove paint from heads (might need replacement)
• Clear obstructions and maintain 18” clearance
• Fix any valves not properly supervised
• Get inspection done if overdue

Administrative Violations

Missing documentation:

This is the easiest fix that people somehow mess up. You need proof that equipment has been maintained.

• Fire extinguisher tags and service records
• Fire alarm inspection certificates
• Sprinkler system test reports
• Emergency lighting test logs
• Evacuation plans

Pro tip: Create a fire safety binder with everything in one place. Tab sections for each system. Update it when work is done.

Missing permits:

Some work requires permits you might not have known about:

• High-piled combustible storage
• Kitchen hood suppression systems
• Certain occupancy changes
• Hazardous materials storage

Apply for permits, get inspections done, add certificates to your binder.

Electrical and Housekeeping

Extension cord violations:

The most common violation we see. Fire code doesn’t allow:

• Daisy-chained extension cords
• Extension cords as permanent wiring
• Power strips plugged into power strips
• Cords running through walls or ceilings

Fix: Install proper outlets where you need power. Use listed power strips for temporary needs. Stop using extension cords as permanent solutions.

Storage violations:

• Clear aisles and egress paths
• Maintain sprinkler clearances (18” minimum)
• Separate incompatible chemicals
• Use proper storage cabinets for flammables
• Reduce combustible loads if over limits

Documentation Is Everything

Before you fix anything:

Take dated photos showing the violation exactly as cited. You need proof of the original condition.

During corrections:

• Document the work being done
• Keep all receipts and invoices
• Get service reports from contractors
• Take photos of work in progress

After corrections:

• Take dated photos showing the completed fix
• Organize all documentation for re-inspection
• Create a summary of what was done and when
• Keep copies of everything

Why this matters: If there’s any dispute about what was required or whether you did it, you have proof. Also helps demonstrate good faith effort if deadlines slip.

Requesting Extensions

Sometimes you can’t meet the deadline. Equipment is backordered, contractors are booked, or the fix is more complex than expected.

Request extensions in writing before the deadline:

• Explain specifically why you need more time
• Show what you’ve done so far (proof of progress)
• Provide realistic new completion date
• Demonstrate you’re taking it seriously

Example:

“Regarding violation #3 (fire alarm inspection certificate): We scheduled inspection with ABC Fire Protection on [date], earliest available. They’re backordered on replacement parts needed for compliance. Request extension to [specific date]. Proof of scheduled service attached.”

Most Fire Marshals are reasonable if you’re making genuine effort and communicating. What pisses them off is silence or excuses.

The Re-Inspection Process

When to Request Re-Inspection

Automatic re-inspection: For serious violations, the Fire Marshal will schedule a follow-up automatically.

Request required: For minor violations, you request re-inspection once corrections are complete.

Don’t request until everything is actually done. They’re not coming back multiple times. Fix all violations, then request re-inspection.

How to Request Re-Inspection

Submit in writing (email works):

• Reference original inspection date and report number
• List each violation and correction made
• Attach supporting documentation (receipts, certificates, photos)
• Request specific re-inspection date if needed
• Provide contact info for scheduling

What Happens During Re-Inspection

The inspector comes back and verifies corrections:

• Walks to each violation location
• Confirms the fix addresses the code requirement
• Reviews documentation you provide
• May spot new issues (yes, this happens)
• Provides written confirmation of compliance

If you pass: You get written confirmation that violations are cleared. File this with your original report.

If you fail: You get additional time to complete corrections or fix issues with your attempted repairs.

Common Mistakes That Make It Worse

Moving Problems Instead of Fixing Them

Example: Fire extinguisher access blocked by boxes. You move the boxes for inspection, then move them back.

Why this fails: The Fire Marshal isn’t stupid. The next inspection catches it again. Fix the underlying issue - reorganize storage, add another extinguisher, or move the extinguisher.

Cosmetic Fixes Without Addressing Root Cause

Example: Emergency lights not working. You replace bulbs but don’t fix the battery backup system.

Why this fails: Next time they test it, it still fails. Fix the actual problem.

Ignoring Violations You Disagree With

Example: You think the violation is wrong, so you don’t fix it.

Why this fails: Even if you’re right about the code interpretation, ignoring it escalates the situation. Fix it first, dispute it later if needed.

Missing Deadlines Without Communication

Example: You’re working on corrections but don’t request an extension before the deadline.

Why this fails: Fire Marshal assumes you’re ignoring violations. Now you’re in enforcement territory instead of compliance assistance.

Incomplete Documentation

Example: You fix everything but can’t prove it because you didn’t keep receipts or take photos.

Why this fails: No documentation = it didn’t happen. Inspectors need proof of compliance.

What If You Can’t Afford the Fixes?

This is real talk territory. Some violations require expensive fixes:

• Full fire alarm system upgrade: $10,000-$50,000
• Sprinkler system installation: $25,000-$100,000+
• Electrical system overhaul: $5,000-$30,000
• Building modifications for code compliance: Varies wildly

Your options:

1. Request phased corrections: Ask to fix violations in stages over time with regular progress check-ins.

2. Finance the work: Many fire protection contractors offer financing. Better than fines or closure.

3. Seek grants or assistance: Some jurisdictions have small business assistance programs for code compliance.

4. Negotiate operational changes: Sometimes you can change operations instead of spending money. Reduce occupancy, change building use, or eliminate hazardous processes.

5. Appeal if appropriate: If the code application seems unreasonable, you can usually appeal. Do this while still working on compliance.

What doesn’t work: Ignoring it and hoping it goes away.

When Violations Become Enforcement

If you ignore violations or miss deadlines without communication, the Fire Marshal escalates:

First: Additional inspections with shortened deadlines

Then: Formal notices of violation

Then: Fines (vary by jurisdiction and violation severity)

Then: Orders to cease operations until compliance

Finally: Legal action and forced closure

Don’t let it get here. Communicate early and often. Show good faith effort. Most Fire Marshals would rather help you comply than shut you down.

Building a Prevention System

Once you’ve fixed violations, prevent them from recurring:

Create inspection calendars

• Fire extinguishers: Annual service
• Fire alarm: Annual inspection
• Sprinklers: Annual/quarterly inspections
• Emergency lights: Monthly testing
• Exit signs: Weekly visual checks

Assign responsibilities

Someone needs to own this. Building manager, safety coordinator, whoever - but it needs to be someone’s job.

Use service contracts

Annual contracts with fire protection companies handle inspections automatically. You get reminders, they get it done, you get documentation.

Do self-inspections

Walk your building monthly like a Fire Marshal. Catch problems before they become violations.

Train your staff

Teach employees what Fire Marshals look for. They’ll spot issues in daily work.

The Reality

Most violations are preventable through basic maintenance and attention. The inspection finds what you’ve been ignoring.

Fix the pattern, not just the violations. Otherwise you’re doing this every year.

Fire Marshals aren’t trying to put you out of business. They’re trying to keep your building from becoming a tragedy. Work with them.