Detailed Guide to the Latest 2025 Fire Protection System Inspection & Acceptance Process

Detailed Guide to the Latest 2025 Fire Protection System Inspection & Acceptance Process

Before putting a construction project into use—whether it is a factory, office building, or shopping centre—one indispensable step is the inspection and acceptance of the fire protection system. This is not only a mandatory legal requirement but also a vital measure to protect assets and lives and to avoid unnecessary troubles later on.

However, many investors and contractors often feel confused when preparing the documents, unclear about the specific procedures, who will carry out the inspection, and what needs to be done before the acceptance day. Bao Tin Steel understands these difficulties, and therefore, today’s article will help you have a clear view—step by step—so that the inspection and acceptance process of the fire protection system runs smoothly, quickly, and meets the requirements right from the first time.

The Critical Importance of Fire Protection System Testing and Commissioning

The fire protection system is not simply a few fire extinguishers or wall-mounted fire alarms. It is a complex technical network, including pumps, piping systems, sprinklers, fire detectors, emergency exits, indicator lights, and more. When the facility goes into operation, all components must work synchronously, accurately, and in compliance with current technical standards and legal regulations.

Fire protection system testing (inspection) is the process of checking the quality, operational capability, and conformity of fire protection equipment to required standards. Meanwhile, fire protection system commissioning (acceptance) is the final step confirming that the facility meets all conditions to be put into use by Decree 136/2020/NĐ-CP and related regulations.

Notably, starting from July 1, 2025, the new Fire Prevention and Fighting Law (Law No. 55/2024/QH15) will come into effect, shifting the approach from “approval” to a more comprehensive and stringent “appraisal” of fire protection system designs. Proactively conducting proper inspection and commissioning according to the correct procedures will not only help you avoid legal risks but also ensure long-term safety for people and assets within the facility.

Fire Protection Systems Required for Inspection and Commissioning

Not all construction projects are required to undergo a full inspection of the entire fire protection system. However, most public buildings, industrial facilities, and high-rise residential complexes fall under the mandatory categories stipulated by law.

Projects Requiring Fire Protection System Acceptance

According to regulations, projects listed under categories with special fire safety requirements must undergo acceptance before being put into use. For example:

• Factories and production warehouses

• Apartment buildings, hotels, and shopping centres

• Schools and hospitals

• Garages, petrol stations, chemical storage facilities

• Office buildings with more than 5 floors or large floor areas

Projects may be accepted in phases, but each phase must be inspected and formally approved by the Fire Prevention and Fighting Police.

Fire Protection Systems Required for Inspection

Depending on the type of construction, the following systems may be subject to mandatory inspection and acceptance:

• Automatic fire alarm system (according to TCVN 5738:2021)

• Automatic fire suppression systems using water, foam, or gas (sprinkler, drencher – according to TCVN 7336:2021)

• Smoke extraction and stairwell pressurisation systems

• Fire pump stations and firefighting water tanks

• Indoor and outdoor fire hydrants

• Exit signs, emergency lights, and evacuation indicators

• Mechanical firefighting equipment (fire trucks, mobile pumps, etc.)

All these devices and systems must be inspected by qualified organizations holding valid certification.

Step-by-Step Fire Protection System Inspection and Acceptance Process

If you’re wondering “where to start?”, here is a standard 5-step process to carry out fire protection system inspection and acceptance in compliance with legal and technical requirements, ensuring you don’t “fail” during the inspection.

Step 1: Complete Construction and Conduct Internal Testing of the Fire Protection System

Before submitting the acceptance documents, you need to ensure that:

• All fire protection components (fire alarm, fire suppression, pumps, smoke extraction, exit lights, etc.) have been fully installed according to the approved design drawings.

• The system has undergone internal testing and operates synchronously and stably.

• All equipment has been fully inspected and holds a valid CO (Certificate of Origin), CQ (Certificate of Quality), or equivalent certification.

Bao Tin Steel’s tip: Investors should coordinate with contractors to conduct a preliminary test run for an internal self-acceptance, helping to avoid last-minute errors being discovered.

Step 2: Prepare the Acceptance Request Documents

This is a critically important step. The acceptance documents must be complete, accurate, and confirmed by all relevant parties. Below is the minimum required documentation list (according to Decree 136/2020/ND-CP):

• Official letter requesting inspection of the fire protection system acceptance results

• Report on construction results, testing, and inspection of the fire protection system

• Copies of certification or official documents approving the fire protection system design

• Certificates of inspection for fire protection equipment and devices

• Acceptance minutes for partial and overall work

• As-built drawings of the fire protection system

• Operation and maintenance manuals for fire protection equipment

• Minutes of acceptance upon completion of related items

• Certification of eligibility for fire protection service business (from contractors or supervising consultants, if any)

Note: All foreign-language documents must be translated into Vietnamese and notarized. If any of the above documents are missing, the likelihood of the application being rejected is very high.

Step 3: Submit the Documents and Wait for Confirmation from the Fire Prevention and Fighting Authority

You can submit your documents through three methods:

• Directly at the one-stop service counter of the Provincial Fire Prevention and Fighting Police Department.

• Online via the National Public Service Portal.

• By public postal service.

After submission:

• If the documents are incomplete or invalid, you will receive a Supplementary Instruction Slip.

• If the documents are complete, the fire prevention authority will issue a Receipt Confirmation and schedule a site inspection.

Step 4: On-site Inspection and Real System Testing

This is the “critical step” — the decisive point that determines whether you will receive the acceptance approval document. The inspection includes:

• Comparing the actual installed system with the approved design.
• Checking documents, equipment certificates, and internal acceptance minutes.
• Conducting test runs of simulated fire and explosion scenarios to evaluate the responsiveness of:
• Fire alarm control panel
• Sprinkler or gas fire suppression systems
• Pumps, valves, smoke extraction systems, exit lights, and warning sirens
• Emergency exits, signage, etc.

All these activities are documented in minutes using form PC10, which serves as the basis for the final decision.

Step 5: Receive the Acceptance Document or Perform Required Corrections

After the inspection:

• If the requirements are met, you will receive the Fire Protection System Acceptance Approval Document, which is a prerequisite for applying for the building’s operational permit.

• If not approved, the fire prevention authority will return a document clearly stating the reasons and request you to carry out repairs, supplements, and reorganise the acceptance process.

Important notes:

• The minimum time for submitting documents is 7 working days before the requested inspection date.

• For Group A projects or national key projects: 10 working days.

Common Mistakes in Fire Protection System Inspection and Acceptance, and How to Avoid Them

Despite well-planned investments in the fire protection system, many projects still “fail” on their first inspection. Below are common mistakes frequently encountered by Bao Tin Steel in practice, along with recommended solutions to help you avoid unnecessary time loss and expenses.

Incomplete or Incorrectly Formatted Fire Protection System Inspection and Acceptance Documents

Common Mistakes:

• Missing test reports for fire protection equipment.

• No copies of fire equipment inspection certificates.

• As-built drawings do not match the approved design drawings.

How to Avoid:

• Use the document checklist as outlined in Section 3.

• Ensure all documents have proper stamps, signatures, and full verification.

• Carefully check all copies: they must be clear, free from erasures, and notarized if required.

Equipment Not Inspected or Failing to Meet Standards

Common Mistakes:

• Using fire extinguishers, sprinklers, detectors, etc., without valid CO-CQ certificates or with expired inspection certificates.

• The installed equipment does not match the approved documentation.

How to Avoid:

• Only select equipment with valid inspection certificates.

• Carefully verify model numbers, types, and installation locations against the approved drawings.

• When purchasing equipment, request copies of inspection certificates from the supplier.

Construction Does Not Comply with the Approved Design

Common Mistakes:

• Incorrect installation of fire alarm buttons, sprinkler heads, or fire pumps.

• Using signal cables that do not meet standards (e.g., not using 30-minute fire-resistant cables for automatic fire alarm systems).

How to Avoid:

• Continuously inspect during construction; do not wait until completion to compare.

• Consider hiring an independent fire protection consultant to conduct periodic inspections.

• Always keep the approved design drawings on-site for reference during installation.

System Unstable During Testing

Common Issues:

• False fire alarms; sprinkler heads do not activate or spray in the wrong zones.

• Fire pump stations do not operate simultaneously or lose pressure.

• Failure to synchronise the activation of all devices during the fire simulation.

How to Avoid:

• Conduct internal full-system testing before the official inspection date.

• Pay special attention to automatic connections such as: fire alarm → fire control → smoke extraction, → exit sign activation.

• If possible, run fire simulation scenarios a few days in advance for early adjustments.

Lack of Fire Safety Training Certification for Personnel

Common Issues:

• Operating staff do not have fire safety training certificates.

• No drill plans or maintenance tracking records for the system.

How to Avoid:

• Organise regular fire safety training sessions for technical staff and security personnel.

• Keep complete training records and maintenance logs, with confirmation from responsible supervisors.

• This is also an important inspection factor after the project is put into operation, not only during the acceptance phase.

Download Fire Safety Acceptance Documentation Templates and Advice from Bao Tin Steel

After understanding the procedure and avoiding common mistakes, preparing a complete and accurate acceptance dossier will save you a great deal of time when working with the Fire Prevention and Fighting Authority.

Download the Free Sample Document Set Now

Bao Tin Steel has compiled a complete set of PCCC acceptance documents, including:

• Application form for acceptance inspection (Form PC11 according to Decree 136/2020/ND-CP)

• Internal system acceptance report

• Construction completion report of the fire protection system

• List of fire protection equipment requiring inspection

• Guide for submission procedures (offline/online)

Download here: Complete set of PCCC Acceptance Documents

Advice from Bao Tin Steel

Fire prevention and fighting inspection and acceptance may seem like “just a formality,” but they determine the safety and legal compliance of the entire construction. Don’t let small oversights cause you to resubmit multiple times—or even face suspension of operations.

Make sure to:

• Prepare thoroughly

• Follow each step correctly

• Don’t hesitate to ask experts

And if you need a reliable partner to accompany you in construction, consulting, or supporting fire protection system acceptance, Bao Tin Steel is always ready to assist with practical experience and a highly skilled technical team.

Contact Bao Tin Steel now for a free consultation.

• Hotline: 093 205 91 76
• Email: bts@thepbaotin.com
• Website: www.thepbaotin.com

Tiger Steel ​is a subsidiary of Bao Tin Steel.