As a property manager or building owner, you are responsible for the safety of your building and the people who use it. That responsibility is not without obligation: Dutch law requires many installations to be inspected and recorded periodically. Those who fail to comply risk liability, problems with their insurer or even closure of the building.

In this article you will find a complete overview: which inspections are mandatory, how often, who is responsible and how to keep track of everything structurally.

Mandatory inspections per type of installation

Lifts: every 18 months (Warenwetbesluit Liften)

Every lift must be inspected at least once every 18 months by an accredited inspection body. The technical condition, safety provisions, emergency systems and wear are checked. In addition, there is a maintenance obligation by a recognised maintenance company; the maintenance status is also recorded.

Fire alarm system: annual inspection

A fire alarm system is inspected annually by a certified party, in accordance with the applicable NEN standards. The manager is also required to keep a logbook of maintenance, malfunctions, notifications and corrective actions.

Fire extinguishers and emergency lighting: annually

Fire extinguishers are checked annually for operation, pressure and shelf life, recorded with location, type and date. Emergency lighting is tested annually for automatic activation and light intensity; the test results are recorded.

Electrical installations: NEN 3140

Electrical installations are inspected periodically according to NEN 3140, for much commercial real estate at least every four years. The inspection is carried out by a competent person or accredited body; the report must be available during an inspection. A complete practical overview can be found in mandatory inspections for an office building.

Who is responsible for compliance?

Legally, the duty of care initially rests with the owner. If management is outsourced to a property manager, certain responsibilities can be transferred contractually, provided this is recorded in writing and concretely: which inspections, how reporting is done and what the consequences are in the event of non-compliance.

You can transfer the execution of inspections and maintenance, but not the ultimate responsibility that they actually take place and are documented. Active monitoring of outsourced work is therefore essential.

Documentation and record-keeping obligation

During an inspection by the municipality, fire brigade or the Human Environment and Transport Inspectorate, you must be able to show, among other things:

• Inspection reports of all mandatory installations, with date and inspecting party
• The logbook of the fire alarm system, kept from commissioning onwards
• Certificates and maintenance records of lifts
• Evacuation plan and proof of evacuation drills
• Maintenance reports of fire extinguishers and emergency lighting

As a guideline, use a retention period of at least five years; logbooks of fire alarm systems are kept as long as the installation is in use. Digital storage prevents loss and is immediately available during an inspection.

The biggest pitfalls

• No central overview of expiry dates: anyone who manages multiple properties via separate spreadsheets or folders will sooner or later lose sight of which inspection expires when.
• Outsourced but not monitored: engaging an external party is only half the job; without monitoring, inspections get postponed while you assume everything is in order.
• Paper logbooks that are missing or outdated: these get lost or show gaps. Digital systems record entries chronologically and immutably, with timestamp and user. See also registering fire safety in your logbook.

How NoClaims helps you stay compliant at all times

The NoClaims platform brings every obligation together in one place, so you demonstrably meet your duty of care without separate folders or calendar reminders:

• ✓ Central dashboard: per property and installation you see when the next inspection expires, which work is planned and what the status is.
• ✓ Automatic notifications: you get an alert as an inspection date approaches, so you never miss a deadline again.
• ✓ External parties tracked: outsourced work is monitored through the system from start to finish.
• ✓ Everything stored digitally: all reports, certificates and logbook entries are kept together and are immediately available during an inspection.

Frequently asked questions