What Is the Best Way to Document Fire Pump Performance Tests?

Fire pump systems are essential for protecting lives and property in high-risk buildings and facilities. But simply installing a compliant fire pump system is not enough. You must also regularly test and document its performance to meet regulatory requirements and maintain the system’s operational integrity. Proper documentation not only proves that your system functions correctly but also provides vital records for inspections, insurance audits, and future troubleshooting.

In this article, we’ll explore the best practices for documenting fire pump performance tests, including methods, required data, compliance with NFPA 20 standards, and tips to streamline the process.

Why Is Fire Pump Test Documentation Important?

Fire pump performance testing is required to verify that the pump operates as designed—delivering the correct pressure and flow under varying conditions. But the value of testing is lost if it isn’t properly recorded.

Here are the key reasons to document fire pump testing thoroughly:

• Compliance: Authorities Having Jurisdiction (AHJs) and insurance providers require proof of compliance with codes such as NFPA 20 and NFPA 25.

• Safety Assurance: Accurate records show that the fire protection system will function in an emergency.

• Preventive Maintenance: Trends in performance data help detect early signs of wear or failure.

• Audit Trail: Serves as evidence in the event of a fire-related incident or legal inquiry.

Types of Fire Pump Performance Tests

There are three main types of tests performed on fire pumps, and each must be properly documented:

1. Acceptance Test
   Conducted after installation to verify the pump meets design criteria.

2. Annual Performance Test
   Required by NFPA 25 to verify continued performance under load.

3. Weekly or Monthly No-Flow Test
   A churn test that ensures the pump starts and runs without water flow.

Each test type has different documentation requirements, which we will break down below.

What Should Be Included in Fire Pump Test Documentation?

To create a complete and useful fire pump performance record, you should include the following elements:

1. General Information

• Building or facility name

• Location and address

• Date of the test

• Type of test (acceptance, annual, weekly, etc.)

• Testing company or personnel details

• Fire pump identification (serial number, model, manufacturer)

2. System Configuration

• Pump type (electric, diesel, vertical turbine)

• Driver type and rating

• Suction and discharge pipe sizes

• Flow meter and pressure gauge specifications

• Controller model and settings

• Jockey pump and pressure maintenance system setup

3. Measured Test Data

• Flow rates at:

  • No flow (churn)

  • 100% rated flow

  • 150% rated flow

• Corresponding discharge and suction pressures

• Net pump pressure at each flow point

• Driver performance (e.g., RPM, voltage, amperage)

• Automatic and manual start test results

• Time taken for pump to reach full speed

• Water tank or water supply condition

4. Observations and Remarks

• Abnormal noises or vibration

• Leaks, corrosion, or obstructions

• Discrepancies between expected and actual performance

• Controller alarms or faults

• Actions taken (e.g., cleaning, calibration)

5. Sign-Off and Certification

• Name and signature of technician or testing engineer

• Date and time of completion

• A final statement of compliance or non-compliance

• Recommendations for repairs or adjustments
  
  

Best Practices for Fire Pump Test Documentation

To ensure your documentation meets industry standards and remains useful long-term, follow these best practices:

1. Use Standardized Templates

Use forms based on NFPA 20 and NFPA 25 guidelines. These templates ensure consistency and help you capture all required details. You can create your own forms or use digital inspection platforms that provide templates.

2. Digital Documentation Tools

Switching from paper to digital has many advantages:

• Easier to store and retrieve records

• Can integrate with building management or SCADA systems

• Allows for photos, graphs, and videos

• Supports trend analysis over time

• Can be automatically backed up

Popular fire inspection software includes FireMate, BuildingReports, Inspect Point, and custom Excel or PDF templates.

3. Capture Visual Evidence

Photos of the pump room, pressure gauge readings, controller screens, and nameplates can validate written data and assist in remote reviews by inspectors or engineers.

4. Use Calibration-Verified Instruments

Ensure all gauges, meters, and testing equipment are recently calibrated and traceable to national standards. Record calibration dates as part of the documentation.

5. Trend Tracking and Analysis

Compare data from current and past tests to identify signs of:

• Pump degradation

• Obstructed valves or piping

• Electrical performance issues

• Controller malfunctions

Creating visual charts for flow vs. pressure or amperage vs. flow is particularly helpful.

Sample Format: Fire Pump Test Report Template

Below is a simplified example of a fire pump test report format:

This format can be adapted for weekly, monthly, or annual reports.

NFPA 20 and NFPA 25 Documentation Requirements

NFPA 20 (Standard for the Installation of Stationary Pumps for Fire Protection) and NFPA 25 (Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems) provide documentation guidance:

• NFPA 20 outlines requirements for acceptance testing.

• NFPA 25 mandates annual testing and weekly/monthly maintenance logs, including specific data points.

• Both standards require records to be maintained for a minimum of one year, though best practices recommend five years or more.

Common Mistakes to Avoid

1. Incomplete Test Records: Missing flow or pressure data can render a report non-compliant.

2. Failure to Calibrate Gauges: Unreliable data leads to invalid test results.

3. Unclear Notes or Handwriting: If records aren’t legible, they’re as good as lost.

4. Neglecting Digital Backups: Paper logs are vulnerable to loss and damage.

5. Ignoring Follow-up Actions: Documenting issues without resolving them is dangerous.
   

Conclusion

Documenting fire pump performance tests is not just a compliance task—it’s a vital part of maintaining life safety systems. By using standardized forms, digital tools, calibration-verified instruments, and capturing complete performance data, you’ll ensure your fire pump system meets both regulatory requirements and the high expectations of your facility stakeholders.

A well-documented fire pump testing process protects not only the building—but also the people responsible for keeping it safe.