Form library · Facilities and maintenance
Intercom and door entry service record
A service visit record for door entry and intercom systems. Record the system, scan the panel label and say whether it is a high-rise residential building, then each entrance: panel and audio, camera and lighting, lock release, door closer, release on the fire alarm signal and the exit button, with photos. Check the power supply and battery backup, sample handsets in flats, and record the result, the faults and who will fix them by when. Every question is listed below, and you can fill the live form in on this page.
Ready to use from the form library, and every question is yours to edit. Trial from £1, cancel any time.
Try it on your phone
Try it on this phone
Fill in the intercom service on your phone now
See how the intercom service looks on your phone
Scan the code with your phone camera. It opens the real form, no sign-up needed.
Open the live example and fill it in, just as your team would on site. No sign-up needed.
See it on this phoneEvery question is editable. Add this form to your account, then change the wording, add or remove questions and options, and make it fit your own jobs.
What is checked on an intercom service?
An intercom and door entry service checks each entrance panel's buttons, speaker, microphone, camera and lighting, that the lock releases and holds, the door closer and alignment, the exit button and emergency break glass, and that doors release when the fire alarm operates. It also tests the power supply and battery backup and samples handsets in flats for calls, video and door release.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against regulation 7 of the Fire Safety (England) Regulations 2022 (essential fire-fighting equipment), GOV.UK: fact sheet on lifts and essential fire-fighting equipment (regulation 7) and regulation 3 of the Fire Safety (England) Regulations 2022 (high-rise residential building).
Try the intercom service form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
Open the completed example to see fictional readings, notes, photos and calculations. Choose Blank form to try entering your own answers.
Want to see one filled in? See a completed intercom service report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the intercom service template
An intercom and door entry service record: system, entrance panels, lock release, door closer, power and battery backup, fire alarm door release, handsets sampled, faults and sign-off. 3 sections and 48 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
- Manufacturer and model: the product's manufacturer
System
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Service date*Date
- TimeTime
- Engineer*Short answer
- SystemChoose one
- Audio
- Video
- Audio and video with fob access
- IP or app based
- Other
- Manufacturer and modelShort answerFills in from the product's manufacturer
- Scan the panel labelScan a label: serial number, model number
Optional. Scan the label or tag to capture its numbers.
- Flats or units servedNumber
- Is it a residential building with two or more flats, at least 18 m high or with at least 7 storeys?Yes or No
Entrances
- Entrance doorsRepeat for each entry. Each one asks:
- Entrance*Short answer
- Entrance locationShort answer
Stand at the panel and tap Mark current location. On estates with several blocks it shows the next engineer where each panel is.
- Panel, buttons, speaker and microphoneChoose one
- OK
- Defect
- Camera and lightingChoose one
- OK
- Defect
- Not fitted
- Lock or maglock releases and holdsChoose one
- OK
- Defect
- Door closer and alignmentChoose one
- OK
- Defect
- Releases on fire alarm signalChoose one
- OK
- Defect
- Not linked
- Exit button and emergency break glassChoose one
- OK
- Defect
- Checks with a defect at this entranceWorked out by the form
- What is wrong?Short answer
- WarningThe fire alarm release has a fault in a high-rise residential building. Tell the responsible person now: if it cannot be fixed within 24 hours they must report it to the fire and rescue service.Shown when “Releases on fire alarm signal” is “Defect” and “Is it a residential building with two or more flats, at least 18 m high or with at least 7 storeys?” is Yes
- PhotosPhotos
- Entrances servicedWorked out by the form
- Entrances with a defectWorked out by the form
- Defects found at entrancesWorked out by the form
- Fire alarm releases with a faultWorked out by the form
- CheckIn high-rise residential buildings in England, automatic door release mechanisms linked to the fire alarm system in the common parts are essential fire-fighting equipment under regulation 7 of the Fire Safety (England) Regulations 2022. The responsible person must check them every month, record the checks and make the record available to residents, and report to the fire and rescue service by electronic means any fault not fixed within 24 hours.Shown when “Is it a residential building with two or more flats, at least 18 m high or with at least 7 storeys?” is Yes
- Date of the last recorded monthly check of the fire alarm door releaseDate
Before today. From the responsible person's record of monthly checks.
Shown when “Is it a residential building with two or more flats, at least 18 m high or with at least 7 storeys?” is Yes - Days since that checkWorked out by the formShown when “Is it a residential building with two or more flats, at least 18 m high or with at least 7 storeys?” is Yes and “Date of the last recorded monthly check of the fire alarm door release” is answered and “Service date” is answered
- CheckMore than a month since the last recorded check. Regulation 7 of the Fire Safety (England) Regulations 2022 asks for monthly routine checks: tell the responsible person.Shown only when the answers above make it relevant
Power and handsets
- Power supplyChoose one
- OK
- Defect
- Battery backup testedChoose one
- OK
- Defect
- Not fitted
- Photos of the power supply, battery and handsetsPhotos
- Handsets sampledRepeat for each flat. Each one asks:
- Flat*Short answer
- Call, speech and videoChoose one
- OK
- Defect
- Door releaseChoose one
- OK
- Defect
- Handsets sampledWorked out by the form
- Handsets with a defectWorked out by the form
- Flats sampled (%)Worked out by the formShown only when the answers above make it relevant
- Defects found (entrances, power and handsets)Worked out by the form
- Result*Choose one
- Working
- Working with faults to fix
- Not working
- Faults and parts neededNotesShown only when the answers above make it relevant
- Who will fix the faults, and by whenShort answerShown only when the answers above make it relevant
- Next service dueDate
Set by the maintenance contract and the maker's instructions.
- Days to next dueWorked out by the formShown when “Service date” is answered and “Next service due” is answered
- CheckThe next service due date is before the inspection date. Check the date.Shown only when the answers above make it relevant
- Site contact nameShort answer
- Site contact signatureSignature
- Completed by*Short answer
- SignatureSignature
See it filled in
A completed intercom service report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Intercom service FAQs
Why check the fire alarm release?
In high-rise residential buildings in England (two or more flats, at least 18 metres or 7 storeys), automatic door release mechanisms linked to the fire alarm system are essential fire-fighting equipment under regulation 7. The responsible person must check them every month, record the checks and make the record available to residents, and report to the fire and rescue service any fault not fixed within 24 hours.
How many handsets should be tested?
Agree a sample with the client, for example a few flats on each floor, plus any reported faults. The form records each one tested.
What about the battery backup?
The form records whether the backup battery was tested, or that none is fitted, and the faults box records any replacement needed, so the client can see what was found.
Can I scan the panel label?
Yes. Scan the panel label on the SiteSurvey app to capture its serial and model numbers.
Does the client sign?
Yes. The site contact signs and the record goes as a PDF or a link.
Who uses this?
Door entry and access control engineers, managing agents, housing associations and facilities teams.
Related
Related templates
Templates that go with the intercom service form
An automatic door and gate service record: each door with type and label scan, activation and safety sensors, obstruction stop, manual opening on power failure, emergency break-out, signage, result and recommendations.
Fire door checks for blocks of flats under the Fire Safety (England) Regulations 2022: the building's top storey height, quarterly communal and annual flat entrance door checks, self-closers, gaps, seals and damage, counts of doors passed and needing repair, access attempts and resident information.
A fire alarm test record: the weekly call point test with the call point used, sounders and reset, and the service visit with each device tested, faults, photos and the date of the last service.
Use this intercom service form with your team
Add it from the form library in one click, change any question, and every completed form becomes a branded PDF report.
Start your trial →