NFPA 25 Sprinkler Inspections in Quebec: Requirements

Sprinklers protect lives and the building. In divided co-ownership, their inspection and maintenance are not optional. In Quebec, NFPA 25 governs the inspection, testing and maintenance of water-based systems. Syndicates and their board of directors must comply with it, in addition to the requirements of the Regie du batiment du Quebec (RBQ) and the Safety Code.

This article summarizes what NFPA 25 requires for a divided co-ownership, who does what, how often and how to properly document everything (maintenance logbook, annual general meeting minutes, reports). You will also find practical advice for coordinating visits with the contractor and reducing the impact on co-owners.

Why NFPA 25 applies to divided co-ownership in Quebec

• The Building Act gives the RBQ the authority to require the maintenance of fire protection installations, including sprinklers, in accordance with accepted practices. In Quebec, these practices commonly refer to recognized standards, including NFPA 25 for periodic maintenance.
• The Safety Code (Building chapter) requires the owner—in divided co-ownership, the syndicate—to ensure the inspection, testing and maintenance of fire protection systems. NFPA 25 specifies the methods and frequencies.
• Insurers often request NFPA 25 reports. In the event of a loss, a lack of inspections can complicate indemnification and expose the syndicate to claims.

Useful reminder: the sprinkler system is part of the common portions. The board of directors must therefore plan and budget for this work and ensure access to technical rooms.

Official resources:

• LégisQuébec – Building Act (B-1.1): https://www.legisquebec.gouv.qc.ca/fr/document/lc/B-1.1
• LégisQuébec – Safety Code, Building chapter: https://www.legisquebec.gouv.qc.ca/fr/document/rc/B-1.1,%20r.%203
• RBQ – Sprinkler system maintenance: https://www.rbq.gouv.qc.ca/

What the standard requires: tasks, frequencies and responsibilities

NFPA 25 groups actions into three categories: visual inspection, functional testing and maintenance (repairs and replacements). The typical frequencies below are indicative; always confirm them with your qualified contractor, declaration of co-ownership and the manufacturer’s instructions.

• Weekly to monthly
  • Reading pressures (jockey pump, if present) and gauges.
  • Visual inspection of valves (open, sealed and locked) and checking for the absence of water damage.
  • Clear space beneath sprinkler heads, with no suspended objects, paint or corrosion.
• Quarterly
  • Testing hydraulic alarm devices and water-flow switches.
  • Testing the opening of test valves (zone/floor) to trigger the alarm.
• Semi-annually
  • Testing check valves and inspecting water-motor alarm devices.
• Annually
  • Complete inspection of visible sprinkler heads, supports, exposed piping and anchors.
  • Flow testing of main valves and, where applicable, operational testing of the fire pump.
  • Inspection of flow detectors and pressure switches.
  • Updating signage and emergency response plans.
• Periodically (3–5–10 years depending on components and environment)
  • Sampling and testing of sprinkler heads in corrosive environments or after they reach a certain age.
  • Internal inspection of sections of piping to detect deposits and corrosion (typical frequency: 5 years, depending on risks).

Who does what?

• Syndicate/board of directors: appoints a competent contractor, plans access, approves the budget, follows up on corrective work and files reports.
• Condominium manager: coordinates the schedule, sends notices, maintains the register (maintenance logbook / EUC) and follows up on non-compliance.
• Contractor: performs the work in accordance with NFPA 25, prepares the report, identifies deficiencies and proposes corrective measures. The contractor must hold the appropriate RBQ licence and liability insurance. Check the licence here: https://www.rbq.gouv.qc.ca/licence/

Operational best practices:

• Ensure access to valves and technical closets before the visit.
• Maintain a valve chart (location, condition, sealing and last test).
• Document every test (date, person, result, anomaly, corrective action and deadline).

For on-site support and smooth logistics, see our regulatory inspection coordination services: https://www.multirent.ca/services/#gestion-des-operations

Evidence and documents: maintenance logbook, minutes and declaration of co-ownership

Your maintenance logbook and EUC should contain a clear history:

• NFPA 25 reports signed by the contractor, including the list of deficiencies and the status of corrective work.
• Register of periodic tests (dates, results and people present).
• Photos of problem areas (painted heads, corrosion and obstructions) and completed corrective work.
• Emails/notices sent to co-owners during water shutoffs or alarm tests.

Integration into the governance framework:

• Annual general meeting minutes and board of directors meeting minutes: record the adoption of the NFPA 25 schedule, approval of contracts and follow-up on major deficiencies.
• Declaration of co-ownership and by-laws of the immovable: check the clauses concerning access to private portions, the obligation not to paint the sprinkler heads or obstruct the sprinklers, and responsibility for damage.
• Insurance: retain the contractor’s insurance certificate and the requests from the co-ownership’s insurer (inspection evidence and annual reports).

To structure your records and follow-ups, browse our resources and articles: https://www.multirent.ca/blogue/

Coordinating with the contractor: access, notices and corrective work

Coordination reduces disruptions and the risk of oversights.

• Notices and access
  • Give co-owners written advance notice (dates, time slots, areas affected and possible impacts: sound tests and brief water shutoffs).
  • Confirm that the concierge or a board member will be present to provide access to technical rooms.
  • Secure master keys and access cards.
• Managing system impairments
  • When the system is partially or completely out of service, apply a procedure: increased fire watch, temporary measures and prompt restoration.
  • Post a notice in the common portions and inform the insurer if the interruption lasts.
• After the visit and corrective work
  • File the report in the maintenance logbook and record the actions in a non-compliance register.
  • Prioritize corrective work according to risk: closed valves, leaks, and obstructed or corroded sprinkler heads first.
  • Request a completion report and, if required, a new test.

Need help coordinating these steps? See our administrative services for record-keeping: https://www.multirent.ca/services/#gestion-administrative

Budget, contingency fund and risk management

NFPA 25 inspections are recurring common expenses. Include them in the annual budget and, when major replacements are foreseeable (fire pump, check valves and sections of piping), plan them through the contingency fund and your multi-year maintenance plan.

• Estimating and planning
  • Assess recurring costs (periodic visits) and one-time expenses (replacements and upgrades requested by the insurer or the RBQ).
  • Coordinate the NFPA 25 schedule with other building maintenance (fire alarm, extinguishers and generator) to combine notices and access arrangements.
• Reducing risks and losses
  • Rigorous maintenance reduces breakdowns, false alarms and water damage related to sprinklers.
  • Insurers value documented compliance; this can influence renewal terms.

MultiRent supports several syndicates in the Greater Montreal area with regulatory inspection coordination and record-keeping. Discover our approach: https://www.multirent.ca/qui-sommes-nous/

Frequently asked questions (FAQ)

• How often must sprinklers be inspected in a divided co-ownership?
  NFPA 25 provides for regular checks, ranging from weekly to annually, depending on the components. Your qualified contractor will specify the schedule suited to your installation.
• Who is responsible for maintaining sprinklers in a condo?
  The syndicate, through the board of directors, is responsible for the common portions, including the sprinklers. It appoints a contractor holding the appropriate RBQ licence to carry out the inspections and tests.
• Does the water have to be shut off to test the system?
  Some tests require valve adjustments or testing procedures that may affect pressure. The contractor will tell you what interruptions are required and what temporary safety measures must be taken.
• How can compliance be demonstrated to the insurer?
  Keep the signed NFPA 25 reports, test register and proof of corrective work. Add everything to the maintenance logbook and note the follow-up in your board of directors and annual general meeting minutes.
• Can a sprinkler head be painted for aesthetic reasons?
  No. Painting or obstructing a sprinkler head compromises its performance. Report any painted or damaged head and have it replaced by a professional.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary for your situation.

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