When firefighters arrive, the first priority is the emergency - not paperwork. Building staff can still make the response more efficient by having accurate information ready: the correct address and entrance, system status, keys, contacts, known hazards and the locations of important building systems where applicable.
Apartment Emergency Information Quick Sheet
A fill-in printable to organize the building information trained staff may need during an emergency response.
Make the correct building and entrance obvious
Large sites, multiple towers, underground garages and secondary entrances can create confusion. Confirm the property name, street address, building number and primary firefighter entrance. If there is a lockbox or key-control process, trained staff should know how it is used.
Know where the fire alarm information is available
If the building has a fire alarm system, responding crews may need access to the control unit, annunciator or other system information. Staff should be able to direct firefighters to the correct location without operating equipment beyond their training and authorization.
Identify fire-protection system status
If a fire alarm, sprinkler, standpipe or other system is impaired, communicate that clearly. Where applicable, know the location of sprinkler/standpipe controls and the fire department connection. Do not speculate about system status - provide known information and service/impairment details.
Provide access, contact and hazard information
Keys, access cards, secured rooms, elevators and building contacts can matter. Staff should also communicate known hazards or special conditions identified by the site plan, including relevant construction, storage, fuel or occupant considerations.
Do not delay emergency actions to complete the sheet
The sheet is useful only when it is prepared and kept current before an incident. In an emergency, evacuation, alarm/notification and emergency-service contact take priority. Staff should not remain in an unsafe area to retrieve information.
Review the sheet when the building changes
Update the sheet after changes to contacts, access systems, equipment rooms, fire-protection systems or other relevant building arrangements. Include it in periodic management reviews so outdated information does not remain posted for years.
Frequently asked questions
Should the sheet be posted publicly?
Not necessarily. Some building information may be operational or security-sensitive. Keep it accessible to trained and authorized staff in accordance with the building procedure.
Should staff operate shutoffs for firefighters?
Only if that action is part of their training, authorization and site procedure. The sheet is primarily for locating and communicating information.
Does every apartment building have all the systems listed?
No. The form intentionally uses “if applicable” fields because building systems and configurations vary.