Ministry of the
Solicitor General

OFM - 04-85-13

Fire Department Reports - Fire

Public Fire Safety Guidelines

Subject Coding

PFSG 04-85-13


Emergency Responses


March 2000


Fire Department Reports - Fire


Under Review


To identify considerations for internal fire department fire reports.


Fire department generated reports are used to accurately record the actions of fire department personnel, related agencies, and civilians involved or near an incident or event attended by the fire department. Reports should describe the activities occurring at the time the first fire department members receive the alarm, arrive, throughout the period the fire department is in attendance, and at the time all fire department personnel leave the scene.

Fire Reports:

The information provided in this guideline is designed for fire incident reports. Although core information for most fire department activities will be similar, other reports for medical responses, hazardous materials incidents, public safety calls, speciality rescue services, etc. should be developed to capture information relative to those types of responses.
In an age of liability, it is essential to maintain good documentation of important events.
Fire department managers should remember that these are reports created for fire department purposes. Reports required by other departments or external agencies such as the Office of the Fire Marshal, Ministry of Transportation, WSIB, etc. must be completed as well.

Items to Consider:

  1. Incident number
  2. Date of the call
  3. Location of the incident
  4. Information received from communications re fire conditions, potential rescues, etc.
  5. Owner & occupant information
  6. Weather conditions
  7. Road conditions
  8. Times:
  • Called received at 911
  • Call received at fire department communications
  • Call dispatched
  • Time out of station
  • Each unit arrives on scene, and time released
  • Command established
  • "All clear" transmitted
  • "Under control" transmitted
  • "Loss stopped" transmitted
  • Command terminated
  1. Anything which delayed arrival such as traffic, slippery roads, wrong address, etc.
  2. Building construction type, and physical state of building
  3. Building use/occupancy
  4. Observations on arrival
  5. Comments made by neighbours and bystanders, including their name, address, phone # and DOB
  6. Staff available at incident
  7. Names of all incident commanders and time assuming command
  8. Names of sector officers and their assignments
  9. Story of the fire
  • First actions
  • During operations including actions of other arriving units
  • Placement of apparatus, equipment and hose line(s) used
  • Pre-plan (Y or N), and impact on strategy/tactics
  1. Water
  • Identify sources, rate of flow required, rate of flow developed, and total volume used.
  • Identify any problems or deficiencies in water supply
  1. Difficulties in fire control
  2. Utilities isolated and/or shut off
  3. Observations after fire control effected
  4. Further actions taken
  5. Actions taken to minimize losses through salvage
  6. Overhaul actions taken
  7. Initial fire cause and origin activities taken
  8. Injuries/fatalities sustained by staff - name, injury, disposition
  9. Injuries/fatalities non-departmental personnel including occupants, bystanders, etc. - name, injury, disposition
  10. Firewatch (Y or N) and times of watch, names, apparatus assigned
  11. Estimates of loss and insurance information
  12. Person property released to, or property secured (secured by?)
  13. Instructions given to person property released to
    Mutual aid or automatic aid activation and attending departments and apparatus
  14. Police attending, including time of arrival, name/badge number(s)
  15. Ambulance(s) attending including time(s) of arrival, unit numbers
  16. Other agencies/organizations attending (i.e., utilities, MOE, MOH, MOL, medical officer, Red Cross, Salvation Army, volunteer fire service canteen, St. John Ambulance, CISM team, etc.)
  17. Time fire prevention and/or fire investigation staff notified, and who attended
  18. Time OFM notified, and who attended
  19. Any other information relative to the incident (e.g., equipment or apparatus failures, MVA while responding, obstructions or hazards intentionally placed to hinder/harm firefighting staff, firefighting staff unable to perform duties as expected, delayed police/ambulance response, etc.)
  20. Attach copies of IC worksheets

Codes, Standards and Best Practices:

Codes, Standards and Best Practices resources available to assist in establishing local policy on this assessment are listed below. All are available at . Please feel free to copy and distribute this document. We ask that the document not be altered in any way, that the Office of the Fire Marshal be credited and that the documents be used for non-commercial purposes only.

04-64-12 Communications Centre/Resource Centre
04-04-12 Automatic Aid
04-05-12 Mutual Aid