Small businesses have a lot on their plate, and fire safety paperwork often gets pushed to the back burner until a reminder lands in the inbox. The Annual Fire Safety Statement (AFSS) isn’t optional in New South Wales. It’s a yearly obligation on the building owner to confirm that all essential fire safety measures are working as intended and that exits and paths of travel are clear and compliant. The requirement sits under the Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021 and the NSW Planning framework.

Below is a checklist to help you meet your 2025 AFSS deadline without drama, avoid avoidable fines, and keep your workplace safe.

1) Confirm your due date and put it on a live calendar

Your AFSS is due every 12 months from the date on your building’s fire safety schedule or previous statement. Miss it, and weekly penalty notices can start to accrue. For example, City of Sydney lists $1,000 for one week late, $2,000 in week two, $3,000 in week three, and $4,000 in week four. Set reminders 90, 60 and 30 days out and nominate one responsible person to own the date.

2) Locate your fire safety schedule

Your schedule specifies the essential fire safety measures (EFSM) for your building—think sprinklers, fire detection and alarm systems, fire doors, exit signage and the like. Your AFSS must confirm each listed measure has been assessed for performance against the nominated standard. If your schedule is missing, request a copy from council or your records.

3) Engage an Accredited Practitioner (Fire Safety)

An Accredited Practitioner (Fire Safety) (often shortened to APFS) must inspect and verify each essential measure and check that exit systems don’t breach the Regulation. NSW Planning publishes guidance on appointing an accredited practitioner and provides the standard AFSS templates. Use a practitioner whose scope of accreditation aligns with the measures in your building; the Fire Protection Accreditation Scheme sets out the role and work activities for Fire Safety Assessment.

Tip: Keep independence clean—your APFS should not assess a measure they personally installed, aligning with best-practice guidance.

4) Close out maintenance and defects early

Your practitioner’s assessment isn’t a maintenance visit. Make sure routine servicing and any repairs have been completed before the AFSS inspection. Keep service tags, test sheets and contractor reports organised by measure so the practitioner can verify performance efficiently. This saves repeat visits and helps you meet the deadline. (If you use external contractors, you might bundle works via Sydney fire safety services providers that understand local council processes.)

5) Use the current AFSS form and double-check details

NSW Planning requires the approved AFSS template, which captures the building identification, the full list of measures, performance standards, the APFS endorsement and the owner’s declaration. Using the wrong form or omitting measures is a common reason councils reject submissions. Download and complete the latest template before signatures.

6) Lodge on time, both to Council and Fire and Rescue NSW

Once signed, submit the AFSS and the associated schedule to your local council. You must also lodge with Fire and Rescue NSW through its online submission pathway; there’s currently no charge to lodge. Some councils outline specific submission channels (email, portal or counter), so follow your local instructions. Display a copy of the valid statement prominently in the building.

7) Keep evidence for your records

Maintain a compliance file that includes:

• The fire safety schedule
• Current and prior AFSS forms
• APFS accreditation details and insurance evidence
• Test and maintenance records for each measure
• Photos of rectified defects and cleared exits

Good records support smoother renewals and faster resolution if council or Fire and Rescue NSW ask questions later. NSW Planning’s AFSS guidance expects owners to manage this information and provide it on request.

8) Understand penalties and how to avoid them

According to Sydney fire safety services, late statements attract escalating weekly penalties in some LGAs, and unresolved non-compliance can lead to stronger enforcement. The best defence is simple: plan early, book your practitioner ahead of time, close out defects promptly, and submit before the anniversary date.

9) 2025 watch-list: regulatory settings you should know

The core AFSS duties for owners remain in force in 2025 under the 2021 Regulation—issue the statement annually, have an APFS assess the measures and exits, provide copies to council and Fire and Rescue NSW, and display it in the building. Separately, NSW has confirmed a staged reform for fire safety certificates on newly installed measures: building owners will be required to use accredited person(s) for those certificates from 13 February 2027 (or 18 months after an accreditation scheme is approved). That commencement date was deferred from 2025, so keep it on your horizon if you’re planning upgrades or fit-outs.

Choosing support that fits a small business budget

Owners commonly outsource coordination to a competent contractor who understands AFSS timing, documentation and council expectations. When comparing fire safety services Sydney, look beyond the call-out rate. Ask about accreditation coverage for your specific measures, lead times in peak months, and how they package testing records for the APFS review. If you’re after a hands-off option, seek providers that can coordinate maintenance, practitioner assessment and lodgement in one stream.

Final word

Treat the AFSS as an annual health check for your building. It’s not just about avoiding fines; it’s a reliable way to confirm that alarms ring, doors close, exits remain clear and people can get out quickly if they need to. For multi-tenant sites, aligning service windows and communicating early with occupants reduces disruption and keeps everyone on side. If you’re searching for practical help on your annual fire safety statement Sydney, start early, book accredited expertise, and follow the checklist above to stay compliant in 2025.