Insurance Underwriter’s Checklist for On-Board Fire Suppression

August 8, 2025
3 Minute Read

Underwriters move fast when two things are clear: your system is installed to a recognized standard and you can prove it’s maintained on schedule. Use this guide to assemble the packet most carriers ask for so you can bind coverage quicker (and often qualify for credits).

What underwriters look for (in plain English)

Installed to an OSHA-recognized framework. Fixed systems must follow OSHA’s Subpart L rules; 1910.160 sets the general requirements for all fixed extinguishing systems.
Documented inspections and upkeep. OSHA’s own checklist highlights annual inspection and ongoing maintenance responsibilities for employers with fixed systems.
The right standard for the agent type. OSHA references the NFPA standards families (e.g., NFPA 17 for dry chemical; NFPA 17A for wet chemical) as the technical basis for design/ITM.
Agent-specific rules. Dry-chemical systems fall under 1910.161 and must also comply with 1910.160 general provisions.

The 10-Document Underwriter Packet

Install cert + nozzle map — proves OSHA/NFPA-aligned install. OSHA
Cylinder weights/pressures — shows agent in-spec. OSHA
Detection loop test — leak/hold-pressure record. OSHA
Interlock/functional test — alarms + shutdown (as designed). OSHA
Nozzle photos — clean/unobstructed. OSHA
Spare parts list — ready for quick return-to-service. OSHA
Training roster — annual review completed. OSHA
Annual inspection cert — fixed-system requirement. OSHA
Incident log — tracks activations/near-misses. OSHA
ITM forms/calendar — aligns to OSHA checklist.

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Documents

Why it matters

Installation certificate + as-built nozzle/coverage map

Shows installation aligned to OSHA/NFPA framework and manufacturer listing.

Cylinder agent weight & (if applicable) pressure log

Demonstrates agent is in-spec between services. OSHA

Detection loop test (leak/hold-pressure record)

Proves automatic actuation pathway is healthy. OSHA

Interlock/function test record (alarm, engine/fuel shutdown where designed)

Confirms system behaves as designed during discharge/alarm. OSHA

Nozzle inspection photo set

Visual proof nozzles are clean/unobstructed (a common failure mode). OSHA

Spare parts inventory (fuses, burst disks, o-rings)

Shows you can return the unit to service promptly post-event. OSHA

Operator training roster & dates

OSHA requires training and annual review for designated personnel.

Annual inspection certificate

OSHA 1910.160 explicitly requires annual inspection of fixed systems

Incident/activation log

Helps the carrier evaluate trends and corrective actions. OSHA

ITM calendar + completed checklists

Mirrors OSHA’s fixed-system checklist to make audits turnkey

Required inspection cadence (what to show)

Annual inspection: 1910.160(b)(6) requires a yearly inspection of fixed systems; OSHA’s interpretation letter clarifies it can be done by a qualified employee or contractor. Keep the cert on file.

Ongoing maintenance & testing: OSHA’s Fixed Extinguishing Systems Checklist lays out recurring checks (component condition, alarms, warnings, etc.). Keep signed checklists with dates.

Agent-specific compliance: If you’re using dry chemical, ensure your program also meets 1910.161, which sits on top of 1910.160. Reference that in your packet

If gaseous/water/foam systems are present on certain assets, cite 1910.162 or 1910.163 accordingly in your packet.

Make the packet "audit-proof" (quick wins)

Use a standard filename: [Machine][Task][YYYY-MM-DD] (e.g., Loader14_DetectionTest_2025-08-10.jpg).
One folder per machine with subfolders: Install, ITM, Photos, Certs, Incidents.
Include a one-page summary listing last inspection date, next due date, service vendor contact, and system type (dry-chem/dual-agent/liquid).
Cross-link your safety plan: OSHA’s eTool is a good index for auditors; keep a printout in the packet.

Ready to protect your fleet?

Email us at hello@greasepoint.com or call us at 888-631-7638. We’ll review your equipment list, outline code requirements, and deliver a compliance plan.

GreasePoint is an authorized AFEX distributor for the Mid-Atlantic and the exclusive Amerex heavy-equipment fire-suppression partner for North Carolina.