Should Property Managers Use internal Staff or Hire a Fire Watch company?

When you are deciding how to staff your fire watch, the rules matter just as much as the costs. Each city, county, and state has the option of creating their own regulations.   

In some cases, the fire watch staffing decision is already made for you. For example, in Washington, D.C., only a licensed security company is allowed to provide fire watch. If your property is there, you cannot use your own staff even if you want to.  If your property is located in Washington DC, be sure to see our article and video about Washington DC fire watch regulations.  

Outside of special cases like that, most jurisdictions still share some common requirements. These rules directly affect whether internal staff or a professional company is the right fit for your situation. 

Here are the most common fire watch requirements you need to consider: 

• Dedicated fire watch duty 
• Anyone assigned to fire watch cannot perform other tasks at the same time. That means your staff cannot answer phones, handle maintenance requests, or work the front desk during fire watch hours. 
• Training requirements 

 Personnel must be trained to recognize fire hazards, patrol correctly, and respond if they see signs of fire. Professional fire watch officers do this every day, while internal staff may only handle it once in a while. 

• Patrol logs 

 Every patrol must be documented. Logs must include who performed the patrol, what areas were checked, and what was observed. These records need to remain on site and be available for inspection. 

Even if your local code has additional details, these three requirements—dedicated staffing, training, and patrol logs—are almost always in place. Keeping them in mind will help you judge whether your own staff can realistically meet the standard or if a professional company makes more sense. 

Key points for property managers: 

• Local fire codes vary, and in some areas only licensed companies can perform fire watch. 
• Staff must be fully dedicated to fire watch while on duty. 
• Proper training is required to recognize hazards and act quickly. 
• Patrol logs must be maintained and available for inspection. 

Choosing to assign your own staff to fire watch may feel like the simplest option. After all, they already work in the building and know the property well. There are clear benefits to going this route, but there are also serious drawbacks that you should weigh carefully before deciding. 

Advantages of Using Internal Staff for fire watch

• Familiarity with tenants 
• Residents may feel more at ease seeing staff they already know instead of unfamiliar guards patrolling the halls. This can reduce tenant anxiety during a stressful time. 
• Knowledge of the building 

 Your staff already know the layout, exits, and common issues in the building. This can help them respond faster in an emergency. 

• Possible cost savings 

 Since staff are already on payroll, using them may not increase expenses unless overtime is needed. Even then, overtime can sometimes cost less than the hourly rate of a professional fire watch company. 

Disadvantages of Using Internal Staff for fire watch

• Liability concerns 

 Most property management insurance policies do not cover fire watch duties performed by in-house staff. If something goes wrong, your organization may be fully responsible. 

• Operational disruptions 

 Staff assigned to fire watch cannot perform their regular duties. This can delay maintenance, leasing, or administrative work and leave your property behind schedule. 

• Training and safety risks 

 Even if staff receive some training, they usually do not have the same experience as professionals who perform fire watch regularly. This increases the chance of mistakes during an emergency. 

Using internal staff for fire watch can seem like the easier choice, especially when you want to save money or keep tenants comfortable. Still, the risks tied to liability, training, and lost productivity are serious. If you are considering this option, make sure you fully understand how your insurance treats fire watch duties and whether your staff are truly prepared to handle the responsibility. 

Hiring a Professional Fire Watch Company 

what are the Advantages of Hiring a Fire Watch Company 

• Reduced liability 
• The company takes on the legal responsibility for fire watch. Their insurance will cover claims related to their work, which helps shield your property management organization. 
• Less stress for you 

 Managing fire watch shifts, training, and paperwork can take up a lot of time. A professional company handles scheduling, compliance, and documentation, so you can focus on running the property. 

• Insurance coverage 

 Many insurance carriers will reimburse the cost of hiring a licensed fire watch company. They usually will not cover expenses for untrained internal staff. 

• Regulatory compliance 

 Professional companies know the local fire codes and follow them closely. If violations occur, responsibility usually falls on the company, not you. 

what are the disAdvantages of Hiring a Fire Watch Company 

• High cost 

 Hourly rates for fire watch officers can range from $50 to $70 per person. For multi-day or around-the-clock coverage, this can add up quickly. 

• Tenant discomfort 

 Some residents may feel uneasy seeing unfamiliar guards in the hallways, even if those guards are in uniform and trained for the job. This can be a particular concern in higher-end properties where tenants value privacy. 

Hiring a fire watch company gives you coverage, compliance, and support when you need it most. It can take a heavy burden off your shoulders, but it comes with a price tag and the chance that some tenants may not like having strangers in the building.

Weighing these factors against the risks of using your own staff will help you see which option is better for your situation. 

Key Factors to Consider Before Making Your Fire Watch Staffing Decision

Now that you know the advantages and disadvantages of both options, the next step is to compare them against your specific situation. The right choice depends on several factors that go beyond cost alone. 

What to Think About Before Choosing

• Is your staff trained? 
• If your staff have not been properly trained to perform fire watch, they should not be used. Training is required to recognize fire hazards, complete patrols correctly, and know how to respond if they see danger. 
• If you use your own staff, how will their usual tasks be completed? 

 Fire watch is a full-time duty. Staff assigned to it cannot handle maintenance, leasing, front desk, or other responsibilities during their shift. Consider how their primary duties will be covered while they are doing patrols. 

• Local regulations 

 In some areas, such as Washington, D.C., you are legally required to hire a licensed fire watch company. Check your local fire code to see what rules apply. 

• Insurance coverage 

 Most property management insurance policies do not cover in-house staff performing fire watch. If your insurance will only protect you when a licensed company is used, that factor alone may decide the issue. 

• Budget limitations 

 Professional fire watch can be expensive, but sometimes overtime for your own staff is cheaper. On the other hand, if your insurance covers professional fire watch expenses, the cost may not fall on your budget at all. 

• Tenant satisfaction 

 Residents may feel more comfortable with familiar staff in the building, but they may also value the professionalism and consistency of licensed officers. Consider how each choice could affect tenant trust and peace of mind. 

Choosing between internal staff and a professional company is not always straightforward. It requires balancing safety, compliance, liability, tenant comfort, and cost. By reviewing the rules and looking closely at your insurance policy, you can make a decision that keeps your building safe and your organization protected. 

Conclusion

As a property manager, deciding whether to use your staff or hire a professional fire watch company comes down to three things: insurance, regulations, and risk. Internal staff may save money, but only if they are trained, insured, and able to step away from their normal duties. A professional company costs more, yet it delivers compliance, liability protection, and peace of mind. 

The best next step is to confirm your insurance coverage and review the regulations for your jurisdiction. From there, you can make the choice that protects your tenants, safeguards your property, and keeps your business secure. For guidance on local requirements, visit firewatchguide.com or consult a licensed fire watch provider. 

Frequently asked questions about internal vs external fire watch staffing options