What is an Annual Safety Measures Report (AESMR)?
An AESMR is a formal statement confirming that:
- The building owner has taken all reasonable steps to ensure each Essential Safety Measure (ESM) is operating correctly and maintained to fulfill its intended purpose
- Each ESM has been inspected, tested, and maintained in accordance with legal requirements
In Victoria, the AESMR is a critical component of building safety compliance. It documents the audit of all ESMs and fire protection systems, which must be provided to:
- Fire authorities (FRV and CFA)
- Municipal authorities (Municipal Building Surveyor) upon request
Additionally, most commercial insurance policies require an AESMR as proof of compliance.
Maintaining an AESMR ensures your facility meets Victorian building regulations, supports emergency preparedness, and avoids costly penalties or insurance issues.
When should the AESMR be undertaken?
The Annual Essential Safety Measures Report (AESMR) must be completed within 28 days of the anniversary date of the building’s Occupancy Permit (OP) or Maintenance Determination (MD).
This timeline ensures:
- Any potential safety issues are identified and rectified promptly
- Compliance with Victorian building safety regulations
- Peace of mind for building owners and occupants
Scheduling the AESMR around the anniversary date helps streamline the process and guarantees that all Essential Safety Measures (ESMs) and fire protection systems are inspected consistently every year.
Legal requirement for commercial buildings
Commercial building owners in Victoria are required by law to ensure that all Essential Safety Measures (ESMs) are in good working condition.
This is achieved by:
- Regularly checking ESMs as listed on the building’s Occupancy Permit (OP)
- Compiling an Annual Essential Safety Measures Report (AESMR) in the prescribed form, recording compliance for the year
The AESMR is critical because:
- It must be made available to the Fire Authority (FRV or CFA) or the Municipal Building Surveyor within 24 hours of a request
- Failure to comply may result in fines, prosecution, or both
Legal references:
- Building Act 1993
- Building Regulations 2018
Maintaining an AESMR ensures compliance with Victorian building safety regulations, supports emergency preparedness, and protects against legal and insurance risks.
Occupancy Permit and Maintenance Schedule
An Occupancy Permit (OP) is issued after a building passes its final inspection and before it can be legally occupied. The OP specifies:
- The location in the building where the permit must be displayed at all times
- The Essential Safety Measures (ESM) Maintenance Schedule (MS)
The Maintenance Schedule details:
- All ESMs for the building
- How often each ESM must be inspected and tested (e.g., every 3 months, 6 months, or yearly)
- The method of inspection or testing, which may follow:
- An Australian Standard
- An engineering report
- Manufacturer specifications
- A visual check
Maintaining compliance with the OP and MS is essential for building safety, legal obligations, and insurance requirements under Victorian regulations.
Essential Safety Measures - Frequently asked questions
Understanding Essential Safety Measures (ESM) and your compliance obligations can be complex, particularly as requirements vary depending on building type, usage, and installed safety systems. The following Frequently Asked Questions are designed to provide clear, practical information about ESM responsibilities, inspections, audits, and reporting requirements—helping building owners, occupiers, and managers better understand their obligations and how they can be effectively managed.
What Are Essential Safety Measures (ESMs)?
ESMs are the systems and features installed in a building to protect occupants in the event of fire or other emergencies. Under Victorian building regulations, building owners and occupiers are required to ensure ESMs are:
- Maintained in good working order
- Inspected and tested at required intervals
- Documented and reported annually
Failure to comply can lead to enforcement action, increased liability, and insurance issues.
What if I don't have my ESM documents?
If you do not have your Essential Safety Measures (ESM) documentation, the first step is to request copies from the local council or the relevant building surveyor who issued the original permit. Local councils typically hold records such as Occupancy Permits, Certificates of Final Inspection, approved plans, and other compliance documents relating to the building.
In some cases, documents may also be available through the private building surveyor engaged during construction, particularly for newer buildings or major alterations. If these records cannot be located, or if the documentation is incomplete or outdated, an ESM audit or compliance survey can be carried out to identify the essential safety measures that are currently installed and required to be maintained.
Recovering or re‑establishing accurate ESM records is an important step in meeting ongoing compliance obligations and ensuring that all required safety systems are properly inspected, tested, and documented.
Where can I find the Essential Safety Measures (ESMs) for my building?
The Essential Safety Measures for a building are typically listed on the Occupancy Permit or Certificate of Final Inspection issued at the completion of building works. These documents identify the fire safety and life safety systems that have been installed in the building and are required to be maintained.
In addition to the permit or certificate, ESMs may also be documented in the building’s approved plans, fire engineering reports, and Essential Safety Measures schedule prepared by a building surveyor. Over time, changes to the building or its use may result in updates to the ESM requirements, so it is important to ensure the current ESM schedule accurately reflects all systems that must be inspected, tested, and maintained.
If these documents are unavailable or unclear, an ESM audit or compliance survey can be undertaken to identify and confirm the Essential Safety Measures applicable to the building.
Can (ESMs) change over time?
Yes. ESMs can change over time due to alterations to a building, changes in occupancy or use, updated building permits, or modifications made to existing fire and life safety systems. Renovations, extensions, tenant fit‑outs, or changes in how a building is used can all trigger additional ESM requirements or alter existing ones.
In some cases, changes may also be identified during compliance audits or surveys, where systems are found to differ from the original documentation. Because of this, it is important to regularly review your ESM schedule to ensure it reflects the current configuration and use of the building, rather than relying solely on historic permits or reports.
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