Relocating Your Business or Taking Over a Facility? Inspection and Documentation Checklist Before Moving In

The most common sentence we hear from companies a few months after moving into a new hall or office: “We should have dealt with this sooner.” But by that point, the repair deadline is usually looming, a certified electrical inspector is being arranged at the last minute, or – worse – an unannounced inspection from the labour inspectorate has arrived. Relocating a business or taking over a premises is chaotic in itself. Inspections and OHS and fire safety documentation easily get lost in the turmoil. However, responsibility for operation and safety passes to you on the day you start using the premises. Not “once we’ve settled in.” This article will show you what to check in advance – practically and without the fluff.

What to Immediately Request from the Landlord or Previous Operator

The fundamental mistake: settling for a verbal assurance that “the inspections were done somewhere.” That’s not enough. You want to see specific documents and you want to verify their validity. An expired inspection is worthless to you in terms of liability – as if it never existed.

What to request before signing the lease or before taking the keys:

• Inspection report for electrical installations and switchboards – including protocols on the rectification of any defects. Validity depends on the environment and class – you can find specific inspection intervals clearly in our article on electrical installation inspection intervals. If the report is missing or expired, take it as a warning sign.
• Inspection report for the lightning protection system (LPS) – here, I’ll allow myself one of the few specific numbers. According to ČSN EN 62305: for protection class LPL I and II, the inspection is carried out every 2 years, for LPL III and IV every 4 years. A visual inspection should be done annually. We write more about this in the article on lightning protection system inspections.
• Appliance (PAT) testing for electrical appliances and tools – if equipment remains in the premises (air conditioning, heaters, kitchenettes, workshop machines), it must have valid inspections. Intervals vary according to the environment – we refer to the detailed article on appliance testing.
• Inspections of gas equipment and pressure vessels – this includes boilers, gas heaters, compressors, expansion vessels. Without a valid inspection, it’s better not to even strike a match.
• Documentation for photovoltaics – if there is a photovoltaic (PV) system on the roof, insist on complete documentation including the inspection and commissioning protocol. This is a common problem with rented halls – the owner had the PV system installed, but “filed” the paperwork somewhere. Without it, the equipment is operated illegally, with all associated risks.
• Fire safety documentation – fire safety regulations, alarm directives, evacuation plan, documents on checks of fire extinguishers and fire safety equipment. What exactly is mandatory depends on the fire hazard category (see below and the article on fire safety in the company).
• Occupational health & safety (OHS) documentation – risk assessment, work categorisation, employee training records (if you are also taking on workers). Even though you will most likely create your own new OHS documentation, you want to see what condition it was in before you.

Inspection Checklist That Must Be in Order Before You Start Operations

Are you taking over an empty hall, a partially built open space, or an older office building? Regardless of what the landlord claims, have the following areas checked. Ideally before moving in your own property – you’ll save yourself moving twice if something needs to be repaired.

Electrical installations and switchboards – an initial electrical inspection is fundamental. Old switchboards without a valid inspection, missing residual current devices (RCDs), faded labels with protection values – these are things you simply want to know in advance. Not when half the floor trips in the summer with the air conditioning on.

Lightning protection system (LPS) – see above, this is the only area where we’ll give you specific intervals: 2 years for higher classes, 4 years for lower ones. If the landlord doesn’t know which class the building falls into, that’s an answer in itself.

Electrical appliances and tools – if equipment remains as part of the lease, insist on valid inspections. Alternatively, have your own initial inspection done – it will save you disputes over whose old boiler or fan it actually was when something happens.

Gas and pressure vessels – gas boilers, warm air units, compressors. Do not operate without valid inspections. There is no exception for “we’re just testing it.”

Photovoltaic system on the roof – an increasingly common case. If the hall or building has a PV system, verify that a valid inspection exists and that the equipment has been properly handed over for use. Operating a PV system without documentation is a hazard – technical, fire, and legal.

OHS and Fire Safety Documentation You Must Have from Day One

You’ve moved in, the first employees are sitting at desks or standing at the line – and you need to have the paperwork in order. Not in a month. Now.

OHS documentation:

• Risk assessment – for the specific premises and activities you will perform there. A universal template from the internet will not protect you from the inspectorate. The risk assessment must correspond to the reality of your operation.
• Work categorisation – do you have jobs classified into the appropriate categories? If not, it’s high time to rectify this. Without categorisation, occupational medical examinations cannot be correctly set up.
• OHS training – every employee must be demonstrably familiarised with the risks and rules before starting work. Not the next day, not “when there’s time.” Immediately. We write more about training here.

Fire safety: The Fire Protection Act distinguishes three categories of activities according to the degree of fire hazard – without increased, with increased, and with high. The scope of mandatory documentation depends on the category.

• Without increased fire hazard – obligations apply here too, there are just fewer of them. However, we definitely recommend fire safety regulations and alarm directives even here.
• With increased fire hazard – fire safety regulations, alarm directives, evacuation plan, documentation on preventive fire patrols. Mandatory.
• With high fire hazard – the strictest. Complete documentation, regular checks, special requirements.

You can find out your category either from the previous operator’s documentation (if it exists and is current) or have a new assessment prepared. More in the article on fire safety in the company and on the OHS for companies page.

Who is Responsible for What – and Why Clarify It in Writing

This is a chapter in itself. Generally, the operator bears responsibility for the operation and inspections of designated technical equipment. The operator is usually the entity actually using the premises – i.e., the employer, the tenant. Not the landlord sitting somewhere in Prague while you run production in Brno.

However.

The specific division of responsibility between the landlord and tenant is always governed by the lease agreement. And be careful here – what isn’t written down is hard to prove. If the contract is silent on who arranges electrical installation inspections, who pays for the lightning protection system inspection, or who is responsible for fire extinguishers in the hallway, you are setting yourself up for a dispute. Ideally before a problem occurs – whether it’s a fire, an accident, or an inspection.

Our recommendation: before signing the contract, clarify in writing:

• Who arranges inspections of designated technical equipment (electrical, gas, pressure).
• Who is responsible for fire safety in common areas.
• Who supplies and maintains fire extinguishers and fire safety equipment.
• Who bears the costs of rectifying defects found during the initial inspection.

If you don’t have this in the contract, don’t despair – even a subsequent written addendum is better than nothing.

The Most Common Mistakes We See When Taking Over Premises

Over years of practice in electrical inspections and OHS/fire safety across the Czech Republic – from Brno to Ústí – we see the same missteps repeatedly:

1. “The previous tenant surely handled it.” – They didn’t. Or they did, but the inspection is two years out of date. The responsibility now lies with you.
2. Expired or completely missing inspections of switchboards and lightning protection systems – a classic. The switchboard looks fine at first glance, but the inspection report doesn’t exist. For the lightning protection system, even a basic visual check is often missing.
3. Photovoltaic system without a single piece of paper – the hall owner proudly shows off the PV system, but shrugs when asked for the inspection and documentation. Without it, it’s an illegal electrical installation with all the consequences.
4. No fire safety documentation or just a “universal binder from somewhere on the internet” – neither the fire brigade nor the inspectorate will be fooled. The documentation must correspond to your specific operation.
5. “We’ll start up and sort out the paperwork in a month.” – We understand. Moving is demanding. But an accident or inspection won’t wait. The labour inspectorate can impose a fine of up to CZK 2,000,000 on a company for the most serious offences. Even minor infractions hurt – and the insurance company may reduce the payout in the event of a claim if it finds you ignored inspections and documentation.

How We at SOHE Help with This

Don’t want to deal with five different suppliers separately? Neither do we. That’s why we conduct a comprehensive initial audit of new premises. One team, one appointment – and you get a clear overview:

• We review existing inspection reports – electrical installations, switchboards, lightning protection system, appliances, gas, pressure vessels. We verify validity and completeness. If something is missing, we find out before the inspectorate does.
• We check OHS and fire safety documentation – risk assessment, categorisation, fire safety regulations, evacuation plan. We find gaps and propose solutions.
• We supplement what’s missing – we carry out missing electrical inspections, prepare tailored OHS and fire safety documentation for your operation, and train your employees. All under one roof.
• We operate nationwide (whole Czech Republic) – our headquarters are in Brno, but we travel all over the country. From a hall in South Moravia to offices in Prague.

Frequently Asked Questions

Can a company do its own appliance (PAT) testing? Only if it has a professionally qualified person. New legislation has been in effect since 1 July 2022 – Act No. 250/2021 Coll. and the related government regulation. The old Decree 50/1978 was repealed. Inspections of designated electrical equipment may only be carried out by a certified electrical inspector with a valid certificate according to NV No. 194/2022 Coll. More in the article on professional competence in electrical engineering.

Who is responsible for inspections in rented premises – the landlord or the tenant? It depends on the wording of the lease agreement. Generally, the operator (i.e., the one using the premises) bears responsibility for operation and inspections. However, the contract may stipulate otherwise – for example, that the landlord arranges inspections of the electrical installation and lightning protection system. Therefore, insist on written clarification before signing.

What if the landlord claims that “some inspections were done” but cannot find them? Treat it as if they weren’t done. Insist on the submission of valid inspection reports. If they cannot provide them, order your own initial inspection – and factor the costs into the rent negotiations.

We are a small company renting two offices. Do we really need complete OHS and fire safety documentation? Yes. Even a small company has obligations in the area of OHS and fire safety – risk assessment, employee training, minimum fire safety documentation. The scope varies according to the fire hazard category and the nature of the work, but zero obligations do not exist.

What do we risk if we don’t resolve this immediately? An inspection from the labour inspectorate can also come based on a tip-off – for example, from a former employee or a competitor. If deficiencies are found, fines are threatened, for companies up to CZK 2,000,000 for the most serious offences. And if an accident or fire occurs and you do not have inspections and documentation in order, the insurance company may reduce the payout.

Sources for This Article

• Designated electrical equipment and who may perform inspections: Act No. 250/2021 Coll. + NV No. 194/2022 Coll. (Decree 50/1978 repealed)
• Activity categories and fire safety documentation: Act No. 133/1985 Coll. (§ 4) + Decree No. 246/2001 Coll.
• Risk assessment and OHS training: § 102–103 of the Labour Code (No. 262/2006 Coll.)
• Labour inspectorate fines: Act No. 251/2005 Coll. on labour inspection
• Lightning protection system inspection intervals: ČSN EN 62305 (technical standard)

Are you about to move or take over new premises? We will conduct an initial audit of inspections and documentation – find gaps before the inspectorate does and supplement what’s missing.

• OHS for companies – inspections, OHS, fire safety, and training under one roof
• Non-binding inquiry

Write to info@sohe.cz or call +420 724 689 762.