Starting a rental property business requires a wide range of knowledge.
One such area is the role of the "fire prevention manager."
Buildings frequented by large numbers of people are required to appoint a fire prevention manager.
Some may think this only applies to large commercial facilities or office buildings, but apartment complexes and even smaller apartment buildings may also be subject to this requirement.
In this article, we will explain the basic information about fire prevention managers.
We will also cover the characteristics of properties that require appointment, how to obtain the qualification, and the responsibilities a fire prevention manager must fulfill — so please use this as a reference if you want to learn about fire prevention managers or are considering obtaining the qualification.
What Is a Fire Prevention Manager?
First, let's explain the knowledge about fire prevention managers that rental property owners should have.
Characteristics of a Fire Prevention Manager
A fire prevention manager is a person responsible for fire prevention and overseeing firefighting activities.
Appointment is mandatory for facilities frequented by large and unspecified numbers of people, including not only restaurants and large commercial facilities, but also apartment complexes and smaller apartments in some cases.
Under the Fire Services Act, the person who holds management authority over a building appoints the fire prevention manager.
The appointed person must fulfill their duties, create a fire prevention plan suited to the facility to prevent fire damage, and carry out management in a planned manner.
The reason a fire prevention manager is necessary is to ensure safety.
In rental properties such as apartment complexes and smaller apartments, various tenants live there, and a safe and comfortable living environment must be provided for all.
This requires specialized knowledge in fire prevention, along with preventive measures from a professional perspective.
In the event of a fire in an owned property, proper judgment must be used to guide evacuation.
Incorrect guidance could lead to greater damage, which is dangerous.
In some cases, the owner may be held liable.
To mitigate these risks, having knowledge of fire prevention management and acting accordingly is of utmost importance.
Buildings Where Fire Prevention Management Is Mandatory
Buildings where fire prevention management is mandatory include Class A fire prevention targets and Class B fire prevention targets, which are further subdivided by the building's intended use.
Broadly speaking, Class A fire prevention targets are relatively large buildings, while Class B fire prevention managers oversee relatively small buildings.
・Special-use fire prevention targets
Appointment of a fire prevention manager is required when occupancy exceeds 30 persons
・Non-special-use fire prevention targets
Appointment of a fire prevention manager is required when occupancy exceeds 50 persons
・Short-term elderly care facilities [Category 6, Item Ko]
Appointment of a fire prevention manager is required when occupancy exceeds 10 persons
Buildings are classified as either Class A or Class B fire prevention targets based on their size.
Special fire prevention targets include department stores, inns, movie theaters, theaters, dance halls, kindergartens, restaurants, and other facilities frequented by large and unspecified numbers of people.
Non-special fire prevention targets include public institutions such as libraries, schools, and hospitals.
Short-term elderly care facilities [Category 6, Item Ko] refer to nursing homes and short-stay elderly care facilities.
Let's take a closer look at Class A and Class B fire prevention targets.
Class A Fire Prevention Targets
While buildings are classified as Class A or Class B fire prevention targets based on their size, a Class A fire prevention manager qualification is required when the total floor area of a building is large.
For example, for shared housing including apartments and condominiums, a total floor area of 500㎡ or more places the building in the Class A category.
Some condominium owners may think this does not apply to them because their entire building often does not reach 500㎡ in total floor area, but that is incorrect.
If clinics, restaurants, nurseries, or similar establishments occupy the ground-floor tenant space of a condominium, the building may be classified as a Class A fire prevention target.
Class B Fire Prevention Targets
If you own an apartment or condominium with a total floor area under 500㎡, it is classified as a Class B fire prevention target.
Class B fire prevention targets are characterized by being smaller-scale facilities than Class A.
Occupancy Calculations Differ by Building Type
Please note that the method for counting occupancy differs by building type.
For example, for facilities such as clinics and medical offices, the number is calculated by adding together the number of employees such as doctors, nurses, and pharmacists, the number of beds in patient rooms, and the figure obtained by dividing the total floor area of waiting rooms by 3㎡.
In addition, the following rules apply.
・Kindergartens
Calculated by combining the number of teaching staff with the number of enrolled children
・Schools
Calculated by combining the number of teaching staff with the number of students
・Libraries and museums
Calculated by combining the number of employees with the figure obtained by dividing the total floor area of exhibition rooms, reading rooms, conference rooms, or break rooms by 3㎡
Schools and libraries may not be directly relevant, but clinics and kindergartens could potentially become tenants in a rental property you manage.
Depending on how occupancy is counted, a building may be classified as Class A rather than Class B, so be careful not to make a mistake.
For detailed counting methods, consult your nearest fire department directly or search for Article 3-3 of the Fire Services Act Enforcement Rules [Method for Calculating Occupancy].
Difference Between a Fire Prevention Manager and a Disaster Prevention Manager
There is a qualification similar to fire prevention manager called a disaster prevention manager.
Since the names are similar, some people may think they are the same qualification, but they are completely different, so please be careful.
As mentioned earlier, a fire prevention manager is a manager appointed to prevent fires.
On the other hand, a disaster prevention manager refers to a person who works to prevent disasters other than fires, such as earthquakes and typhoons.
Unlike fire prevention managers, disaster prevention managers are only required to be appointed for large-scale facilities and high-rise buildings.
Therefore, they do not need to be appointed for general restaurants, apartment complexes, or smaller apartments.
Do Rental Properties Such as Apartments and Condominiums Also Need a Fire Prevention Manager?
Based on the above, if the total floor area of a building is 500㎡ or more, or even if it is under 500㎡ but the number of occupants exceeds 50, fire prevention management is required and appointing a manager is mandatory.
Therefore, smaller apartments with few tenants are often exempt.
However, there are cases where a fire prevention manager is still required, so caution is needed.
Looking at the Fire Services Act Enforcement Order, Chapter 1, Article 2 states the following.
"When two or more fire prevention targets listed in the attached table exist on the same premises and are under the management authority of the same person, those fire prevention targets shall be regarded as a single fire prevention target for the purposes of Article 8, Paragraph 1 of the Act."
This refers to situations where two or more buildings on the same premises are owned by the same owner.
Therefore, if you own and operate multiple apartment buildings on the same premises, the combined number of residents in all those buildings is used, meaning that even apartments may require a manager.
Be careful if you own multiple apartment buildings.
Why Many Apartments and Condominiums Do Not Appoint a Fire Prevention Manager
There are cases where even apartments and condominiums are required to appoint a fire prevention manager.
However, some owners continue operating without making an appointment.
Looking at the supplementary materials in the 2019 Fire White Paper, "National Fire Prevention Management Implementation Status," it is found that out of 175,822 targeted shared housing buildings nationwide, only 137,000 buildings, or 77.9%, had appointed a fire prevention manager.
Only 126,228 fire prevention plans had been submitted, meaning approximately 28% of properties remained unregistered.
In such cases, fire department inspections may identify the lack of appointment or registration and instruct the owner to appoint a manager.
Let's explain why managers often go unnappointed.
Obtaining the Qualification Is Time-Consuming
Fire prevention managers are, in principle, selected from among the residents.
If the owner-landlord lives in the property, they can serve as the manager and handle the duties themselves.
However, if this is not possible, a manager must be chosen from among the other tenants.
Obtaining a qualification is required to become a fire prevention manager.
This is a national qualification requiring two days of training for Class A fire prevention targets and one day for Class B fire prevention targets.
A test is administered after the training, and passing it earns the qualification.
The qualification is relatively easy to pass if you attend the training, but attending requires time, which can be a significant burden for those with busy schedules.
The Workload Is Heavy in Buildings With Many Elderly Residents
Fire prevention managers must submit fire prevention plans to the fire department, as well as conduct regular fire drills.
Conducting fire drills ensures that in an emergency, residents know the evacuation routes and can evacuate calmly.
However, if many residents are elderly, it becomes difficult for them to take on the duties of a manager.
If no one accepts the appointment even after being selected, there is no choice but to continue operating without a fire prevention manager until a new one is found.
Taking on Managerial Responsibility
Becoming a fire prevention manager means being held accountable for management responsibilities.
When the manager is selected from among the tenants, the responsibility involved is often a source of anxiety and stress, leading many to decline.
Outsourcing the Fire Prevention Manager Role Is Also Possible!
If you cannot take on the role of fire prevention manager yourself and no one among the tenants is willing to accept it either, outsourcing the role to an external party is also an option.
Pros and Cons of Outsourcing
Outsourcing fire prevention manager duties can reduce the burden.
When the manager changes, there is no need to recruit a new one from among the residents, eliminating that hassle.
Additionally, when fire department inspections take place, the management company will be present, which provides peace of mind.
Depending on the company, they may also offer advice on fire prevention measures tailored to the property, helping you aim for an even safer property.
However, please note that outsourcing comes with costs.
In some regions, outsourcing may not be permitted, so be sure to confirm this in advance.
Outsourcing Has Conditions
Outsourcing a fire prevention manager is possible if certain conditions are met.
The conditions for outsourcing are stipulated in the Fire Services Act Enforcement Order.
・Shared housing or the shared housing portion of a mixed-use building
・Occupancy of the fire prevention target is fewer than 30 persons for special-use categories such as restaurants, or fewer than 50 persons for non-special-use categories
・Living far from the property
・Unable to appropriately carry out the duties required for management, etc.
Outsourcing is permitted as long as these conditions are met.
For detailed conditions, consult your local municipality or fire department directly.
Types of Outsourcing Available
Outsourcing is mainly divided into two types: partial outsourcing and full external outsourcing.
[Partial Outsourcing]
A method in which only part of the fire prevention plan established by the fire prevention manager is outsourced.
・Resident staff method
Fire prevention management duties are carried out at the disaster prevention center or the building's management office
・Patrol method
Fire prevention inspections are conducted while patrolling common areas
・Remote notification method
Automatic fire alarm signals are monitored from a standby location, and in the event of detection, notification is made and personnel respond on-site
[Full External Outsourcing]
A method in which the person holding management authority requests and entrusts an external party to be appointed as fire prevention manager, taking on all fire prevention manager duties.
Since everything is delegated, there is no concern about an increased workload.
Points for Selecting an Outsourcing Company
Multiple companies offer fire prevention manager services.
Let's explain the key points for selecting an outsourcing company.
A Company Well-Versed in the Fire Services Act
It is essential that the company is well-versed in the Fire Services Act.
Even as a fire prevention manager, there are many duties to fulfill.
Not only fire prevention planning, but also organizing and conducting fire drills, inspecting fire prevention equipment, and other tasks must each be carried out appropriately.
Choose a company that thoroughly understands the Fire Services Act and can be trusted to handle all or part of the duties.
A Company That Acts Promptly When Problems Arise
Planning is not the only job of a fire prevention manager.
Quick action is essential when an actual fire occurs.
There is no point in outsourcing to a company that leaves everything up to the landlord when problems arise.
Choose a company that acts in an appropriate manner and provides solutions.
What Are the Outsourcing Costs?
Outsourcing fire prevention manager duties comes with costs.
Typically, there is an initial fee plus a monthly charge.
Monthly costs may vary depending on the size of the property, so contact the company you plan to hire for details.
Costs also vary by company, so obtain quotes from multiple companies and choose the best outsourcing partner while also considering compatibility with the person in charge.
Some companies may charge excessively high fees.
Even after paying, some companies may display the following characteristics.
・Careless disaster prevention planning
・Lack of appropriate planning
・Failure to conduct evacuation drills
Use reviews as a reference to find a trustworthy company.
How to Obtain the Fire Prevention Manager Qualification
The fire prevention manager qualification can be obtained by completing a fire prevention management training course.
Even without prior knowledge of disaster prevention, completing the training and passing the completion exam fulfills the requirements for the fire prevention manager qualification.
Here, we will introduce the requirements for becoming a fire prevention manager, the process for obtaining the qualification, and the procedures for qualification validity and reissuance.
Requirements for Becoming a Fire Prevention Manager
The requirements for becoming a fire prevention manager are explained on the "Fire Prevention Management Training" page of the Japan Fire and Disaster Prevention Association.
Not just anyone can become a fire prevention manager; the following requirements must be met for appointment.
・Holding a position (such as owner or manager, with relevant authority) that enables appropriate execution of fire prevention management duties
・Completion of fire prevention management training and possession of certain academic knowledge and experience (knowledge and skills necessary for fire prevention management)
Academic knowledge and experience includes having served in a supervisory or managerial position as a municipal fire officer for one year or more, or holding a Building Official or first-class architect license with at least one year of practical experience in fire prevention management.
However, those without such experience can fulfill the requirements for fire prevention manager by completing the fire prevention management training.
If you want to obtain the fire prevention manager qualification, attending the training is the recommended path.
Take the Fire Prevention Management Training
Fire prevention management training is divided into three categories: "Class A Fire Prevention Management New Training," "Class B Fire Prevention Management Training," and "Class A Fire Prevention Management Refresher Training."
The training content and duration vary depending on the course selected.
[Class A Fire Prevention Management New Training]
・Training content
Covers the significance and systems of fire prevention management, training and education in fire prevention management, fire prevention plans, fire hazard management, and maintenance of facilities and equipment
・Training duration: Approximately 10 hours (2-day training)
・Course fee: ¥8,000
[Class B Fire Prevention Management Training]
・Training content: Covers the fundamental knowledge and skills from the Class A Fire Prevention Management New Training
・Training duration: Approximately 5 hours (1-day training)
・Course fee: ¥7,000
[Class A Fire Prevention Management Refresher Training]
The Class A Fire Prevention Management Refresher Training is for those appointed as fire prevention managers at special fire prevention targets with an occupancy of 300 or more persons.
It is intended for those who have already completed the Class A Fire Prevention Management New Training.
・Training content: Overview of legislative amendments, case studies on fire incidents, etc.
・Training duration: Approximately 2 hours (half-day training)
・Course fee: ¥7,000
The fire prevention management training includes classroom instruction, practical training, and an assessment.
Practical training involves hands-on learning of skills useful in real situations, such as how to use fire extinguishers and evacuation equipment, and earthquake simulation experiences.
Note that when Class A new training and Class B training are held simultaneously, a combined Class A/B training option is also available.
Choose the course that matches the qualification you need.
Qualification Validity and Reissuance
A completion certificate is issued after completing the fire prevention management training.
Simply having the completion certificate does not mean you are recognized as a fire prevention manager.
When appointed as a fire prevention manager, you must submit a notification to the fire department.
Be sure to submit the "Fire Prevention Manager Appointment (Dismissal) Notification Form" and the "Fire Prevention Plan" to the fire department.
The fire prevention manager qualification has no expiration date, so no renewal is required after obtaining it.
However, if the following conditions apply, you are required to take a refresher training within 5 years of completing the initial training.
[Conditions Requiring Refresher Training]
・Class A fire prevention manager
・Buildings with large and unspecified numbers of visitors, such as theaters, hotels, and restaurants
・Buildings with an occupancy exceeding 300 persons
If you lose your completion certificate, it can be reissued.
Submit an application form by mail or fax to the Japan Fire and Disaster Prevention Association.
The reissuance fee is ¥2,000 per completion certificate.
The Role of the Management Authority Holder and Differences from the Fire Prevention Manager
In addition to the fire prevention manager, the "management authority holder" plays an important role in fire prevention management.
The management authority holder is generally the building owner in the case of rental properties.
For shared housing, the owner or the residents of individual units serve as the management authority holder.
In private rental properties, the property management company may serve as the management authority holder on behalf of the landlord.
Ultimate responsibility for fire prevention management lies with the management authority holder, not the fire prevention manager.
The roles of the management authority holder are as follows.
・Appoints and dismisses the fire prevention manager
・Submits the fire prevention manager notification to the fire chief
・Directs and supervises the fire prevention manager in creating the "Fire Prevention Plan"
The fire prevention manager is appointed by the management authority holder.
When a property management company becomes the management authority holder, it is also possible for the company to concurrently serve as the fire prevention manager.
It is also possible to designate a fire prevention manager separately from the company.
There are cases where the landlord serves as the management authority holder while the fire prevention manager is assigned to the management company.
The management authority holder grants the fire prevention manager the authority necessary for their duties and bears supervisory responsibility over the fire prevention manager.
When outsourcing fire prevention management to a property management company, various situations can arise under the disaster prevention management system, so caution is required.
If the landlord is the management authority holder and outsources disaster prevention management and the appointment of a fire prevention manager to the management company, the property management company is not involved in the fire prevention management system.
They would only assist the fire prevention manager when conducting evacuation drills, for example.
Furthermore, if the landlord delegates all management responsibilities including the management authority holder role to the management company, the property management company bears greater responsibility.
In any case, it is important to recognize that the ultimate responsibility for fire prevention management always rests with the management authority holder.
Duties and Responsibilities of a Fire Prevention Manager
Here, we will introduce the duties and responsibilities of a fire prevention manager.
Creating the Fire Prevention Plan
Creating the fire prevention plan is considered one of the most important duties in disaster prevention management.
Disaster prevention management must be carried out collectively by all people involved with a building.
A fire prevention plan must be created and clearly defined in advance, outlining the roles and actions to be taken during evacuation in case of an emergency.
Templates for fire prevention plans are published by local municipalities, so creating one by following the sample entries is advisable.
However, simply creating a fire prevention plan risks it becoming a mere formality without employees and others being aware of their roles and responsibilities.
It is important to regularly disseminate information about disaster prevention management and provide necessary training and education.
The completed fire prevention plan must also be submitted to the fire department.
If there are any changes to the contents of the fire prevention plan after submission, such as changes to fire doors or fire prevention equipment, the updated information must be resubmitted.
Fire Prevention Management Duties
Next, let's take a closer look at fire prevention management duties based on the fire prevention plan.
Conducting Fire Drills and Evacuation Drills
Drills are divided into "individual drills" such as firefighting and evacuation drills, and "comprehensive drills" that cover the entire sequence of events from fire outbreak to firefighting, reporting, and evacuation.
For special fire prevention targets, firefighting and evacuation drills must be conducted at least twice a year, and emergency reporting drills must be held at least once a year.
Conducting a comprehensive drill counts as having completed one each of firefighting, evacuation, and reporting drills.
When conducting drills, notify the fire department in advance and keep written records.
Inspection and Maintenance of Fire Prevention Equipment
Fire prevention equipment inspections conducted by fire prevention managers are not specialized technical inspections, but rather routine visual inspections that can be assessed by appearance.
・Whether equipment is installed in designated locations
・Whether there are any obstacles around fire extinguishers that would hinder use
・Whether there are any problems or damage to the fire extinguisher body
・Placement of fire extinguisher signage
・Installation of fire extinguishers appropriate for the type of fire
・Whether pressure gauges on stored-pressure fire extinguishers show any abnormalities, etc.
If a routine inspection reveals missing signage or problems with a fire extinguisher, replacement and installation maintenance must be carried out.
Supervision of Open Flame Handling
Supervision of open flame handling includes general fire hazard management, restrictions on bonfires and open fires, management and restrictions on smoking, and arson prevention measures.
Laws regulate equipment that uses fire (such as boilers and saunas) and portable appliances such as stoves and cooking ranges for general fire hazard management.
Specifically, management is required to ensure there are no obstacles around equipment, no fuel leaks, regular maintenance is being performed, and proper anti-tip measures are in place.
For restrictions on bonfires and arson prevention measures, it is necessary to check whether there are unnecessary combustible materials around the building, whether fire is being handled appropriately, and to conduct regular fire source inspections.
Maintenance of Evacuation and Fire Prevention Equipment
In preparation for emergencies, evacuation and fire prevention equipment must be maintained in a functional state at all times.
Check that fire prevention equipment such as fire doors, fire shutters, fire dampers (fire spread prevention devices), and fire compartments are free from obstructions.
Also verify that evacuation facilities (evacuation routes and stairways, emergency exits, emergency access ports, and elevators) are free from abnormalities.
Occupancy Management
Occupancy limits are set for each fire prevention target.
To prevent accidents and panic during evacuations, it is necessary to manage and ensure that occupancy does not exceed capacity.
Occupancy limits may be stipulated by fire prevention ordinances of each municipality, so check your local municipal ordinances.
Other Duties Required for Fire Prevention Management
Other fire prevention manager duties include earthquake preparedness, coordination and liaison with fire prevention managers at other establishments, and maintaining fire prevention management records.
Fire prevention management records are documents required during fire department on-site inspections and fire target inspections.
They should be organized clearly and preserved so that incoming fire prevention managers do not face difficulties.
Proper Execution of Duties (Reporting, Communication, and Consultation with the Management Authority Holder)
Article 3 of the Fire Services Act Enforcement Order stipulates that fire prevention managers appointed by the management authority holder must seek instructions from the management authority holder and carry out duties appropriately when performing fire prevention management tasks.
This regulation calls for genuine disaster prevention management in accordance with laws and the fire prevention plan, rather than a purely formal approach.
Proper reporting, communication, and consultation with the management authority holder is necessary to ensure appropriate disaster prevention management duties are carried out.
Directing and Supervising Duty Personnel
Depending on the scale of the establishment, the workload may exceed what a single disaster prevention manager can handle alone.
In such cases, it is possible to delegate part of the duties to fire prevention management duty personnel.
Fire prevention management duty personnel refers to personnel who are entrusted with fire prevention management tasks under the supervision of the fire prevention manager.
They perform duties that support the fire prevention manager.
Under the provisions of the Fire Services Act, when a fire prevention manager delegates duties to fire prevention management duty personnel, they must provide necessary instructions and exercise appropriate supervision.
How to Create a Fire Prevention Plan for Apartments and Condominiums
A fire prevention plan is the fundamental policy for fire and disaster prevention management.
Here, we will introduce how to create a fire prevention plan for apartments and condominiums.
Creating a Fire Prevention Plan Is Mandatory
Article 3 of the Fire Services Act states that a fire prevention manager must "create a fire prevention plan under the direction of the management authority holder and submit notification of this fact using the Fire Prevention Manager Appointment Notification Form."
Upon being appointed as a fire prevention manager, you are obligated to create a Fire Prevention Plan Creation Notification Form and fire prevention plan, and submit them to the jurisdiction's fire department.
What Should Be Included in the Fire Prevention Plan?
The items to be defined in the fire prevention plan are as follows.
Create it with content appropriate to the fire prevention target.
・Matters concerning self-defense and fire brigades
・Matters concerning self-inspection for fire prevention of fire prevention targets and equipment
・Matters concerning inspection and maintenance of fire prevention equipment and special fire prevention equipment
・Matters concerning the management, maintenance, and guidance of evacuation routes and exits
・Matters concerning the maintenance and management of fire shutters, fire doors, and similar equipment
・Matters concerning the optimization of occupancy and compliance with capacity limits
・Matters concerning fire prevention education for employees
・Matters concerning the implementation of firefighting, reporting, and evacuation drills
・Matters concerning reporting, communication, firefighting activities, and evacuation guidance in the event of a disaster
・Matters concerning communication with fire authorities regarding changes to fire prevention management content and the appointment of disaster prevention managers
・Matters concerning the presence of fire prevention managers and assistants, and supervision of fire use and handling during construction work such as extensions, relocations, or renovations of fire prevention targets
・Other matters necessary for fire prevention management at fire prevention targets
The fire prevention plan must be easy for anyone to understand and implement.
It is advisable to consult with fire authorities and other establishments' disaster prevention managers and relevant parties to create an effective plan.
In this article, we introduced the necessity, duties, and methods of obtaining qualifications for disaster prevention managers.
The disaster prevention manager qualification is required at many facilities, including rental properties, schools, hospitals, factories, and department stores.
Anyone can obtain it by attending a disaster prevention management training course, and since there is no expiration date, it is a relatively accessible qualification.
Even if disaster prevention management is outsourced to a property management company, the ultimate responsibility for fire prevention management rests with the management authority holder.
From that perspective as well, the disaster prevention manager qualification, which enables you to acquire the necessary disaster prevention knowledge, is a worthwhile qualification to obtain.
Frequently Asked Questions About Fire Prevention Managers
Q1. Are fire prevention managers required for apartments?
Shared housing with an occupancy of 50 or more persons is required to appoint a fire prevention manager. Smaller apartments may be exempt, but be sure to confirm the scale of your property.
Q2. How do you obtain the fire prevention manager qualification?
The qualification is obtained by completing a training course offered by local fire departments or the Japan Fire and Disaster Prevention Association. Class A training is two days and Class B is one day.
Q3. What happens if you fail to appoint a fire prevention manager?
It constitutes a violation of the Fire Services Act, and a fine of up to ¥300,000 or detention may be imposed. Early appointment is important to fulfill management responsibilities.
