Annual statements for building owners, acknowledged online
Your year-end summary of every visit, test, defect and fix at a site, in one document the owner reads and acknowledges, alongside your own certification.
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Many owners need a yearly record that their fire and security systems were inspected and maintained. QuoteCloud sends your own annual statement: each visit, the results, defects raised and cleared, attached reports and a signature block for the owner. Certification under the standard that applies to the site stays with your licensed people.
Last reviewed by the QuoteCloud team
An engineered drawing of the statement year for Calder House, a fictional office building, as a calendar block of twelve month tiles from November to October. Four months carry stacks, one layer per system tested: the six-monthly inspections in April and October (five systems, 186 devices each) and the CCTV and access control services in June and September (two systems, 44 devices). Each defect raised stands on its stack as a pin, filled once cleared. An enlarged detail shows the one open item, bullet camera CAM-G-02. Below, the statement's running figures build visit by visit to 4 visits, 460 device tests, 10 defects raised, 9 cleared and 1 open, and the statement HF-AS-2026-CH from Harrowfield Fire & Security is acknowledged by Hollis Grant, the owner's asset manager. It is not a certificate.
A year at Calder House, in five pages
Harrowfield's annual statement as the owner receives it: your own summary of the year's work, with each visit's report attached.
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Harrowfield Fire & SecurityAnnual statement HF-AS-2026-CH Sample · fictional business
Annual statement
Annual inspection & maintenance statement, Calder House
Harrowfield's summary of every inspection, test, defect and repair at Calder House over the year to 31 October 2026, with each visit's report attached. It records our work; certification under the standard that applies to the site is issued separately by our licensed technicians.
Cover
Your statement, your branding
The period, the building and who it's for, from your statement template.
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Harrowfield Fire & SecurityAnnual statement HF-AS-2026-CH Sample · fictional business
Visits this year 1 Nov 2025 – 31 Oct 2026
Visit Devices Raised Cleared Tue 14 Apr 2026Six-monthly inspection & test, all systems HF-TR-2540Cleared 28 Apr (HF-DQ-2540)186 5 5 Thu 18 Jun 2026Quarterly CCTV & access control service HF-SR-2588Open: quoted in HF-DQ-257744 1 0 Thu 17 Sep 2026Quarterly CCTV & access control service HF-SR-2603No defects44 0 0 Tue 14 Oct 2026Six-monthly inspection & test, all systems HF-TR-2611Cleared 21 Oct (HF-DQ-2611)186 4 4 4 visits 460 10 9 Open items · 1
CAM-G-02Bullet camera · Ground, entryLens fogging inside the housing; still recordingQuoted in HF-DQ-2577, awaiting approval
Visits
Every visit and what came of it
Dates, scope, devices tested, defects raised and cleared, the visit's report, and the one item still open.
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Harrowfield Fire & SecurityAnnual statement HF-AS-2026-CH Sample · fictional business
Device tests across the year 460 tests at 4 visits
System Result Tested Passed Defects Fire detection & alarm 172 169 3 Emergency & exit lighting 68 66 2 Extinguishers & hose reels 44 42 2 CCTV cameras 72 70 2 Access control & intruder alarm 104 103 1 All systems 460 450 10 Defects column: defects raised during the year. 9 of 10 cleared; 1 open, listed under Open items.
Results
The year's tests by system
460 device tests across five systems: the same results block as each visit's report, totalled for the year.
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Harrowfield Fire & SecurityAnnual statement HF-AS-2026-CH Sample · fictional business
Our statement Locked block
Harrowfield Fire & Security inspected, tested and maintained the fire and security systems listed at Calder House during the period shown, at the visits listed, against the standard that applies to the site.
Defects found were reported to the building manager and quoted for approval. Nine of the ten raised this year have been rectified; one is open and listed above.
This statement summarises our work. It is not a certificate: any certification under the standard that applies to the site is issued separately by Harrowfield's licensed technicians.
Freya Lindqvist, Fire services manager, for Harrowfield Fire & Security
Reports attached Each visit's signed report, as PDF blocks
- HF-TR-2540 · Six-monthly inspection & test, AprilReport · 9 pages
- HF-SR-2588 · CCTV & access service, JuneReport · 4 pages
- HF-SR-2603 · CCTV & access service, SeptemberReport · 4 pages
- HF-TR-2611 · Six-monthly inspection & test, OctoberReport · 9 pages
Statement
Your wording, locked
Harrowfield's own statement as a locked block (Business), and the four visit reports attached as PDFs. It says plainly that it isn't a certificate.
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Harrowfield Fire & SecurityAnnual statement HF-AS-2026-CH Sample · fictional business
Acknowledge the statement
2 of 2 signed
- Freya LindqvistFire services manager, Harrowfield SignedFri 30 Oct 2026
- Hollis GrantAsset manager, acknowledges SignedWed 4 Nov 2026
Statement summary
- Visits
- 4
- Device tests
- 460
- Defects raised · cleared
- 10 · 9
- Open items
- 1
Certificate of authenticity and audit trail attached
Sign-off
Signed and acknowledged
Freya signs for Harrowfield and the owner's asset manager acknowledges it online, with a certificate of authenticity.
Your statement and your certification, presented by QuoteCloud
Many owners need a yearly record that their fire and security systems were inspected and maintained. The statement is yours: your licensed people did the work, and any certification under the standard that applies to the site is issued by them, separately.
QuoteCloud's part is the document: the template, the figures you fill, the locked wording, the attached reports, the owner's acknowledgement and the tracked, signed copy. It never inspects, certifies or decides whether a building complies.
- Yours: the work, the findings, the certification
- QuoteCloud: the document, the signature, the record
- Never called a certificate
Content locking: Business plan
Content lockingOur statement Locked block
Harrowfield Fire & Security inspected, tested and maintained the fire and security systems listed at Calder House during the period shown, at the visits listed, against the standard that applies to the site.
Defects found were reported to the building manager and quoted for approval. Nine of the ten raised this year have been rectified; one is open and listed above.
This statement summarises our work. It is not a certificate: any certification under the standard that applies to the site is issued separately by Harrowfield's licensed technicians.
Freya Lindqvist, Fire services manager, for Harrowfield Fire & Security
Acknowledge the statement
2 of 2 signed
- Freya LindqvistFire services manager, Harrowfield SignedFri 30 Oct 2026
- Hollis GrantAsset manager, acknowledges SignedWed 4 Nov 2026
Statement summary
- Visits
- 4
- Device tests
- 460
- Defects raised · cleared
- 10 · 9
- Open items
- 1
Certificate of authenticity and audit trail attached
What goes into an annual statement
One template, filled once a year for every building you service.
Visits table
Every visit with its scope, devices and defects raised and cleared.
Results for the year
Device tests by system, totalled across the visits.
Open items
What's still open, and the quote it's waiting in.
Reports attached
Each visit's signed report as a PDF block (Essentials and up).
Locked wording
Your statement text as a locked block (Business).
Figures filled for you
Custom data items filled by your assistant, the API or Zapier.
Owner acknowledges
Signed by you, acknowledged by the owner, no account needed.
Every building at once
Bulk send one template to a whole portfolio.
Build your annual statement template once
Free for 14 days, no credit card required. Send us your current report and quote and we'll convert one template for you during the trial.
Every building's statement, sent in one go
Larchmont's four buildings each get their own statement from one template, with their own figures, bulk-sent and tracked to acknowledgement. Each owner signs for their own building.
The year's figures can be filled from your records through Zapier or the API, or drafted by an AI assistant from the year's reports for Wren to check.
- Bulk send (Essentials and up, volume-based costs)
- Opened and acknowledged, per building
- Figures checked by a person before sending
- Calder Househollis.grant@example.com Accepted4 visits · 1 open item
- Elm Street Arcadehollis.grant@example.com Opened4 visits · 3 open items
- Quayside Apartmentsquayside.committee@example.com Opened4 visits · none open
- Lakeview Business Parklakeview.facilities@example.com Sent6 visits · 2 open items
- Sent
- 4
- Opened
- 3
- Accepted
- 1
From a year of visits to an acknowledged statement
What the compliance coordinator does once a year, per building.
Template
Set up the statement template with your locked wording, once.
Fill the year
The visits, results and open items come from your records or the year's reports.
Check
Your coordinator checks every figure against your records.
Sign and send
Your fire services manager signs, and it goes to the owner, or to the whole portfolio.
Acknowledged
The owner acknowledges it online; you keep the signed copy and its audit trail.
Annual statement questions
Is the annual statement a compliance certificate?
No. It's your own summary of the year's inspections, tests, defects and repairs. Any certification under the standard that applies to the site is issued separately by your licensed people. QuoteCloud presents and tracks the document; it doesn't certify anything or decide whether a building complies.
Can the statement wording be locked?
Yes, on the Business plan. Lock the statement block in the template so your office can fill in the figures but can't change the wording you've agreed.
Can we attach each visit's report?
Yes. Add the year's signed reports as PDF blocks in the statement, on Essentials and up, so the owner can open each visit's detail from one document.
Can the figures be filled automatically?
They can. Your records can fill the statement's data items through Zapier or the API, or an AI assistant connected through QuoteCloud's MCP service can be set up to draft it from the year's reports. A person checks the figures before it's sent.
Can we send statements to a whole portfolio?
Yes. Bulk send one statement template to every building in a portfolio, each with its own figures, on Essentials and up with volume-based costs. You see which owners opened and acknowledged theirs.
Who signs the statement?
Usually your fire services manager signs for your business and the owner or their manager acknowledges it. A document can have several signers, none of whom needs a QuoteCloud account.
Everything a security & fire business sends
From the annual statement to each visit's report and the agreements behind them.
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Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.Explore
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Multi-site & property portfolio quotesOne service agreement per building for a property manager's portfolio, bulk-sent and tracked to signature.Explore
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Monitoring & service agreementsMonitoring tiers and scheduled servicing as repeating charges in the agreement, with an expiry date and a renewal you send.Explore
- Defect rectification quotesEvery defect from the inspection as a priced line the building manager ticks to approve, then signs.
- Inspection results to report and quote with MCPAn AI assistant connected through QuoteCloud's MCP service drafts the report and the defect quote from your inspection app's results.
- CCTV, alarm, access & fire detection proposalsNew systems proposed zone by zone: equipment, cabling, installation and options the client chooses, with a deposit on signing.
- Device count calculators that price the proposalCameras, sensors, readers and detectors counted per zone in a spreadsheet whose cells set the equipment and cabling lines.
- Building manager sign-off, approvals & depositsApproval rules before big quotes go out, several signers on the client side, and a deposit on signing for new installs.
- Inspection apps, job systems & accountingYour inspection app, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.
- Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.
- QuoteCloud implementation for security & fire contractorsYour report and quote templates, defect price book, device calculator and assistant connection set up, and your team trained.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
The year's work, acknowledged by the owner
Free for 14 days. No credit card required.