Guidelines for obtaining a Fire Safety Permit for bars

A Fire Safety Permit for bars in Vietnam is a core licensing requirement that goes beyond ordinary business registration under the Law on Enterprises and Businesses. Operators must secure fire safety design appraisal and acceptance approval before opening to customers, as failure to do so may lead to business suspension, penalties, or costly renovation demands. Managing these fire safety compliance procedures from the planning stage helps investors avoid technical violations and protect venue operations.

Long Phan Consulting provides comprehensive legal review and advisory support to help bars satisfy regulatory standards and maintain lawful business continuity.

Technical Infrastructure and Core Fire Safety Management for Entertainment Facilities

Fire safety conditions for bars must be controlled from the initial site selection, functional design, and investment budgeting stages. For businesses operating nightclubs, lounges, or dining services utilizing high-intensity music, the primary risk lies not in the documentation itself, but in the potential inability of the physical premises to be retrofitted to meet technical standards.

Enterprises should conduct site appraisals before signing lease agreements or commencing interior construction. Early evaluation helps avoid the financial burden of dismantling soundproofing systems, restructuring escape routes, or supplementing fire safety equipment following official inspections.

Enterprises must review the following condition groups:

• Escape Routes and Exits: Obstruction by materials or goods is strictly prohibited; violations are subject to penalties pursuant to Clause 1 and Clause 2, Article 24 of Decree No. 106/2025/NĐ-CP.
• Automatic Fire Alarm Systems: Bars and nightclubs must equip the entire facility with automatic fire alarm systems, regardless of the floor area, pursuant to Table A.1, Appendix A of QCVN 10:2025/BCA.
• Automatic Fire Extinguishing Systems: Requirements are applied based on floor location, facility scale, and functionality, pursuant to Table A.1, Appendix A of QCVN 10:2025/BCA.
• On-site Fire Safety Records: Facility heads must establish safety rules, firefighting plans, assign on-site fire safety forces, and maintain equipment monitoring logs pursuant to Clause 1, Article 4 of Decree No. 105/2025/NĐ-CP.

If enterprises only audit documentation after construction is completed, the likelihood of incurring significant retrofitting costs is extremely high. For nightclub and lounge models, fire safety appraisal should be integrated into the lease negotiation process.

Escape Route Design Standards and Fire-Resistant Materials

Emergency evacuation routes are primary focus points when competent authorities evaluate the fire safety of entertainment facilities. Because bars typically feature low lighting, high sound levels, high occupant density, and complex finishing materials, design errors can lead to immediate halts in the acceptance process.

Enterprises must control the following requirements:

• Integrity of Escape Functionality: Prohibit the placement of mirrors, materials, goods, or decorative structures that obstruct evacuation routes; such violations are addressed pursuant to Clause 1 and Clause 2, Article 24 of Decree No. 106/2025/NĐ-CP.
• Occupant Load Accuracy: Facilities must be equipped with filter respirators at a ratio of 01 unit per person, calculated based on the maximum number of people concentrated simultaneously in the largest room on that floor, pursuant to Table F.1, Appendix F of QCVN 10:2025/BCA.
• Evacuation Guidance and Warnings: Bars and nightclubs concentrating from 50 people per floor must have loudspeaker systems for announcements and evacuation guidance, pursuant to Table G.1, Appendix G of QCVN 10:2025/BCA.
• Maintenance of Evacuation Lighting: Emergency lighting and exit signage are mandatory requirements pursuant to Clause 5.7.1, Article 5 of TCVN 3890:2023.

A frequent risk is that enterprises prioritize aesthetic design, soundproofing, and stage lighting before locking in their evacuation plan. A safer approach is to finalize the evacuation routes, occupant load, and finishing materials before deploying interior blueprints.

Automatic Fire Alarm and Extinguishing System Requirements

Technical fire safety systems directly determine the initial investment budget for a bar. Investors must determine the floor location, total floor area, and the mixed-use functionality of the building prior to approving the design.

A critical note is the rule of interdependent application in mixed-use buildings. If a bar is required to have an automatic fire extinguishing system, or is located from the 3rd floor upwards, these technical requirements may extend the obligation to the entire building, pursuant to Note 1, Table A.1, Appendix A of QCVN 10:2025/BCA.

Internal Operational Management Dossiers

After completing the acceptance inspection, enterprises must continue to maintain fire safety management dossiers at the facility. This group of documents is often overlooked, yet it serves as the primary basis for inspection when police authorities evaluate operational conditions periodically.

Internal dossiers that must be prepared include:

• Fire Safety Regulations: These documents must be tailored to the specific functions of the bar, including kitchen areas, liquor storage, technical rooms, and stage areas.
• On-site Firefighting Plan: The plan must identify on-site forces, evacuation routes, the location of fire safety equipment, and procedures for high-density crowd scenarios.
• Decision on Assigning On-site Fire Safety Forces: The head of the facility must assign responsibility for operations, inspections, and handling initial situations pursuant to Point o, Clause 1, Article 4 of Decree No. 105/2025/NĐ-CP.
• Fire Safety Equipment Monitoring Log: The dossier must reflect the maintenance status, inspection history, and usage of equipment at the facility.
• Mandatory Archiving: Certain fire safety management documents must be archived for at least 05 years from the year of creation or issuance, pursuant to Clause 4, Article 4 of Decree No. 105/2025/NĐ-CP.
• Mandatory Fire and Explosion Insurance: Bars or nightclubs with 02 or more stories or a total floor area of 300 m² or more must purchase mandatory fire and explosion insurance pursuant to Clause 1, Article 35 and Item 10, Appendix II of Decree No. 105/2025/NĐ-CP.

Operational dossiers do not merely serve administrative inspections. They function as internal accountability management tools, helping enterprises prove that they have controlled fire and explosion risks during commercial operations.

The Three-Step Procedure for Obtaining Fire Safety Permit for bars

The process of obtaining a fire safety license for bars must be understood as a comprehensive sequence of design appraisal, construction in strict accordance with the approved dossier, and final acceptance inspection before operations commence. If these three stages are decoupled, enterprises frequently face a situation where interior completion has been reached, yet the facility remains ineligible to open to the public.

This implementation sequence should be managed in three steps:

• Site Survey and Design Appraisal: Enterprises must inspect the functional layout, construction records, and the ability to meet technical standards, submitting an appraisal application if the facility falls under the mandatory category.
• Construction and Completion Dossier Preparation: Contractors must execute the construction strictly according to the approved dossier while preparing as-built drawings, test records, and equipment documentation.
• Acceptance Inspection and Approval: Police authorities conduct on-site inspections, prepare minutes, and issue a Written Approval of Fire Safety Acceptance Results when the facility meets all requirements.

This approach allows the investor to control the opening schedule, avoiding financial risks associated with the dismantling or supplementation of fire safety systems after the acceptance phase.

Site Survey and Application for Design Appraisal

The site survey is the decisive step for the feasibility of any bar, lounge, or club project. Enterprises must inspect the existing facility functionality, volume, number of stories, evacuation routes, fire water sources, and the capability for technical equipment installation before signing a lease.

Bars and nightclubs located in buildings of 3 stories or higher, or with a total volume of 1,500 m³ or more, are subject to mandatory fire safety design appraisal by the Police before construction commences. The dossier includes an application, documentation proving land use rights or investment policy, and technical design drawings, pursuant to Item 8, Appendix III and Clause 4, Article 9 of Decree No. 105/2025/NĐ-CP.

The appraisal timeline for projects outside the scope of national key projects or Group A projects is 06 working days from the date of receiving a valid dossier, pursuant to Point b, Clause 6, Article 9 of Decree No. 105/2025/NĐ-CP. This is a critical milestone for enterprises to plan their construction and opening schedules.

Construction Execution and Final Acceptance Dossier Completion

Following the design appraisal, enterprises must not adjust functionality, materials, or technical layouts outside the approved dossier. Any changes to stage areas, VIP rooms, liquor storage, kitchens, acoustic ceilings, or evacuation routes may trigger an obligation to amend the dossier.

Acceptance dossiers should be developed concurrently with the construction process rather than waiting for interior completion. This enables contractors to monitor equipment, documentation, and test results directly on-site.

Essential documentation includes:

• As-Built Fire Safety Drawings: These drawings must accurately reflect the system as installed, rather than merely duplicating the initial design.
• Equipment Test Records: These must demonstrate the operational status of fire alarms, extinguishing systems, emergency lighting, evacuation guidance loudspeakers, and related equipment.
• Fire Safety Equipment Inspection Records: Installed devices must possess valid documentation proving their origin, quality, and functional suitability.
• Investor’s Acceptance Report: The investor must confirm that the facility has passed internal acceptance before requesting an inspection by the police authority.

Facilities may only proceed to the official acceptance inspection phase when the documentation and actual construction status are consistent with the appraised plan, pursuant to Clause 1, Article 10 of Decree No. 105/2025/NĐ-CP. Discrepancies between drawings and reality are a frequent cause of delayed opening dates.

On-site Inspection and Issuance of Acceptance Approval

The acceptance stage is the final milestone before a facility may commence operations. The police authority that performed the design appraisal will inspect the acceptance works and issue a Written Approval of Fire Safety Acceptance Results if the project satisfies all requirements.

Enterprises must prepare for the on-site inspection by focusing on the following:

• Construction Status Verification: Ensure that evacuation routes, exits, alarm systems, extinguishing systems, emergency lighting, and signage strictly match the approved dossier.
• System Testing: All fire safety equipment must operate synchronously, demonstrating the capability to provide alerts, evacuation guidance, and initial incident response.
• Dossier Presentation: The as-built dossier, equipment test reports, and internal acceptance reports must be readily available for verification.
• Post-Acceptance Archiving: Once approved, the facility must maintain its fire safety management dossier to facilitate inspections during ongoing operations.

The deadline for inspecting the acceptance works is 05 working days from the date of receiving a valid dossier. The deadline for issuing the Written Approval of Fire Safety Acceptance Results is 05 working days from the date the inspection minutes confirm the requirements have been met, pursuant to Clause 1, Point a, and Point b of Clause 3, Article 10 of Decree No. 105/2025/NĐ-CP.

Bottlenecks and Risk Mitigation Strategies for Fire Safety Compliance

The most significant bottleneck in securing fire safety approval for bars often emerges post-construction, when the facility’s actual status no longer matches the appraised dossier. For nightclub, club, and lounge models, even minor discrepancies in functionality, materials, or evacuation routes can stall the entire opening plan.

Enterprises should mitigate risks according to the following matrix:

Failure to control these bottlenecks can result in the loss of both construction capital and opening revenue. Fire safety risks must be managed as an investment condition rather than a peripheral administrative procedure.

Common Violations Leading to Acceptance Refusal

Refusal of acceptance typically stems from enterprises executing construction based on operational needs without updating the fire safety dossier. This is a common error for bars featuring multiple VIP areas, stages, liquor storage, technical rooms, or complex acoustic systems.

Enterprises must exercise special control over the following errors:

• Renovating or Changing Functionality Without Appraisal: Converting offices, restaurants, or commercial floors into bars or dance floors without appraisal can lead to fines ranging from 15,000,000 VND to 20,000,000 VND, pursuant to Clause 1, Article 18 of Decree No. 106/2025/NĐ-CP.
• Construction Deviating from Appraised Dossier: Altering the location of rooms, ceilings, partitions, stages, or technical routes makes it impossible for inspection authorities to reconcile the current status with the drawings.
• Obstruction of Escape Routes: Storing materials, goods, or decorative items that impede evacuation routes can result in fines from 5,000,000 VND to 10,000,000 VND, pursuant to Clause 2, Article 24 of Decree No. 106/2025/NĐ-CP.
• Usage of Inappropriate Finishing Materials: Soundproofing, decorations, false ceilings, or partitions that do not meet fire resistance requirements may force the facility to dismantle and replace them before acceptance.
• Lack of Training and Operational Documentation: Facilities lacking firefighting plans, personnel assignments, or training certificates will face risks during operational condition inspections.

The most effective preventive measure is organizing a three-layer review before acceptance: the approved dossier, actual construction status, and the operational dossier set. Late reviews typically increase remediation costs and delay opening dates.

Penalties and Risks of Operational Suspension

Fire safety violations entail more than just administrative costs. For bars, the more severe consequences include the loss of the right to utilize the premises, delayed investment recovery, and adverse impacts on essential business licenses such as security and order certificates.

Investors should not view fire safety acceptance as a final task before opening. It is a critical revenue-locking condition that directly impacts operational timelines, lease agreements, construction contracts, and the project’s overall return on investment.

Transitional Provisions for Existing Bar Businesses

Existing bar businesses operating before the new regulations took effect are not automatically required to redo their entire fire safety dossier. However, enterprises must accurately determine the legal status of their documentation, the timing of their design appraisal, the current state of renovations, and the feasibility of technical remediation.

These transition milestones must be managed chronologically:

• Dossiers Received Before July 1, 2025: Applications that were pending continue to be processed under the previous regulations. Projects that obtained a fire safety design appraisal certificate but did not undergo acceptance inspection before this date continue the acceptance process under the former framework, pursuant to Clause 1 and Clause 2, Article 55 of the 2024 Law on Fire Prevention, Fighting, and Rescue.
• Designs Appraised Before December 30, 2025: Previously approved design dossiers remain valid. If an existing facility is renovated, expanded in scale, or changes functionality, the new standards apply only to the specific section or area undergoing renovation, pursuant to Clause 2 and Clause 3, Article 2 of Circular No. 103/2025/TT-BCA.
• Fire Alarm Transmission Equipment Deadline: Facilities subject to management must be equipped with and connect fire alarm transmission devices to the fire safety and rescue database no later than July 1, 2027, pursuant to Clause 4, Article 54 of the 2024 Law on Fire Prevention, Fighting, and Rescue and Clause 2, Article 27 of Decree No. 105/2025/NĐ-CP.
• Remediation for Non-Compliant Facilities: Facilities operating before July 1, 2025, that do not meet fire safety standards and cannot be remediated must implement alternative technical solutions or undergo a change of functionality no later than July 1, 2028, pursuant to Clause 6, Article 55 of the 2024 Law on Fire Prevention, Fighting, and Rescue and Clauses 1 and 3, Article 43 of Decree No. 105/2025/NĐ-CP.

Existing bars should audit their appraisal and acceptance dossiers, renovation status, and operational plans before every inspection. If a premises cannot accommodate additional emergency exits or technical systems, plans for relocation or business model conversion must be adjusted.

>>> See more: Guidelines for complying with the requirements for obtaining a Public Security and Order Permit

Full-Service Fire Safety Appraisal and Licensing Representation at Long Phan Consulting

A fire safety dossier for a bar is not merely an administrative requirement; it represents a critical synchronization between facility layout, operational functionality, technical design, and safety compliance. Long Phan Consulting supports enterprises in managing these risks from the initial site appraisal stage through to the issuance of the Written Approval of Fire Safety Acceptance Results.

Our specialized consulting services are deployed to address the unique practical bottlenecks of each project:

• Legal Site Appraisal: Auditing property legality before lease signing, with a focus on functionality, floor count, evacuation routes, floor area, and the technical feasibility of fire safety system placement.
• Functional Structural Advisory: Consulting on facility layouts for bars, clubs, lounges, and rooftop bars to minimize the risk of forced design adjustments post-interior construction.
• Technical Dossier Review: Auditing fire safety design dossiers in coordination with design units, MEP contractors, and investors prior to appraisal submission.
• Liaison Representation: Acting as the formal representative with the Police Department for Fire Prevention, Fighting, and Rescue to monitor dossier status, provide clarifications on requested revisions, and support documentation completion.
• Acceptance Dossier Verification: Inspecting as-built dossiers, including as-built drawings, equipment test reports, inspection documents, and internal acceptance reports.
• Remediation Advisory: Consulting on correcting acceptance refusal errors, specifically regarding functionality changes, finishing materials, technical systems, or evacuation routes.
• Operational Dossier Establishment: Establishing fire safety management dossiers post-acceptance, including safety regulations, firefighting plans, personnel assignments, and documentation required for periodic inspections.

Enterprises may submit premises documentation, design drawings, or current legal status via Email: info@longphanpmt.com or Zalo: +84 906 735 386 for a preliminary evaluation of the implementation plan by Long Phan Consulting.

Frequently Asked Questions about the Fire Safety Compliance Guidelines for Bars

The process of completing fire safety infrastructure often encounters many practical obstacles related to changes in the function of the premises or the risk of business suspension. Thoroughly resolving these barriers not only helps businesses pass the acceptance testing but is also a mandatory prerequisite for applying for a “Security and Order Permit” for entertainment establishments. Complex legal situations from a business compliance perspective will be clarified in detail below.

Conclusion

Securing the fire safety license for bars is a “gating” condition for the legal operation of nightclubs, lounges, pubs, and dining models utilizing high-intensity music. Enterprises must maintain synchronization across design appraisal, construction adherence, final acceptance inspection, and the maintenance of internal fire safety management dossiers. Initiating operations without the Written Approval of Fire Safety Acceptance Results risks delayed openings, avoidable renovation costs, and operational suspension. Contact our hotline at 1900636389 for professional in-depth advisory support from Long Phan Consulting Company.