Workplace Fire Safety: A Practical Guide for Business Owners
Around 22,000 fires break out in UK workplaces every year. That is not a scare statistic pulled from thin air. It is the reality, and the causes are almost always preventable: faulty wiring, overloaded sockets, bins left to overflow near heat sources. This guide covers what you actually need to do to protect your staff, your premises, and yourself from prosecution.
Over a quarter of workplace fires are caused by electrical equipment that is either faulty, poorly maintained, or used incorrectly. Think about that for a moment. Extension leads daisy-chained together, portable heaters left running next to cardboard stock, old kettles with frayed cables. These are the things that actually start fires, not dramatic explosions.
What the Law Requires From You
The Regulatory Reform (Fire Safety) Order 2005 is the law that governs fire safety in all non-domestic premises in England and Wales. It places the duty squarely on the “responsible person,” which is typically the employer, the building owner, or whoever has control of the premises. So if you run a business, that is almost certainly you.
The law requires you to carry out a fire risk assessment, appoint a responsible person, provide appropriate fire-fighting equipment, install fire safety signage, and maintain emergency lighting where natural or borrowed light is insufficient. None of that is optional.
One area that trips people up is electrical testing. PAT testing is not strictly a legal requirement. There is no law that says “you must PAT test.” But the Health and Safety at Work Act 1974 and the Electricity at Work Regulations 1989 both state that electrical equipment must be maintained in a safe condition to prevent danger. In practice, PAT testing is the standard way to demonstrate compliance with that duty. So while technically voluntary, refusing to do it leaves you exposed if something goes wrong.
The Workplace Fire Safety Compliance Checklist
So what does that mean in practice? Here is the full list of things you need to have in place. If you can tick everything off, you are in good shape. If not, you know where to start.
Workplace Fire Safety Compliance Checklist
- Fire risk assessment completed and reviewed annually (or after any significant change)
- Named responsible person who is trained in fire safety duties
- Appropriate fire extinguishers in place for the risk types present (Class A, B, electrical, etc.)
- Fire extinguishers serviced annually to BS 5306-3:2009
- Fire Action Notice displayed in a prominent position (minimum one per floor)
- Fire extinguisher ID signs next to every extinguisher
- Emergency lighting installed where borrowed light is insufficient
- Emergency lighting tested monthly (function test) and annually (3-hour duration test to BS 5266)
- Fire alarm system tested weekly from different call points
- Fire escape routes clear, unobstructed, and clearly signed
- Fire doors close fully and are not propped open
- Staff fire safety training completed and recorded
- Fire drill carried out at least annually
- Electrical equipment maintained in safe condition (PAT testing recommended)
- Combustible waste stored safely and bins emptied regularly
The fire risk assessment is the foundation of everything else. It identifies the hazards specific to your premises, who might be at risk, and what measures you need to take. You can carry out the assessment yourself for straightforward premises, but for anything more complex, or if you are not confident, getting a professional to do it is money well spent. It also carries more weight in the event of an inspection.
On signage: the minimum is two signs. A Fire Action Notice telling people what to do if they discover a fire, and an extinguisher ID sign next to each extinguisher so people know which type it is. In reality, most premises need more than that. Exit signs, directional arrows, and fire door keep-shut signs are all common requirements depending on your layout.
Setting Up Your Fire Safety Plan
If you are starting from scratch, or if you suspect your current setup has gaps, here is a practical step-by-step approach. Do not try to do everything in one afternoon. Work through it methodically over a week or two.
Get your fire risk assessment done
This is step one, full stop. Everything else flows from it. The assessment will tell you what equipment you need, where the hazards are, and what changes to make. If your premises are simple (a small office, a shop), you can use the government’s free fire risk assessment guides. For larger or more complex sites, bring in a qualified fire risk assessor.
Appoint and train your responsible person
Pick someone reliable. They need to understand the fire risks on your premises, know how to use the equipment, and be able to coordinate an evacuation. Fire marshal training courses run for half a day and cover all the basics. Every business needs at least one trained person, and ideally a deputy as well.
Install the right equipment
Your risk assessment will specify what you need. At minimum, you will need fire extinguishers suited to the risks present (water for general combustibles, CO2 for electrical). You will also need fire detection, emergency lighting in areas without sufficient natural light, and appropriate signage. Get it installed by someone who knows what they are doing.
Set up your testing and maintenance schedule
Weekly alarm tests, monthly emergency lighting checks, annual professional servicing. Put it in a calendar. Assign responsibility. Buy a fire safety log book and record every test. This is the part that most businesses let slip after the first few months, and it is the part that catches you out during inspections.
Train all staff and run a fire drill
Every employee should know what to do if the alarm sounds, where the assembly point is, and how to report a fire. Run a drill within the first month of setting up your plan, then at least once a year after that. It does not need to be elaborate. Five minutes of practice could save lives.
Address housekeeping and electrical risks
Sort out your waste storage. Do not let bins overflow or stack combustible materials near heat sources. Check extension leads and portable appliances. Get your electrics PAT tested. These are the mundane things that actually cause fires.
Poor housekeeping is one of the most overlooked fire risks. Overflowing bins, oily rags left near machinery, portable heaters tucked behind stock. These are not dramatic hazards, but they are the ones that actually start fires. A quick daily tidy and a weekly check of storage areas goes a long way.
The thing is, fire safety is not about ticking boxes to avoid a fine. A fire in your workplace could injure or kill your staff, destroy your livelihood, and put you personally at risk of criminal prosecution. The Regulatory Reform (Fire Safety) Order 2005 carries penalties up to unlimited fines and two years in prison for serious breaches. That is not something to leave to chance.
If you are unsure where you stand, the simplest thing to do is get a professional fire risk assessment. It will tell you exactly what you need to fix and what you are already doing right. From there, everything else falls into place.
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