Fire Safety in the Workplace: UK Employer Checklist [2026]

Quick Answer: Who Is Responsible for Fire Safety at Work?

The responsible person is legally accountable for fire safety in any workplace in England and Wales. Under the Regulatory Reform (Fire Safety) Order 2005 (FSO), this is typically the employer, building owner, or occupier. In Scotland, the Fire (Scotland) Act 2005 applies with similar requirements.

The responsible person must carry out a fire risk assessment, implement fire safety measures, maintain escape routes, and ensure all employees receive adequate fire safety training.

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The Regulatory Reform (Fire Safety) Order 2005

The FSO replaced over 70 pieces of fire safety legislation with a single framework. It applies to virtually all non-domestic premises in England and Wales, including:

• Offices, shops, and factories
• Warehouses and storage facilities
• Shared areas of residential buildings (HMOs, blocks of flats)
• Schools, hospitals, and care homes
• Hotels, restaurants, and pubs
• Churches, community centres, and village halls

Key Duties Under the FSO

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Fire Risk Assessment: Step by Step

Every workplace must have a documented fire risk assessment. The process mirrors the general risk assessment approach but focuses specifically on fire hazards.

Step 1: Identify Fire Hazards

Fire requires three elements (the fire triangle): fuel, oxygen, and an ignition source. Look for:

Sources of ignition:

• Electrical equipment (overloaded sockets, faulty wiring, portable heaters)
• Cooking equipment (kitchens, microwaves, toasters)
• Smoking materials
• Hot work (welding, grinding, soldering)
• Arson (deliberate fire-setting)

Sources of fuel:

• Paper, cardboard, packaging materials
• Furniture, textiles, curtains
• Flammable liquids (cleaning solvents, paints, adhesives)
• Flammable gases (LPG, natural gas)
• Timber, plywood, building materials
• Waste and recycling bins

Sources of oxygen:

• Natural air
• Air conditioning and ventilation systems
• Oxidising chemicals (stored in some industrial settings)

Step 2: Identify People at Risk

Consider who might be affected if a fire breaks out:

• Employees in all areas of the building, including those in isolated rooms
• Visitors, customers, and members of the public
• Contractors and delivery drivers
• People with disabilities who may need assistance evacuating
• Night workers or lone workers
• People sleeping on the premises (hotels, care homes, hostels)

Step 3: Evaluate, Remove, Reduce, and Protect

• Remove or reduce hazards: separate fuel from ignition sources, replace flammable materials where possible, enforce no-smoking policies
• Detection and warning: ensure fire alarms are adequate for the size and layout of the building
• Escape routes: ensure routes are clearly marked, unobstructed, and lead to a place of safety
• Fire-fighting equipment: provide appropriate extinguishers for the types of fire likely to occur
• Emergency procedures: establish and display evacuation procedures
• Training: ensure everyone knows what to do in an emergency

Step 4: Record, Plan, and Train

• Record your findings and the actions taken
• Prepare a written emergency plan
• Train all staff and test the plan through regular fire drills

Step 5: Review

Review the fire risk assessment regularly and whenever there are significant changes (alterations to the building, changes in occupancy, new processes, or after a fire or near miss).

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Fire Safety Checklist for UK Employers

Daily Checks

• All fire exits and escape routes are clear and unobstructed
• Fire doors are not propped or wedged open (unless held open by automatic release mechanisms linked to the fire alarm)
• External escape routes and assembly points are accessible

Weekly Checks

• Fire alarm call points tested (different call point each week to test them all over a period)
• Emergency lighting checked visually for obvious faults
• Fire exits and escape route signage in place and legible

Monthly Checks

• Fire extinguishers visually inspected (present, accessible, pressure gauge in green zone, no damage)
• Fire doors checked for damage, correct closure, and functioning self-closing devices
• Emergency lighting brief functional test (simulated power failure)

Six-Monthly / Annual Checks

• Fire alarm system fully tested and serviced by a competent engineer (to BS 5839)
• Emergency lighting full duration test annually (3 hours) and brief test six-monthly
• Fire extinguishers serviced and certificated by a competent person annually
• Fire risk assessment formally reviewed and updated
• Fire drills conducted (at least twice per year, ideally quarterly)

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Fire Drills and Evacuation

How Often Should You Conduct Fire Drills?

The FSO does not specify a frequency, but the Home Office guidance recommends at least once a year, and more frequently where:

• Staff turnover is high
• The premises are high risk
• Shift patterns mean different groups of staff are on site at different times
• Previous drills revealed problems

Best practice: conduct fire drills at least twice a year, varying the time, day, and simulated scenario.

What Should a Fire Drill Cover?

1. Sound the alarm
2. All occupants evacuate immediately using the nearest safe exit
3. Fire wardens sweep their designated areas to confirm everyone has left
4. Assembly at the designated muster point
5. Roll call or headcount
6. Record the drill: date, time, evacuation time, issues identified
7. Debrief and address any problems

Personal Emergency Evacuation Plans (PEEPs)

Any employee, visitor, or regular building user who might have difficulty evacuating unaided must have a Personal Emergency Evacuation Plan. This includes people with:

• Mobility impairments
• Visual or hearing impairments
• Cognitive or learning disabilities
• Temporary conditions (pregnancy, broken limb)

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Fire Safety Training

What Training Is Required?

All employees must receive fire safety training when they start work and at regular intervals thereafter. Training should cover:

• The fire risks in the workplace
• How to raise the alarm
• What to do on hearing the alarm
• Evacuation procedures and escape routes
• Location of fire-fighting equipment (and how to use it, if appropriate)
• How to call the fire and rescue service
• The name and role of fire wardens/marshals

Fire Wardens/Marshals

Larger workplaces should appoint fire wardens (also called fire marshals) to coordinate evacuation. The HSE and fire authorities recommend at least one fire warden per floor or per 50 occupants, with additional cover to account for absences and shift patterns.

Fire wardens should receive additional training covering:

• Sweep and search procedures
• Use of fire extinguishers
• Roll call and reporting procedures
• Liaison with the fire and rescue service

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Fire Extinguisher Types

Staff who may be expected to use extinguishers should receive practical training on the correct type and technique.

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Penalties for Non-Compliance

Fire safety enforcement is carried out by the local fire and rescue authority. Penalties under the FSO include:

• Informal advice for minor issues
• Enforcement notice requiring improvements within a set time
• Prohibition notice closing the premises immediately if there is a serious risk to life
• Prosecution: fines up to unlimited amounts and imprisonment for up to 2 years for serious breaches
• Following the Grenfell Tower fire inquiry, the Fire Safety Act 2021 and Building Safety Act 2022 have strengthened enforcement, particularly for residential buildings

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How Grove HR Supports Fire Safety Compliance

• Training records -- track fire safety training completion and renewal dates for all employees
• Onboarding checklists -- include fire safety induction as a mandatory step for new starters
• Document storage -- store fire risk assessments, evacuation plans, and PEEPs alongside employee records
• Absence data -- identify patterns that might indicate work-related fire safety concerns