Fire Safety Records a Small Business Should Keep

If you run a shop, cafe, pub or office, you are probably the responsible person for fire safety. Here are the records that show you are on top of it.

Fire safety paperwork is easy to put off until a fire safety officer turns up. But your records are how you show that the alarm actually works, the lights come on and staff know what to do. This guide covers what to keep and how often.

Who is responsible

In England and Wales, the law is the Regulatory Reform (Fire Safety) Order 2005. It puts duties on the "responsible person". According to GOV.UK, that is anyone with control of business premises: the employer, owner, landlord or occupier. If more than one person is responsible, they must work together.

The responsible person must carry out a fire risk assessment and review it regularly, put in place and maintain fire safety measures, and give staff information, instruction and training. Local fire and rescue authorities inspect premises and can issue fire safety notices. Not following fire safety law can lead to a fine or prison.

1. Your fire risk assessment

This is the foundation. It identifies fire hazards, who is at risk, and what you do to reduce the risk.

Older guidance said you only had to write down the significant findings if you had five or more employees, a licence, or an alterations notice. That changed on 1 October 2023. Under section 156 of the Building Safety Act 2022, the government's guidance says all responsible persons must now:

• Record the fire risk assessment in full, including all the findings.
• Record their fire safety arrangements – how fire safety is managed in the premises.
• Record the name of anyone they engage to carry out or review the fire risk assessment.

The Welsh Government's guidance sets out the same duty to record the assessment in full. Review the assessment regularly and after any significant change, such as building work, new equipment or a change in how you use the space.

2. Fire alarm tests

Government fire safety guidance for offices and shops says to test fire detection and warning systems weekly, following the manufacturer's or installer's instructions. It is good practice to test at the same time each week and use a different call point each time. A competent person should service the system every six months. The guidance recommends recording all tests, false alarms and maintenance. Our fire alarm weekly test log shows what to capture.

3. Emergency lighting tests

The same guidance recommends a monthly function test of emergency lighting and an annual full test by a competent person, and says it is good practice to keep a record of tests. Do monthly tests at a time when the lights will not be needed straight afterwards, as the batteries need time to recharge. Use our emergency lighting test log to record each one.

4. Fire extinguishers

Portable extinguishers need periodic inspection and maintenance. The guidance says a monthly check should be enough in normal conditions, with maintenance by a competent person once a year. Weekly checks should also confirm extinguishers are in the right place and look in working order.

5. Fire drills

A fire drill tests whether your emergency plan works. The guidance says to carry one out at least once a year, or as often as your risk assessment says. If you have high staff turnover, you may need to do them more often. Record the date, time, how long it took to evacuate and anything that went wrong.

6. Staff training

The responsible person must provide staff with fire safety information, instruction and training. Keep a record of who was trained, when, and what was covered. Include new starters on their first shift, and refresher training.

7. Daily checks

The government guidance lists daily checks that are not normally recorded: fire exits open easily, escape routes are clear, the alarm panel shows normal, and extinguishers are in place. Many businesses fold these into their opening and closing checks so they happen without a separate form.

What a fire safety officer may ask to see

A fire safety inspection is about whether you have done a suitable and sufficient risk assessment and are keeping your fire safety measures working. Government guidance says keeping records helps you show the enforcing authority you have complied. Expect to be asked for:

• Your written fire risk assessment and the date it was last reviewed.
• Your emergency plan and fire safety arrangements.
• The fire log book: alarm tests, emergency lighting tests and extinguisher checks.
• Service certificates from contractors for the alarm, emergency lighting and extinguishers.
• Fire drill records.
• Staff training records.
• Records of faults and what was done to fix them.

Fire records checklist

Frequencies come from government guidance and manufacturers' instructions. Your risk assessment may call for more.

Keeping the log book going

The weekly alarm test is the record most likely to slip, because it only takes a minute and is easy to forget. LogBooks Hub can remind the right person when a test is due, timestamp it with their name, and let them attach a photo of the panel or call point. All your fire records sit alongside food safety and other checks, with 90+ logbook types available, on the iOS or Android app or in a browser. When an inspector asks, you can export an audit pack PDF for any date range. Pricing starts from £30/month.

Running a venue? See our pages for pubs and bars and hotels.