Fire Safety for Commercial Offices: The Responsible Person's Checklist

Fire Safety for Commercial Offices: The Responsible Person's Checklist

If you manage or own a commercial office in the UK, fire safety is not optional, it is a legal obligation. Under the Regulatory Reform (Fire Safety) Order 2005, every non-domestic premises must have a designated "responsible person" who ensures that adequate fire safety measures are in place, maintained, and documented.

Getting it wrong carries serious consequences. Beyond the obvious risk to life, non-compliance can result in enforcement notices, prohibition orders (forcing you to close the premises), unlimited fines, and even imprisonment. This guide provides a practical fire safety checklist for commercial offices, covering everything the responsible person must have in place to meet their workplace fire safety obligations.

Who Is the Responsible Person?

Before diving into the checklist, it is essential to understand who bears legal responsibility.

The responsible person is defined as:

• The employer, if the workplace is under their control.

• The owner or occupier, if there is no employer (e.g., shared office buildings, landlord-managed premises).

• Any other person who has control of the premises or a degree of control over certain areas (e.g., managing agents, facilities managers).

In multi-tenanted buildings, fire safety responsibilities may be shared between the building landlord (for common areas) and individual tenants (for their demised areas). It is critical to clarify these responsibilities in the lease and ensure no gaps exist.

The Complete Office Fire Safety Checklist

1. Fire Risk Assessment

Status: Mandatory | Review: Annually or when changes occur

The fire risk assessment (FRA) is the foundation of your entire fire safety compliance programme. Under the Fire Safety Order, the responsible person must carry out, or appoint a competent person to carry out, a suitable and sufficient fire risk assessment.

The FRA must:

• Identify fire hazards in and around the premises.

• Identify people at risk, including employees, visitors, contractors, and anyone with mobility impairments.

• Evaluate, remove, or reduce the risks identified.

• Record the findings (mandatory for premises with 5 or more employees, but best practice for all).

• Prepare an emergency plan.

• Be reviewed regularly, at least annually, and immediately after any significant changes such as building alterations, changes of use, or a fire incident.

A fire risk assessment for a commercial office should be carried out by a competent person. For anything beyond a simple single-room office, engaging a qualified fire risk assessor is strongly recommended.

2. Fire Detection and Alarm Systems

Status: Mandatory | Testing: Weekly

Every commercial office must have an appropriate fire detection and alarm system. The specification depends on the size and complexity of the premises:

• Small offices may only require manual call points (break glass units) at exits and a basic alarm sounder.

• Larger offices will typically need an automatic fire detection system with smoke detectors, heat detectors, and sounders throughout, to a standard compliant with BS 5839-1.

• The system grade (L1 to L5, or M for manual-only) should be determined by the fire risk assessment.

Maintenance requirements:

• Weekly alarm tests, activate a different call point each week and record the test.

• Quarterly inspections by a competent fire alarm engineer.

• Annual service and certification in line with BS 5839-1.

• Maintain a log of all tests, faults, and remedial actions.

3. Emergency Lighting

Status: Mandatory where required | Testing: Monthly and annually

Emergency lighting ensures that escape routes remain illuminated in the event of a power failure. It is required in:

• All internal escape routes (corridors, stairwells).

• Open-plan areas larger than 60 square metres.

• Changes of direction and level.

• At exit doors and final exit points.

• Near fire alarm call points and firefighting equipment.

• In windowless rooms and toilet facilities exceeding 8 square metres.

Maintenance requirements:

• Monthly functional test, briefly interrupt the mains supply and confirm all units illuminate.

• Annual full-duration test, a 3-hour discharge test carried out by a competent person, in line with BS 5266-1.

• Record all test results.

4. Fire Extinguishers

Status: Mandatory | Inspection: Monthly visual, annual professional service

Fire extinguishers must be provided in sufficient quantity and of the correct type for the hazards present in your commercial office.

Common extinguisher types for offices:

Placement guidance:

• Minimum provision: one extinguisher per 200 square metres of floor area.

• Positioned on escape routes, near exit doors, and adjacent to specific hazards.

• Mounted at an accessible height (handle approximately 1 metre from the floor).

• CO2 extinguishers should be placed near electrical equipment such as server rooms and kitchens.

Maintenance requirements:

• Monthly visual inspection, check extinguishers are in place, undamaged, and the pressure gauge (where fitted) is in the green zone.

• Annual professional service by a competent person in line with BS 5306-3.

• Extended service or replacement at intervals specified by the manufacturer.

5. Escape Routes and Signage

Status: Mandatory | Inspection: Regular (at least weekly walkthrough)

Clear, unobstructed escape routes are fundamental to fire safety compliance in any commercial building.

Requirements:

• All escape routes must be kept clear at all times. No storage, no propped-open fire doors (unless held on automatic release mechanisms), no obstructions.

• Fire exit signs must comply with the Health and Safety (Safety Signs and Signals) Regulations 1996, green pictogram signs with a running figure and directional arrow.

• Fire exit doors must open in the direction of escape and must not be locked or fastened in a way that prevents their use in an emergency.

• Fire doors on escape routes must be self-closing and maintained in good condition. Check seals, hinges, closers, and gaps regularly.

• Conduct a weekly walkthrough of all escape routes to identify and rectify any obstructions or defects.

6. Fire Evacuation Plan

Status: Mandatory | Review: Annually or when changes occur

Every commercial office must have a written fire evacuation plan that sets out:

• The actions to take on discovering a fire.

• How to raise the alarm.

• How to call the fire and rescue service.

• Evacuation procedures, including assembly point locations.

• Responsibilities of fire wardens and floor marshals.

• Procedures for checking that all persons have evacuated.

• The location of firefighting equipment and how to use it (where appropriate).

• Procedures for liaising with the fire and rescue service on arrival.

The plan must be communicated to all staff and displayed prominently in the workplace.

7. Fire Safety Training for Staff

Status: Mandatory | Frequency: On induction + annually

All employees must receive fire safety training appropriate to their role. This is a legal requirement, not a nice-to-have.

Training must cover:

• The fire risks specific to the workplace.

• What to do on discovering a fire or hearing the fire alarm.

• How to raise the alarm and call the emergency services.

• Evacuation procedures and assembly point locations.

• The location and basic use of fire extinguishers (for designated staff).

• The role of fire wardens and how to assist colleagues with disabilities.

Key points:

• All new starters must receive fire safety training as part of their induction.

• Refresher training must be provided at least annually.

• Fire wardens require additional training covering their specific responsibilities.

• All training must be documented with dates, attendees, and content covered.

8. Fire Drills

Status: Mandatory | Frequency: At least every 12 months (6 months recommended)

Fire drills test the effectiveness of your evacuation plan and ensure that staff know what to do in a real emergency.

Best practice:

• Conduct fire drills at least twice per year (every six months). Once per year is the legal minimum, but more frequent drills are recommended, especially in larger offices.

• Vary the drill scenario, block a primary exit, simulate a fire in a different location, conduct drills at different times of day.

• Time the evacuation and record the results.

• Conduct a debrief after each drill to identify areas for improvement.

• Document everything: date, time, scenario, evacuation time, issues identified, and corrective actions taken.

9. Fire Safety Log Book

Status: Strongly recommended (effectively mandatory for evidence of compliance)

A fire safety log book is your evidence of compliance. In the event of an inspection by the fire and rescue service, you will be expected to produce records demonstrating that you have met your obligations.

The log book should record:

• Fire risk assessment dates and review dates.

• Weekly fire alarm test results.

• Monthly emergency lighting test results.

• Monthly fire extinguisher visual inspections.

• Annual professional servicing of all fire safety systems.

• Fire drill dates, times, and outcomes.

• Fire safety training records.

• Any defects identified and the actions taken to rectify them.

• Any visits by the fire and rescue service and their recommendations.

Keep the log book in a known, accessible location. Many organisations now use digital fire safety log books for ease of maintenance and retrieval.

10. Personal Emergency Evacuation Plans (PEEPs)

Status: Mandatory where applicable

If any employee, regular visitor, or contractor has a disability or condition that could impair their ability to evacuate the building unaided, you must prepare a Personal Emergency Evacuation Plan (PEEP) for that individual.

A PEEP should cover:

• The individual's specific needs and any equipment required (e.g., evacuation chair, hearing loop alerts).

• The designated escape route for that person.

• The person(s) responsible for assisting with their evacuation.

• A refuge point if the building has one.

• How the individual will be alerted to the alarm (particularly relevant for hearing-impaired persons).

PEEPs should be developed in consultation with the individual concerned and reviewed whenever their circumstances change or the building layout is altered.

For visitors with mobility impairments, a generic emergency evacuation plan (GEEP) should be in place to cover foreseeable scenarios.

Common Compliance Failures in Commercial Offices

Even well-intentioned responsible persons can fall short. The most common fire safety compliance failures found in commercial offices include:

• Overdue fire risk assessments, not reviewed after building changes or staff increases.

• Blocked escape routes, storage in corridors, wedged-open fire doors.

• Missing or incomplete training records, training was delivered but not documented.

• Lapsed servicing, fire extinguishers or alarm systems not professionally maintained.

• No PEEPs, disabled staff without personalised evacuation plans.

• Inadequate fire drills, drills not carried out, or carried out but not documented.

Get Professional Help with Your Office Fire Safety Compliance

Not sure your office meets fire safety standards? Browse fire safety consultants on Infirisk who can carry out a full compliance review of your commercial premises. Whether you need a fire risk assessment, alarm system servicing, staff training, or a comprehensive gap analysis, Infirisk connects you with qualified professionals who can ensure your workplace is safe, compliant, and properly documented.