Creating an Effective Fire Safety Policy (UK)

Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

The risks of fire in the workplace are all too real - if it’s not taken seriously, the potential for loss of life and damage to people, properties, and businesses is immense. That’s why UK employers and managers must take steps to ensure their fire safety policies are up to date, effective and compliant with legal requirements.

At Genie AI we’ve seen first-hand how a lack of an adequate fire safety policy can be devastating in emergency situations - as well as having serious legal ramifications that could cost businesses dearly both financially, and in terms of reputation. To be compliant with current laws and regulations employers are required to undertake regular reviews of their policy and training staff on how best to respond in the case of an outbreak.

An effective fire safety policy is about more than just ticking boxes however; it can also help protect employees from harm if a worst-case scenario does occur. Having confidence that their place of work takes appropriate measures when it comes to safety will not only boost morale but also prevent any unnecessary suffering or injuries. Likewise having insurance policies in place should something go awry will provide additional peace-of-mind to both employees and customers alike.

In order to make sure your business meets legal criteria while ensuring the greatest levels of protection Genie AI provides free fire safety policy templates which provide comprehensive guidance on how best you can develop a plan tailored specifically for your organisation. We believe that having access to this sort of information shouldn’t require you have a Genie AI account either - so if you’re looking for step-by-step instructions on creating an effective fire safety policy then read on below for detailed information on accessing our template library today!

Definitions

Fire Safety Regulations: Rules and regulations put in place to prevent fires in the workplace.
Designated Fire Safety Manager: A person with expertise in fire safety that is responsible for providing guidance and advice on fire safety regulations.
Evacuation Routes: The paths and exits that should be followed in the event of a fire to exit the building safely and quickly.
Emergency Contact Information: Names and contact details of important personnel to be contacted in the event of a fire, such as the fire safety manager, emergency services, building owners and landlords.
Emergency Response Team: A trained and experienced group of personnel that can respond to and coordinate the evacuation of the building in the event of a fire.
Fire Safety Violations: Breaches of fire safety regulations.
Reporting Procedures: A process for reporting fires and other potential hazards or issues to the designated fire safety manager or other relevant personnel.
Fire Extinguishers: A device used to put out fires.
Smoke Detectors: A device used to detect the presence of smoke in the air and alert people to the presence of a fire.
Fire Alarms: A device used to alert people to the presence of a fire.
Fire Safety Equipment: Devices and tools used to prevent and/or respond to fires in the workplace.
Fire Safety Training and Education: Instruction given to employees on how to use fire safety equipment, how to identify potential fire hazards, and how to respond in the event of a fire.
Fire Safety Checks and Inspections: Regular reviews of fire safety equipment and evacuation routes to ensure they are in good working order and up to date.
Fire Safety Signage: Signs indicating the location of fire exits, fire extinguishers, and other fire safety equipment.

Contents

1. Identify the relevant fire safety regulations that apply to the business.
2. Establish the roles and responsibilities of all staff members and other parties who may be involved in fire safety
3. Assign the designated fire safety manager
4. Ensure everyone knows who is responsible for fire safety
5. Develop an emergency response plan for potential fire incidents
6. Designate and practice evacuation routes
7. Outline emergency contact information
8. Develop a plan for emergency response teams
9. Establish fire safety policies and procedures for the workplace
10. Create a policy for fire safety violations
11. Outline reporting procedures for fires
12. Provide regular fire safety training and education to employees
13. Ensure employees know how to use fire extinguishers and other fire safety equipment
14. Outline the proper procedures for responding to a fire
15. Make sure all employees are aware of their roles and responsibilities in the event of a fire.
16. Ensure the workplace is adequately equipped with fire safety equipment
17. Install fire extinguishers, smoke detectors, and other fire safety equipment
18. Make sure all fire safety equipment is in good working order
19. Carry out regular fire safety checks and inspections
20. Check fire exits and other escape routes regularly
21. Inspect fire safety equipment regularly
22. Document all fire safety activities and ensure they are up to date
23. Maintain records of fire safety inspections and tests
24. Update emergency response plans on a regular basis
25. Develop appropriate fire safety signage and ensure they are displayed in the workplace
26. Install signage indicating fire escape routes
27. Place signs on fire extinguishers and other fire safety equipment

Get started

Identify the relevant fire safety regulations that apply to the business.

• Research the current fire safety legislation that applies to businesses in the UK
• Identify the specific regulations that apply to your business, such as the Regulatory Reform (Fire Safety) Order 2005 and the Building Regulations in England and Wales
• Consider any additional regulations that may apply to your business based on the type of industry and the kind of premises you occupy
• Make sure to stay up to date with the latest changes in fire safety regulations and legislation

When you can check this off your list:
When you have identified all the relevant fire safety regulations that apply to your business.

Establish the roles and responsibilities of all staff members and other parties who may be involved in fire safety

• Identify all staff members, contractors and other parties that may be involved in fire safety
• Assign roles to each individual, including a designated fire safety manager
• Ensure that all staff understand their roles and responsibilities
• Create a policy document outlining each individual’s role and responsibilities
• Make sure all staff are aware of the policy
• Hold regular training and refresher courses to maintain awareness

How you’ll know when you can check this off your list and move on to the next step:

• When all staff members, contractors and other parties have been identified, assigned roles and responsibilities, and are aware of the policy, you can move on to the next step.

Assign the designated fire safety manager

• Identify and appoint a designated fire safety manager who has the necessary knowledge and training in fire safety and is able to assume responsibility for the fire safety within the organisation.
• Make sure the fire safety manager is easily contactable and has enough time to complete their duties.
• Provide the fire safety manager with the necessary tools and resources to carry out their role effectively.
• Ensure that the fire safety manager is properly trained in fire safety and any other related areas.
• Ensure that the fire safety manager is kept up to date with any changes to the fire safety policy.
• Provide the fire safety manager with the necessary support and guidance to carry out their role effectively.

Once you have identified and appointed the designated fire safety manager, you can check this off your list and move on to the next step.

Ensure everyone knows who is responsible for fire safety

• Meet with the designated fire safety manager to discuss roles and responsibilities
• Create a list of people who are responsible for fire safety and their respective roles
• Make sure the list is comprehensive and up-to-date
• Communicate the list to all relevant personnel
• Ensure everyone is aware of their roles and responsibilities
• Check that everyone has been given the right information and training
• When everyone is aware of their roles and responsibilities, you can move on to the next step which is developing an emergency response plan for potential fire incidents.

Develop an emergency response plan for potential fire incidents

• Create an emergency response plan that outlines the steps to take in the event of a fire
• Designate personnel that will be responsible for responding to a fire emergency
• Outline the steps to take in order to contain and extinguish the fire
• Identify the resources available for responding to a fire emergency, such as fire extinguishers, fire alarms, and emergency exits
• Establish procedures for evacuating the building in the event of a fire
• Make sure personnel are aware of the emergency response plan and are familiar with its procedures
• Have regular fire drills and review the emergency response plan with personnel

When you can check this off your list and move on to the next step:

• When you have created an emergency response plan that outlines the steps to take in the event of a fire
• When personnel are aware of the emergency response plan and are familiar with its procedures
• When you have established procedures for evacuating the building in the event of a fire
• When you have identified the resources available for responding to a fire emergency

Designate and practice evacuation routes

• Designate two evacuation routes for each building/room, with multiple escape routes in each
• Ensure that all routes are clearly marked and that all staff/visitors are aware of them
• Practice evacuations regularly to ensure that all staff/visitors are familiar with the routes
• Carry out regular fire drills to check that the routes are working correctly and that everyone knows how to safely evacuate the building/room
• Keep records of any fire drills and training sessions for reference in the future

How you’ll know when you can check this off your list and move on to the next step:
You’ll know when you can check this off your list and move on to the next step when you have completed the following tasks:

• Designated two evacuation routes for each building/room
• Ensured that all routes are clearly marked and that all staff/visitors are aware of them
• Practiced evacuations regularly
• Carried out regular fire drills
• Kept records of any fire drills and training sessions

Outline emergency contact information

• Provide contact information for emergency services (fire, police, ambulance)
• Provide contact information for key personnel, such as the fire safety officer, nominated fire wardens and building managers
• Establish clear procedures for reporting a fire or emergency
• Ensure contact information is easily accessible to all staff and visitors
• When contact information is up-to-date and can be easily accessed, you can check this off your list and move on to the next step.

Develop a plan for emergency response teams

• Identify which staff members are to be part of the emergency response team
• Create an emergency response plan that outlines the roles and responsibilities of all team members
• Include a clear chain of command and a list of emergency contact numbers
• Define the processes for notification of the emergency response team
• Ensure the plan is shared with all staff members and is regularly reviewed and updated
• When the plan is completed, review it with all staff members and ensure they understand their roles and responsibilities.

You will know you have completed this step when the emergency response plan is completed, shared with all staff members, and they understand their roles and responsibilities.

Establish fire safety policies and procedures for the workplace

• Determine the scope of the policy, taking into account the size and type of business, and the number of employees.
• Develop a policy document, outlining the roles and responsibilities of employees and management when it comes to fire safety.
• Ensure that all staff are aware of, and understand, the policy.
• Provide training to ensure that all staff are capable of implementing the policy effectively.
• Update the policy and procedures regularly.
• Monitor and review the policy and procedures to ensure they are effective.

How you’ll know when you can check this off your list and move on to the next step:

• When you have developed a policy document outlining the roles and responsibilities of employees and management when it comes to fire safety, and all staff are aware of and understand the policy.

Create a policy for fire safety violations

• Draft a policy outlining violations for fire safety and what the consequences will be for employees who breach the policy.
• When the policy has been drafted, send it to all staff for review and make it available for everyone to read.
• Gather feedback from all staff regarding the policy and make changes where necessary.
• Once all feedback has been considered and the policy has been finalized, make it available to all staff and ensure it is understood.
• When all staff have read and understood the policy, have them sign a document to signify they have read and understand the policy.
• When all staff have signed off and the policy is finalized, you can mark this step as complete and move on to the next step.

Outline reporting procedures for fires

• Establish a clear chain of command for reporting fires - specify who should be contacted first, and what the process is if the responsible party is not available.
• Ensure that all employees are aware of the reporting procedure, and have access to the contact information.
• Set clear time frames for reporting a fire - such as within 1 hour of the fire being discovered - and the consequences of not following this procedure.
• Designate an area within the workplace where employees can find the fire report form and any other relevant documents.
• Set up a system to track and monitor fire reports to ensure they are completed correctly and in a timely manner.

Checklist to complete this step:

• Established a clear chain of command for reporting fires
• Ensured that all employees are aware of the reporting procedure
• Set clear time frames for reporting a fire
• Designated an area within the workplace for the fire report form and other documents
• Set up a system to track and monitor fire reports.

Provide regular fire safety training and education to employees

• Create a fire safety policy document that outlines the training and education process
• Develop a training schedule that outlines the date, time and duration of the training session
• Appoint a designated fire safety trainer who will deliver the training
• Provide the necessary materials to ensure the training is effective
• Ensure training is regularly reviewed and updated as needed
• Track and document all fire safety training sessions
• Make sure employees are aware of the fire safety policy and the training schedule
• Make sure employees understand the importance of fire safety and how to react in an emergency
• Ensure that employees are familiar with the use of fire extinguishers

You can check this off your list when the training has been scheduled and all employees have completed the training.

Ensure employees know how to use fire extinguishers and other fire safety equipment

• Decide on the fire safety equipment that employees should be trained on, such as fire extinguishers, fire blankets, escape ladders, and smoke alarms
• Identify the appropriate and qualified personnel to provide instruction and training
• Ensure that all employees understand the importance of fire safety and the proper use of fire safety equipment
• Create a training program that covers the different types of fire safety equipment and how to use them
• Provide hands-on demonstrations and practice sessions to give employees a chance to use the equipment
• Keep records of the training to ensure that all employees are up-to-date on their fire safety training
• When all employees have successfully completed the training, check this off your list and move on to the next step.

Outline the proper procedures for responding to a fire

• Put together a comprehensive plan of action that outlines how to respond to a fire and distribute it to all employees.
• Set out clear responsibilities and expectations for each employee in the event of a fire.
• Define the evacuation procedure and the chain of command.
• Designate specific evacuation routes and meeting points.
• Designate a ‘Fire Warden’ to take charge of the evacuation and check that all areas of the building are clear.
• Set up a system of fire patrols to regularly check fire safety equipment and perform regular fire drills.

Once these procedures have been outlined and put into place, this step can be checked off the list and the next step can be completed.

Make sure all employees are aware of their roles and responsibilities in the event of a fire.

• Identify who is responsible for fire safety in the workplace
• Develop a clear fire safety policy and ensure that all employees are aware of their individual roles and responsibilities
• Provide training sessions to all employees to ensure they understand the fire safety policy and their roles and responsibilities
• Ensure that all employees are aware of the appropriate actions to take in the event of a fire
• Establish a system for regularly reviewing the fire safety policy and updating it as needed
• Check with your local fire department to ensure your fire safety policy meets local regulations
• Once this step is completed, move on to the next step of outlining the proper procedures for responding to a fire.

Ensure the workplace is adequately equipped with fire safety equipment

• Determine the type and quantity of fire safety equipment that is required for your workplace based on the size, layout, and activity of the building.
• Acquire the necessary fire safety equipment, ensuring that it is of the highest quality and in good working condition.
• Install fire extinguishers, smoke detectors, and other fire safety equipment in the appropriate locations throughout the building.
• Test the fire safety equipment regularly to ensure that they are in proper working condition.
• Train employees on the proper use of the fire safety equipment.

Once all necessary fire safety equipment has been installed and tested, you can move onto the next step.

Install fire extinguishers, smoke detectors, and other fire safety equipment

• Identify the areas in your workplace which require fire safety equipment and decide the type and quantity of fire safety equipment to be installed.
• Purchase the required fire safety equipment, such as fire extinguishers, smoke detectors, and fire alarms.
• Install the fire safety equipment in the appropriate areas in your workplace.
• Document the location of each fire safety device, including the type and model of each device.
• When you have installed all the fire safety equipment, check off this step from your list to move on to the next step.

Make sure all fire safety equipment is in good working order

• Check that all fire safety equipment is in good working order, such as fire extinguishers, smoke detectors, fire sprinklers, and alarms
• Test all equipment to ensure it is functioning properly
• Make sure all fire safety equipment is properly labelled and easy to identify
• Replace any fire safety equipment that is not working or has been damaged
• Make sure all fire safety equipment is securely stored and easily accessible
• When all fire safety equipment is in good working order, the step can be checked off the list.

Carry out regular fire safety checks and inspections

• Carry out regular fire safety checks and inspections of the premises and any equipment regularly to ensure all fire safety equipment is in good working order
• Designate staff to carry out these inspections and document the results
• Check the premises at least once a year and document any necessary repairs or replacements
• Keep a log of all fire safety inspections and maintenance
• When the fire safety checks and inspections are completed, record the results in the log and move on to the next step of checking fire exits and other escape routes regularly.

Check fire exits and other escape routes regularly

• Make sure all fire exits are clearly marked and that the signs are not obstructed
• Check that all fire exits are unlocked and can be opened with ease
• Make sure that all fire exits are not blocked and that there is a clear path to the exit
• Inspect all fire escape routes regularly to ensure they are clear and unobstructed
• Inspect any fire doors to make sure they are working correctly and not stuck
• Pay particular attention to any high-risk areas or areas that may be obstructed

Once you have completed the inspection of your fire exits and other escape routes, you can move onto the next step.

Inspect fire safety equipment regularly

• Check all fire alarms on a regular basis to ensure they are fully operational
• Inspect fire extinguishers at least once a month to make sure they are in good working order and have the correct pressure levels
• Make sure any other fire safety equipment is inspected according to the manufacturer’s guidelines and any local regulations
• Document all inspections in a logbook
• Once all fire safety equipment has been inspected and documented, you can move on to checking the fire exits and other escape routes.

Document all fire safety activities and ensure they are up to date

• Review existing fire safety activities and determine which need to be updated
• Create a list of fire safety activities that need to be documented
• Document all fire safety activities in a written policy, including a clear description of what is required and when
• Update the fire safety policy regularly to ensure information is current
• Distribute the fire safety policy to all relevant staff

Once you have documented all fire safety activities and ensured they are up to date, you can move on to the next step.

Maintain records of fire safety inspections and tests

• Ensure that records are kept of all fire safety inspections and tests
• Document the date and time of each inspection and test, as well as any relevant information
• Store fire safety inspection and test records in a secure location such as a filing cabinet
• Establish a system for regularly reviewing and updating fire safety inspection and test records
• When the above is complete you can move on to the next step, updating emergency response plans on a regular basis.

Update emergency response plans on a regular basis

• Ensure emergency response plans are reviewed at least annually, or when significant changes to the workplace occur.
• Make sure the plans are written in an easy-to-understand format, and are regularly communicated to all staff.
• Ensure any changes to the plan are communicated to all staff and the necessary training is provided.
• Make sure key contact information is kept up-to-date.
• Keep records of any changes to the emergency response plan.

You can check this off your list when you have reviewed the emergency response plans at least annually, or when significant changes to the workplace occur, communicated any changes to the plan to all staff and provided the necessary training, and updated key contact information.

Develop appropriate fire safety signage and ensure they are displayed in the workplace

• Identify the necessary fire safety signage for the workplace (eg. Fire exit signs, fire assembly points, no smoking signs, etc.)
• Source the signage and make sure it meets the relevant standards (BS 5499 and BS EN ISO 7010)
• Display the signs in appropriate locations throughout the workplace
• Check that the signs are clearly visible and understandable
• When you’ve completed the above steps, you can check this step off your list and move on to the next step.

Install signage indicating fire escape routes

• Arrange for the appropriate signage to be printed, or create them yourself using a computer
• Hang the signs on exit and evacuation routes, making sure they are clearly visible
• Place signs at the entrance to all fire exits and fire escape routes, indicating the direction to the exit
• Place signs at the top and bottom of stairwells, indicating the direction of the closest fire exit
• Place signs on any doors that can be used as fire exits, indicating the direction of the nearest fire exit
• Double check that the signage is clearly visible and legible
• Once all signage is installed, check that all fire exits are clearly indicated and marked
• Once all signage is in place and the exits are clearly indicated, you can move on to the next step.

Place signs on fire extinguishers and other fire safety equipment

• Place signs on fire extinguishers to indicate their location and how to use them
• Place signs on other fire safety equipment (such as fire alarms, smoke detectors, fire blankets and fire doors) to indicate their location
• Ensure that all signs are clearly visible and legible
• Check that all signs are in place and correctly mounted
• When all signs are in place, you can check off this step and move on to the next step.

FAQ

Q: How should I go about creating a fire safety policy when my business operates in the EU and UK?

Asked by Anthony on 8th April 2022.
A: As the UK and EU have different fire safety regulations, it’s important to ensure your fire safety policy reflects both sets of regulations. To start, you should research the relevant legislation in both areas. This will give you an overview of the minimum requirements for fire safety in each jurisdiction. You should then create a policy which incorporates both sets of regulations and is tailored to your business’ needs. Consider factors such as your industry, sector and business model (SaaS, Technology or B2B for example) as these may have an impact on your policy.

Q: Are there any legal requirements for businesses in the UK to have a fire safety policy?

Asked by Christopher on 5th June 2022.
A: Yes, businesses in the UK are legally required to have a fire safety policy in place. The Regulatory Reform (Fire Safety) Order 2005 is the main law which governs fire safety in England and Wales, and it requires that all businesses must have a written fire safety policy. This must include details such as how to prevent fires, how to detect and respond to fires, evacuation procedures and how you will maintain fire safety systems.

Q: What is the difference between a general fire safety policy and one that is specific to my business?

Asked by Angela on 15th February 2022.
A: A general fire safety policy provides basic guidance on how to prevent, detect and respond to fires, while a business-specific policy is tailored to meet your specific needs. A business-specific policy should take into account factors such as your industry sector, the size of your company, any relevant legislation and any other special considerations that apply to your business. It should also include details on how you will maintain fire safety systems and provide guidance for employees on evacuation procedures.

Q: How can I make sure my employees are aware of my fire safety policy?

Asked by Matthew on 3rd August 2022.
A: Once you’ve created your fire safety policy, it’s important that all employees are aware of it. You should make sure that all staff members receive a copy of the policy and are given training on how to implement it. You should also make sure that all areas of the workplace are clearly marked with signs indicating where exits are located and where emergency equipment is stored. Additionally, it’s important to regularly review your policy and ensure that it is being followed correctly by all staff members.

Q: What type of equipment do I need for my fire safety policy?

Asked by Ashley on 17th September 2022.
A: The type of equipment you need for your fire safety policy will depend on several factors such as the size of your workplace, the type of work that takes place there, and any relevant legislation or regulations in your area. Generally speaking, you should make sure that you have smoke detectors installed throughout the premises, as well as fire blankets or extinguishers in areas where there is potential for a fire to start quickly. You may also need to consider additional equipment such as escape ladders or sprinkler systems depending on the layout of your building.

Q: Do I need a risk assessment as part of my fire safety policy?

Asked by Jessica on 11th March 2022.
A: Yes, it is recommended that businesses carry out a risk assessment as part of their fire safety policy. This assessment should identify any potential risks in the workplace which could lead to fires or increase their severity if they do occur. The assessment should take into account factors such as employee training needs, potential sources of ignition (e.g., electrical equipment), combustible materials stored in the workplace and procedures for dealing with fires if they occur. Once you’ve identified potential risks, you can create appropriate policies for dealing with them effectively.

Q: Is there any difference between a fire safety policy for residential buildings and one for commercial buildings?

Asked by David on 1st May 2022.
A: Yes, there are some differences between residential and commercial buildings when it comes to creating a fire safety policy. In residential buildings such as houses or flats, it’s important to make sure that all occupants know what to do in case of an emergency such as a fire - this includes having designated escape routes mapped out clearly and ensuring smoke detectors are installed throughout the premises. For commercial buildings such as offices or factories, additional measures may be necessary such as installing sprinkler systems or having regular maintenance checks on any electrical equipment used in the building.

Q: Can I use my own templates or documents when creating my own fire safety policy?

Asked by Elizabeth on 28th July 2022.
A: Yes, you can use your own templates or documents when creating your own fire safety policies - however, these should be tailored specifically to meet your own business needs rather than being generic templates taken from other sources such as the internet or published guidelines from governing bodies or industry associations. Your policies should be based on relevant legislation in both UK and EU jurisdictions where applicable, taking into account factors such as industry sector, business model (SaaS or B2B etc.), size of company and any other special considerations which may apply to your particular business model or operations.

Example dispute

Suing a Company for Neglecting Fire Safety Policies

• The plaintiff must prove that the company failed to comply with relevant fire safety policies, such as those outlined in the Building Code, Fire Code, or other applicable regulations.
• The plaintiff must demonstrate that the company’s negligence caused or contributed to the fire and/or resulting damages.
• The plaintiff must show that they suffered damages as a result of the company’s negligence.
• The plaintiff must present evidence to support their claim, such as photographs, witness accounts, expert testimony, and/or other documentation.
• The court must determine if the company is liable and, if so, how much they must pay in damages.
• Possible damages may include medical expenses, lost wages, property damage, and pain and suffering.

Templates available (free to use)

Fire Safety Policy

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