Fire safety at work: what UK employers must do

Fire safety at work comes down to a handful of duties that apply to almost every workplace in England and Wales. The law behind them is the Regulatory Reform (Fire Safety) Order 2005. This guide covers who holds those duties, what they ask for day to day, and where most workplace fires start.

Who is responsible for fire safety at work?

The Order gives its duties to a “responsible person”. In a workplace, that is the employer, as long as the workplace is to any extent under their control. For other premises, it is whoever runs a business there, or the owner.

A shared building can have more than one responsible person. For example, a landlord may look after the stairs and the alarm while each tenant looks after its own floor. In that case they have to work together, and each one still keeps its own duties.

Start with a fire risk assessment

Every plan for fire safety at work starts here. The Order asks for a “suitable and sufficient” fire risk assessment, which looks at what could start a fire, what would burn, and who would be at risk, including anyone who would struggle to get out. Then it sets out the precautions you need.

You also need to review it regularly, and again after any big change, such as new work, a new layout or new equipment. Since 1 October 2023, every responsible person has had to keep a written record of it, whatever the size of the business. Before then, a written record was mainly a duty for employers with five or more staff. The record has to include what you found, what you have done or plan to do, and any group of people at particular risk.

Alarms, extinguishers and escape routes

Where people need it to stay safe, you must provide suitable fire-fighting equipment, fire detectors and alarms. Extinguishers and other manual kit also have to be easy to reach, simple to use and marked with a sign. Your risk assessment decides what suitable means for your building. A small office might need a few extinguishers and a simple alarm, while a large site may need a zoned system that shows where the fire is. Our guide to fire extinguishers at work explains which type goes with which fire.

Escape routes and fire exits must stay clear at all times, and they should lead as directly as possible to a place of safety. In addition, a competent person needs to check and service the alarm, the extinguishers and the emergency lighting. Keep a log of every test, because it is the first thing an inspector will ask to see.

Plan what happens when the alarm goes off

Fire safety at work also needs a plan for serious and imminent danger, including fire drills. You also need to name enough competent people to carry out the evacuation. Most workplaces call them fire wardens or fire marshals, and our article on how many fire wardens your workplace needs covers the numbers.

A good plan names the escape routes, the assembly point and the person who calls 999. It should also cover visitors and anyone who needs help to leave, such as a colleague who uses a wheelchair. Then test it. Most workplaces run a drill at least once a year and fix whatever the drill shows up.

Train your staff

Training is the part of fire safety at work that the law spells out most clearly, as a duty in its own right. Under article 21, everyone needs suitable and sufficient fire training when they start. They need it again when the risks change, for example when they move to a new role or new equipment arrives. The training should repeat from time to time where it makes sense, and it has to happen during working hours.

Our Fire Awareness Training covers what every employee needs to know. For the people who lead an evacuation, there is Fire Warden Training.

Where workplace fires start

Good fire safety at work also means knowing where fires start. Most have ordinary causes, which means most of them can be prevented. These are the ones to look for first.

• Electrics: overloaded sockets, extension leads plugged into each other, damaged cables and faulty kit. Spread the load, keep cables out from under carpets, and ask staff to report scorch marks, burning smells or flickering lights.
• Rubbish and storage: paper, cardboard and packaging burn fast. Clear waste often, keep it away from heat, and never stack anything in front of an exit or an extinguisher.
• Kitchens: toasters, microwaves and built-up grease. Keep appliances clean and never leave cooking alone. Your risk assessment may call for a fire blanket, or a wet chemical extinguisher where there is a deep fat fryer.
• Smoking: give smokers a marked spot outside, well away from doors, windows and bins, with proper ashtrays.
• Arson: deliberate fires are a real risk for many businesses. Keep bins away from the building, lock stores of anything that burns, and control who comes in.
• Flammable liquids: keep solvents, paints and fuels to the smallest amount you need, in a fire-resistant cabinet.

To see why a small fire grows so quickly, read our guide to how fire spreads in the workplace. Fire doors slow that spread, but only when they are shut, as our fire door article explains.

What a fire costs a business

Getting fire safety at work wrong is expensive. A fire can close a business for weeks. Beyond the damage to the building, stock and equipment, it can wipe out records and data, delay orders and send customers to a competitor. Insurance covers some of that, but rarely all of it.

The law has teeth too. Your local fire and rescue service can inspect your premises and issue notices, and the worst breaches of the Order can mean an unlimited fine or up to two years in prison.

Three things to check this month

First, make sure your fire risk assessment is written down and still matches how you work. Next, walk your escape routes and clear anything in the way. Finally, check that everyone on your team has had fire training, and book it for anyone who has not. Those three steps cover most of what fire safety at work asks of you.