Just as a security system is your best protection against burglars, a robust fire alarm system is your property’s first line of defence against fire hazards.
And a legal requirement. Even though we don’t fit fire alarms ourselves, our security systems often have to integrate with them. Both need to be installed and maintained by a competent and accredited company to be sure you have the best protection. That’s why we’re drawing this to your attention on our website.
Fire Protection for Business: What You Need to Know
Protecting your business from fire requires more than a smoke detector on the ceiling. You have legal duties, equipment obligations, and ongoing maintenance responsibilities — and the legislation that governs them is often misquoted online. This article sets out what you actually need to do, clearly and accurately.
Legal Requirements and Regulations
Fire safety for commercial premises in England and Wales is governed by the Regulatory Reform (Fire Safety) Order 2005 (commonly called the FSO). If you employ five or more people, you are legally required to carry out a fire risk assessment and record it in writing. Smaller businesses still carry the duty — they just do not need to record it formally.
The FSO places legal responsibilities on the “Responsible Person.” That is typically the employer for a workplace, or the person with overall control of the premises. The FSO requires the Responsible Person to:
- Carry out a suitable and sufficient fire risk assessment (Article 9)
- Implement appropriate fire precautions based on the assessment findings
- Provide appropriate fire-fighting equipment and fire detection where necessary (Article 13)
- Maintain all fire safety systems and equipment in efficient working order (Article 17)
- Appoint competent persons to assist with fire safety measures (Article 18)
- Ensure adequate emergency routes and exits (Article 14)
- Provide fire safety training to employees (Article 21)
The penalties for non-compliance are severe. Failure to comply where relevant persons are placed at risk can result in an unlimited fine and up to two years’ imprisonment under Article 32 of the FSO. Directors and senior managers can be held personally liable where offences are committed with their consent, connivance, or neglect (Article 32(8)).
A Note on Other Legislation
You may also come across references to the Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022. These built on the FSO but have specific, narrower scopes. The Fire Safety Act 2021 clarified that the FSO applies to the external walls and flat entrance doors of multi-occupied residential buildings. The 2022 Regulations introduced additional duties for those responsible for buildings with two or more residential flats. For most commercial premises — offices, retail, hospitality, warehouses — the FSO 2005 is the primary legislation you need to understand.
Fire Risk Assessment Fundamentals
Your fire risk assessment (FRA) is the foundation of everything. Article 9 of the FSO requires the Responsible Person to make a “suitable and sufficient” assessment of fire risks. The assessment determines what fire precautions are needed — it is not a box-ticking exercise.
Your FRA should cover:
- Identification of fire hazards (ignition sources, fuel, oxygen)
- Identification of people at risk, including those with specific needs
- Evaluation of the risk and what measures are already in place
- Preventive and protective measures needed to reduce the risk
- Emergency procedures: evacuation, fire detection, fire-fighting
- Information, instruction, and training for staff
- Review arrangements
Review your FRA at least annually, and after any significant change to the premises, occupancy, or the way the building is used. There is no fixed calendar interval beyond that — the FSO requires the assessment to remain “suitable and sufficient” for the actual conditions in your premises. In practice, most competent fire safety consultants recommend annual review as standard.
Essential Fire Safety Equipment
Fire Extinguishers
Your fire risk assessment determines how many extinguishers you need and where they should be placed. BS 5306-8:2023 — the British Standard for selection and positioning — requires at minimum two Class A-rated extinguishers per storey, with an aggregate rating of at least 26A. The type of extinguisher depends on the fire risks present in each area.
Key positioning rules from BS 5306-8:
- No person should need to travel more than 30 metres to reach a Class A extinguisher
- Class B extinguishers should be positioned no more than 10 metres from the hazard
- Class F extinguishers (for cooking oil fires) should be positioned near the cooking appliance
- CO2 extinguishers for electrical risks should be within 10 metres of the hazard
- Extinguishers should be wall-mounted on brackets or positioned on appropriate stands so their location is clearly visible — not left loose on the floor
Note that CO2 extinguishers are not effective on Class A fires (wood, paper, textiles). Powder extinguishers should not be specified for indoor use without specific justification, because of impaired visibility and inhalation risks. Your fire risk assessment or a competent installer should specify the correct types for your premises.
Smoke Detectors and Fire Alarms
Fire alarm systems in non-domestic premises are covered by BS 5839-1:2025. Your fire risk assessment determines which system category is appropriate for your premises. The system type — whether addressable (identifies exactly which device activated) or conventional (identifies which zone) — depends on the size and complexity of your building.
Emergency Lighting
Emergency lighting illuminates escape routes when normal power fails. It is covered by BS 5266-1. Systems must be tested monthly (functional test) and annually (full-duration discharge test, typically three hours). A competent person must carry out the annual test and issue a certificate.
Maintenance and Testing Schedules
Article 17 of the FSO requires you to maintain all fire safety equipment in an efficient state, in efficient working order, and in good repair. The frequencies below reflect the recommendations of the relevant British Standards — your fire risk assessment may indicate more frequent testing is appropriate for your premises.
Fire Alarm Systems
- Daily: Visual check of the control panel — the green indicator should show normal status
- Weekly (recommended by BS 5839-1): Test at least one manual call point on a rotating basis, using a test key. Verify the alarm sounds and that the panel receives the signal. Record the result in the fire safety logbook
- Six-monthly (by a competent engineer): Full professional inspection and servicing. This is the minimum interval recommended by BS 5839-1. The engineer should test detectors, check circuitry, inspect batteries and power supplies, and issue a servicing certificate
Fire Extinguishers
- Monthly (by the Responsible Person or their nominee): Visual check — in place, accessible, undamaged, pressure in green zone, tamper seal intact
- Annual basic service (by a competent person): Full external and component inspection, pressure and weight check, and service label. Carried out by a technician employed by a BAFE SP101-registered organisation
- Five-yearly extended service: Internal inspection, test discharge, and refill for water, foam, powder, and wet chemical types
- Ten-yearly CO2 overhaul: Hydraulic pressure testing of the cylinder
Emergency Lighting
- Monthly: Functional test — simulate power failure and verify all units illuminate
- Annual: Full three-hour duration test by a competent person, with documented service records
Fire Doors
- Regularly: Visual check that doors close fully, seals are intact, and hinges are undamaged
- Periodic inspection by a competent person: Typically annually for most premises, or more frequently in high-use buildings — checking structural integrity, hardware, intumescent strips, smoke seals, and that the correct fire resistance rating is maintained
- In buildings with flats, the Fire Safety (England) Regulations 2022 require flat entrance doors to be checked at least every 12 months (more frequently for buildings over 18 metres)
Keep detailed records of all testing and maintenance. These are your evidence of compliance during a fire authority inspection.
Training Your Workforce
Article 18 of the FSO requires the Responsible Person to provide adequate fire safety training to employees. Training should cover:
- Fire prevention — identifying and reporting hazards
- What to do on discovering a fire
- How to raise the alarm
- Evacuation procedures and assembly points
- How to use fire extinguishers (for designated staff only — don’t train people to fight fires they shouldn’t)
Appoint fire marshals — competent people who can assist with evacuation and carry out a sweep of their area. Training should be given on induction, refreshed at regular intervals, and updated whenever procedures or the premises change. Record all training and retain the records.
Emergency Response Planning
Your emergency procedures should be documented and communicated to all staff. They should cover:
- How the alarm will be raised and who contacts the Fire and Rescue Service
- Evacuation routes and assembly points
- Roles and responsibilities during an evacuation (fire marshals, the Responsible Person)
- Arrangements for people who need assistance to evacuate
- Procedures for accounting for all occupants at the assembly point
Conduct fire drills at appropriate intervals — annually as a minimum for most premises, more frequently if you have high staff turnover or complex evacuation arrangements. Review your procedures after every drill and after any incident.
Building Design and Escape Routes
Emergency Exit Placement
Approved Document B sets maximum travel distances to emergency exits. These vary by building type and the number of escape directions available:
- Where only one direction of escape is available: maximum 18 metres
- Where two or more directions of escape are available: up to 45 metres (and up to 60 metres in some industrial buildings)
Emergency exits must be clearly signposted, unobstructed at all times, and fitted with emergency lighting. The needs of people with mobility impairments must be considered in your evacuation plan.
Fire-Resistant Construction
Building Regulations (through Approved Document B) set requirements for fire-resistant construction at the time of build or significant refurbishment. Fire-rated doors, compartment walls, and floors slow the spread of fire and allow time for evacuation. Your FRA should identify whether your building’s passive fire protection remains in good condition.
Documentation and Record Keeping
If you employ five or more people, your fire risk assessment must be recorded in writing. Beyond that, good record-keeping is both a legal safeguard and practical management tool. Your fire safety logbook should contain:
- The current fire risk assessment and any previous versions
- Records of all fire alarm tests (date, call point tested, result, person responsible)
- Servicing certificates for fire alarm, emergency lighting, and extinguishers
- Records of fire drills (date, time, any issues identified, actions taken)
- Training records for all staff
- Records of any fire incidents, false alarms, or near misses
- Maintenance and repair records for all fire safety equipment
Organise your records so they are readily available when fire authority inspectors visit. Digital records backed up off-site are good practice, but physical copies on-site are recommended.
Putting It All Together
Effective fire protection is built on three foundations: a rigorous fire risk assessment that drives all your decisions, properly installed and maintained equipment, and well-trained people who know exactly what to do. These are not independent requirements — they reinforce each other.
Review your arrangements regularly. Fire safety legislation places a continuing duty on the Responsible Person. That means staying current with changes to your premises, your occupancy, your processes, and the standards that govern equipment maintenance. If you are unsure whether your current arrangements are adequate, appoint a competent fire safety professional to carry out a review.
