Fire Safety in Offices - Compliance Guide for UK Workplaces

Office environments may seem low-risk compared to industrial sites or care homes, but fire safety in offices remains a legal requirement that demands proper attention. Every year, fires in office buildings cause injuries, business disruption, and significant financial losses that could have been prevented with proper fire safety management.

Whether you manage a small office suite or a large multi-tenanted building, understanding your fire safety obligations is essential for protecting your staff, visitors, and business.

Fire risk assessment for office environments

Under the Regulatory Reform (Fire Safety) Order 2005, the "responsible person" (typically the employer, building owner, or whoever has control of the premises) must carry out a suitable and sufficient fire risk assessment.

For offices, this assessment should examine:

Sources of ignition:

• Electrical equipment (computers, printers, servers, kitchen appliances)
• Portable heaters (often brought in by staff without authorisation)
• Overloaded sockets and extension leads
• Smoking areas (if applicable)
• Hot work from maintenance contractors

Sources of fuel:

• Paper documents and cardboard storage
• Office furniture (desks, chairs, partitions)
• Curtains, blinds, and soft furnishings
• Waste paper bins (especially if emptied infrequently)
• Combustible materials in store rooms

People at risk:

• Employees across all areas
• Visitors and contractors
• Cleaners and security staff (often present outside normal hours)
• People with disabilities or mobility impairments
• Anyone unfamiliar with the building layout

When to review your office fire risk assessment

Review your assessment:

• At least annually as standard practice
• After any layout changes (new partitions, relocated departments)
• When you introduce new equipment or processes
• Following any fire, near miss, or false alarm
• When occupancy numbers change significantly
• If the fire and rescue service raises concerns during an inspection

Common office fire hazards

Understanding the specific fire hazards present in office environments helps you manage them effectively.

Electrical equipment

Offices are dense with electrical equipment, making electrical fires one of the most common risks:

• Computer equipment running continuously generates heat and can fail
• Overloaded sockets from daisy-chained extension leads create fire risk
• Faulty or damaged cables are often hidden under desks
• Personal electrical items brought from home may not meet safety standards
• Server rooms contain high-density electrical equipment with significant heat generation

Control measures:

• Implement PAT testing for portable appliances
• Prohibit daisy-chaining of extension leads
• Ensure adequate ventilation for equipment that generates heat
• Encourage staff to switch off equipment when not in use
• Conduct regular visual inspections of cables and sockets

Kitchen and break areas

Office kitchens and tea points are common fire ignition locations:

• Microwaves, toasters, and kettles are heavily used
• Grease build-up on cooking appliances
• Items left unattended during cooking
• Combustible materials stored near heat sources

Control measures:

• Install heat detectors (not smoke detectors) in kitchen areas
• Provide fire blankets near cooking equipment
• Implement regular cleaning schedules for appliances
• Post clear instructions about not leaving cooking unattended
• Keep combustible materials away from heat sources

Paper and document storage

Despite digitalisation, offices still accumulate significant paper:

• Filing areas with dense paper storage
• Archive rooms filled with cardboard boxes
• Paper recycling bins overflowing
• Documents stored in corridors or stairwells

Control measures:

• Store large quantities of paper in designated, protected areas
• Empty paper recycling regularly
• Never store documents in escape routes
• Consider fire-resistant filing cabinets for critical documents
• Implement document retention policies to reduce unnecessary storage

Fire detection requirements for offices

Office fire detection systems are categorised according to BS 5839-1. The appropriate system depends on your premises' size, layout, and risk level.

Common systems for offices

L3 system (most common for standard offices):

• Detection in escape routes only (corridors, stairwells, lobbies)
• Provides early warning to enable safe evacuation
• Suitable for most standard office environments
• Often combined with manual call points at exits

L2 system (for higher risk areas):

• L3 coverage plus detection in high-risk rooms
• Includes server rooms, kitchens, storage areas with significant fire load
• Appropriate for offices with specific high-risk areas

Manual call point system (M system):

• Break glass call points at exits and on escape routes
• No automatic detection
• Suitable only where occupants are alert and fire aware
• Often combined with automatic detection (L3 + M)

Testing and maintenance

Fire alarm systems require regular testing and maintenance:

• Weekly: Test the alarm from a different call point each week, on a rotating basis
• Quarterly: Full system test by a competent person
• Annually: Professional service and certification by a competent engineer

All tests must be recorded in your fire log book.

Emergency lighting in offices

Emergency lighting ensures safe evacuation when normal lighting fails. It is required where:

• Escape routes lack adequate natural light
• Internal corridors and stairwells have no windows
• Open plan areas where the path to exits would be unclear in darkness
• Windowless rooms where finding the exit would be difficult

Types of emergency lighting

Escape route lighting:

• Illuminates corridors, stairwells, and paths to exits
• Minimum 1 lux on the centre line of the escape route
• Must operate for at least 3 hours

Open area (anti-panic) lighting:

• Provides general illumination in larger spaces
• Helps occupants orientate themselves and find escape routes
• Minimum 0.5 lux across the floor area

High-risk task area lighting:

• For areas where a dangerous process must be safely shut down
• Server rooms where safe shutdown is needed
• Minimum 10% of normal lighting or 15 lux

Testing requirements

• Monthly: Brief functional test (operate for long enough to confirm illumination)
• Annually: Full rated duration discharge test (run for the full 3 hours)

Record all tests in your fire log book.

Escape routes: open plan vs cellular offices

Office layout significantly affects evacuation planning.

Open plan offices

Open plan layouts typically allow multiple escape routes and good visibility:

Advantages:

• Usually multiple routes to exits
• Staff can see what's happening and respond quickly
• Easier to sweep during evacuation

Considerations:

• Travel distances must be within limits (typically 45m where alternative routes exist, 18m for single-direction escape)
• Furniture arrangements must not obstruct routes
• Exit signage needs to be visible across the open floor
• Higher occupancy means more people evacuating simultaneously

Cellular offices

Traditional cellular office layouts present different challenges:

Considerations:

• Each office must have a clear route to a protected escape corridor
• Corridors must be kept clear and not used for storage
• Fire doors between offices and corridors must be maintained
• Occupants may be less aware of fires in other parts of the building
• Inner rooms (rooms accessed only through another room) require special consideration

Inner rooms

An inner room is a room where the only escape route passes through another room (the access room). These are common in cellular office layouts.

Requirements for inner rooms:

• Travel distance through the access room must be limited
• The access room should not be a high fire risk area
• Consider vision panels so occupants can see fire in the access room
• Alternative means of escape may be needed for larger inner rooms
• Automatic fire detection may be required in the access room

Fire wardens and evacuation procedures

Effective evacuation requires trained personnel and clear procedures.

Appointing fire wardens

Fire wardens (also called fire marshals) are staff members with specific duties during an evacuation:

Recommended ratio: Approximately one fire warden per 50 employees, with at least one per floor or distinct area

Consider coverage for:

• All occupied floors and areas
• Shift patterns (ensure wardens are present at all times)
• Annual leave and sickness (deputies or multiple wardens)
• Part-time workers and their working patterns

Fire warden duties

Before an incident:

• Conduct regular checks of their area (escape routes clear, fire doors working)
• Know the location of fire-fighting equipment and call points
• Be familiar with evacuation procedures and assembly point
• Identify anyone who may need assistance evacuating

During an evacuation:

• Direct people to exits calmly and efficiently
• Check their designated area is clear (including toilets and meeting rooms)
• Close doors behind them as they leave
• Report to the assembly point and confirm their area is clear
• Account for any missing persons

Training requirements:

• Initial fire warden training (typically half-day course)
• Annual refresher training
• Specific training on any PEEPs in their area

Evacuation procedures

Your evacuation procedure should be documented and communicated to all staff:

1. On discovering a fire: Raise the alarm using the nearest call point, call 999 if safe to do so
2. On hearing the alarm: Leave immediately by the nearest safe exit
3. Close doors: Close doors behind you but don't lock them
4. Don't use lifts: Always use stairs unless it's an evacuation lift
5. Assembly point: Go directly to the designated assembly point
6. Roll call: Fire wardens confirm their areas are clear
7. Don't re-enter: Wait for the all-clear before returning

Fire drills

Regular fire drills test your evacuation procedures:

• Frequency: At least twice per year (quarterly is better practice)
• Vary the scenarios: Different times, different "blocked" exits
• Time the evacuation: Target is typically 2.5-3 minutes for office buildings
• Debrief: Identify issues and update procedures accordingly
• Record: Document drill dates, times, observations, and actions taken

Disabled evacuation: refuge areas and evac chairs

Employers have a duty to ensure all employees and visitors can evacuate safely, including those with disabilities.

Personal Emergency Evacuation Plans (PEEPs)

A PEEP is an individual plan for anyone who cannot evacuate unaided:

Who needs a PEEP:

• Permanent mobility impairments
• Temporary mobility issues (broken leg, pregnancy)
• Visual or hearing impairments
• Cognitive impairments affecting ability to respond to alarms
• Anyone who self-identifies as needing assistance

What a PEEP should cover:

• The individual's specific needs and limitations
• How they will be alerted to an emergency
• How they will reach a place of safety
• Who will assist them (named individuals)
• What equipment is needed
• Route to be taken
• Communication arrangements

Refuge areas

A refuge is a designated safe space where people can wait for assistance during an evacuation:

• Protected from fire and smoke (typically within a protected stairwell)
• Must have a means to communicate with the building manager or fire service
• Should not obstruct the escape route for others
• Signposted appropriately

Evacuation chairs

Evacuation chairs allow trained staff to assist people down stairs:

• Must be appropriate for the building (stairwell width, number of floors)
• Require trained operators (at least two per chair)
• Should be stored in accessible locations
• Regular maintenance and checks required

Shared buildings and multi-tenancy considerations

Many offices are in shared buildings with multiple tenants. This creates additional fire safety complexities.

Coordination between tenants

The Regulatory Reform (Fire Safety) Order requires responsible persons to coordinate fire safety where premises are shared:

• Share information about fire risks that could affect other occupants
• Coordinate evacuation procedures so they don't conflict
• Agree on responsibilities for common areas
• Communicate changes that could affect others (increased occupancy, building works)

Common area responsibilities

Typically, the landlord or managing agent is responsible for:

• Fire risk assessment of common areas
• Fire detection and alarm systems in common areas
• Emergency lighting in common parts
• Maintaining escape routes and fire doors in shared spaces
• Coordinating building-wide fire drills

Individual tenants are responsible for:

• Fire risk assessment within their demised area
• Fire safety measures within their space
• Ensuring their activities don't increase risk to others
• Participating in building fire safety coordination

Practical arrangements

• Alarm systems: Should the entire building evacuate when one tenant's alarm activates?
• Fire wardens: Who checks common areas during evacuation?
• Assembly points: Ensure all tenants use coordinated assembly points
• Communication: How are fire safety concerns shared between tenants?
• Building works: How are hot work permits and contractor management coordinated?

Hot desking and visitor management

Modern office practices create specific fire safety considerations.

Hot desking and agile working

When staff don't have fixed desks:

• Fire wardens cannot know exactly who is in their area
• Staff may be unfamiliar with local escape routes
• Evacuation sweeps must check all potential work areas
• Induction must cover multiple floors or areas

Mitigations:

• Clear signage showing escape routes in all areas
• Floor familiarisation for all hot-desking staff
• Sign-in systems showing who is on which floor
• Fire wardens trained to sweep all potential work locations

Visitor management

Visitors are particularly vulnerable as they don't know the building:

Reception procedures:

• Record visitor arrivals and departures
• Provide fire safety information on arrival
• Issue visitor badges that distinguish them from staff
• Ensure visitors are escorted or given clear directions

Evacuation of visitors:

• Hosts should escort their visitors to assembly points
• Reception should maintain visitor records accessible during evacuation
• Fire wardens should look for people who appear lost or confused
• Consider visitors with disabilities who may need assistance

Record keeping and fire log books

Proper documentation is a legal requirement and demonstrates due diligence.

What to record

Fire risk assessment:

• The assessment itself (reviewed and dated)
• Significant findings
• Action plan and completion dates

Testing records:

• Weekly fire alarm tests (date, call point tested, result)
• Monthly emergency lighting tests
• Annual professional servicing of all fire safety systems

Fire drills:

• Date and time
• Evacuation time achieved
• Number of people evacuated
• Issues identified
• Actions taken

Training:

• Fire safety inductions (all staff)
• Fire warden training (initial and refresher)
• PEEP training for those assisting disabled colleagues

Maintenance:

• Fire door inspections and repairs
• Escape route checks
• Equipment servicing (extinguishers, emergency lighting)

Fire log book

A fire log book provides a central record of all fire safety activities. It should be:

• Kept in an accessible location
• Available for inspection by the fire service
• Regularly reviewed by the responsible person
• Up to date with all tests, drills, and maintenance

Frequently asked questions

Next steps

Ensuring your office meets fire safety requirements protects your people and your business:

1. Review your fire risk assessment - ensure it's current and covers all the areas discussed in this guide
2. Check your fire detection and alarm system - confirm it's appropriate for your premises and regularly tested
3. Audit your escape routes - verify all routes are clear, properly lit, and clearly signed
4. Review fire warden arrangements - ensure adequate coverage and up-to-date training
5. Check PEEP provisions - confirm plans are in place for anyone who needs evacuation assistance
6. Update your fire log book - ensure all testing and maintenance is recorded

Use our Fire Safety Checker to assess your current compliance:

Fire Safety Self-Check - Identify gaps in your fire safety arrangements

For comprehensive guidance on all fire safety requirements:

Fire Safety Compliance Guide - Our complete pillar guide to UK fire safety law

Related articles:

• What is a fire risk assessment?
• Do I need a fire risk assessment?
• Fire safety policy guide
• Evacuation strategies explained

Useful tools:

• Fire Safety Checker
• Responsibility Checker

This article provides general guidance on fire safety requirements for offices under UK law. It is not legal advice. Specific requirements may vary based on your premises, occupancy, and local authority expectations. Always conduct a premises-specific fire risk assessment and consult with a qualified fire safety professional for complex situations.