A fire safety policy is a written document that sets out your organisation's approach to preventing fires and protecting people if a fire occurs. It communicates responsibilities, procedures, and arrangements for managing fire safety across your premises.
Do you have a documented fire safety policy?
Let's see where you stand.
What is a fire safety policy?
A fire safety policy is a formal document that:
- States your commitment to fire safety
- Identifies who is responsible for fire safety matters
- Describes the arrangements for managing fire risks
- Outlines emergency procedures
- Documents training and maintenance requirements
Think of it as the "constitution" for fire safety in your organisation. It provides the framework within which day-to-day fire safety management happens.
A fire safety policy is not the same as a fire risk assessment. The policy is your overarching approach and arrangements. The fire risk assessment identifies specific hazards and what you'll do about them. They work together — the policy provides the framework, the assessment provides the detail.
Why have a fire safety policy?
A written fire safety policy serves several important purposes:
Legal compliance: If you employ 5 or more people, the Regulatory Reform (Fire Safety) Order 2005 requires you to record your fire safety arrangements. A fire safety policy fulfils this requirement.
Clarity of responsibilities: It makes clear who is responsible for what. This prevents fire safety falling through the cracks because everyone assumed someone else was dealing with it.
Consistency: A documented policy ensures fire safety is managed consistently, regardless of who's on duty or whether key staff are absent.
Communication: It communicates your fire safety expectations to employees, contractors, and visitors.
Evidence of competence: In the event of an inspection or incident, a well-maintained policy demonstrates that you take fire safety seriously and have proper arrangements in place.
Foundation for action: It provides the basis for your fire risk assessment, training programmes, maintenance schedules, and emergency procedures.
Even if you have fewer than 5 employees and aren't legally required to document your policy, doing so is strongly recommended. A written policy helps ensure nothing is overlooked and provides continuity if staff change.
Legal requirements — who must have a documented fire safety policy?
Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person must:
Record your fire safety arrangements if:
- You employ 5 or more people, or
- A licence or certification requires it, or
- The fire risk assessment identifies significant findings that should be recorded
Documentation Requirements
Fewer than 5 employees
- •No legal requirement to write down your policy
- •Still must have appropriate fire safety measures
- •Good practice to document anyway
- •May be required by insurers or landlords
- •Helps with continuity if circumstances change
5 or more employees
Recommended- •Must record fire safety arrangements in writing
- •Include significant findings of fire risk assessment
- •Document emergency procedures
- •Record training arrangements
- •Keep maintenance schedules and records
- •Review and update regularly
Bottom line: While only businesses with 5+ employees are legally required to document their fire safety policy, creating a written policy is good practice for any organisation responsible for fire safety.
What counts as "5 or more employees"?
The requirement applies if you employ 5 or more people at any one time, including:
- Full-time and part-time staff
- Temporary workers
- Casual workers
- Fixed-term contracts
It doesn't include:
- Self-employed contractors (unless you have control over their work)
- Volunteers (though good practice to include them in your arrangements)
The threshold is 5 employees across your organisation, not just at a single premises. If you have multiple sites with a combined workforce of 5+, you need documented fire safety arrangements.
What should a fire safety policy include?
A comprehensive fire safety policy typically contains three parts:
Part 1: Policy Statement
This is your organisation's commitment to fire safety. It should be brief and signed by the most senior person.
What to include:
- Statement of commitment to fire safety
- Recognition of legal duties under the Fire Safety Order
- Commitment to providing adequate resources
- Promise to consult with employees
- Signature and date from senior management
Example statement:
"[Organisation name] is committed to ensuring the safety of all employees, visitors, and other persons who may be affected by fire risks arising from our activities.
We recognise our legal duties under the Regulatory Reform (Fire Safety) Order 2005 and will ensure that fire risks are properly assessed and managed. We will provide adequate resources, training, and equipment to maintain fire safety standards.
This policy will be reviewed annually and whenever significant changes occur."
Signed: [Name, Position, Date]
Part 2: Organisation and Responsibilities
This section identifies who does what. It's the most important part for day-to-day management.
What to include:
The Responsible Person:
- Name and role of the responsible person under the Fire Safety Order
- Their overall accountability for fire safety compliance
Designated Competent Persons:
- Who is appointed to assist with fire safety implementation
- Their qualifications, training, or experience
- Their specific duties
Fire Wardens/Marshals:
- How many fire wardens you have
- How they're selected and trained
- Their role during evacuations
- Responsibilities for fire safety checks
Managers and Supervisors:
- Duties to maintain fire safety in their areas
- Responsibility for ensuring staff compliance
- Reporting defects and hazards
All Employees:
- General duties not to create fire hazards
- Responsibility to follow procedures
- Duty to report fire safety concerns
- Cooperation with fire drills and training
Contractors and Visitors:
- Requirements for contractors working on-site
- How visitors are informed of fire procedures
- Sign-in/sign-out arrangements
Clear responsibilities prevent gaps in fire safety
A manufacturing company had a fire safety policy but didn't clearly assign responsibilities. During a fire service inspection, multiple defects were found that no one had taken ownership of fixing.
Fire safety management improved dramatically. Regular checks identified and resolved issues before they became problems. When re-inspected, the fire service noted the significant improvement in fire safety culture.
A policy is only effective if people know what they're responsible for. Name names and be specific about duties.
Part 3: Arrangements
This section describes the practical arrangements for managing fire safety. It's where you document how you put your policy into practice.
Fire Risk Assessment:
- Commitment to maintaining a suitable and sufficient fire risk assessment
- How often it will be reviewed
- Who is responsible for conducting or commissioning it
- How findings are communicated and acted upon
Fire Detection and Warning Systems:
- What systems are installed (fire alarm, smoke detectors, etc.)
- Testing frequency and procedure
- Who tests them and how records are kept
- Maintenance and servicing arrangements
Emergency Escape Routes:
- How escape routes are kept clear
- Inspection frequency
- Emergency lighting testing and maintenance
- Signage requirements
Fire Fighting Equipment:
- What equipment is provided (extinguishers, fire blankets, etc.)
- Locations and types
- Annual servicing arrangements
- Training on use (where appropriate)
Fire Safety Training:
- Induction training for new starters
- Fire warden training
- Frequency of refresher training
- Records kept
Emergency Evacuation Procedures:
- How the alarm is raised
- Who calls the fire service
- Evacuation routes and assembly points
- Arrangements for visitors and contractors
- Personal Emergency Evacuation Plans (PEEPs) for people needing assistance
- Procedures for accounting for everyone
Fire Drills:
- How often drills are conducted
- Who organises them
- How they're evaluated and recorded
- Actions taken after drills
Maintenance and Testing:
- Schedule for testing fire safety equipment
- Who carries out checks
- Record keeping arrangements
- Fault reporting procedures
Permit to Work (if applicable):
- Arrangements for hot work
- Control of ignition sources
- Smoking policy
Housekeeping:
- Storage of combustible materials
- Waste management
- Keeping fire doors closed
- Not propping open fire doors
Information and Consultation:
- How fire safety information is communicated to staff
- Consultation arrangements
- How suggestions and concerns are raised
Monitoring and Review:
- How fire safety performance is monitored
- Review frequency for the policy
- Who reviews it
- How updates are communicated
Don't create procedures you can't maintain. It's better to have simple, practical arrangements that are consistently followed than elaborate procedures that exist only on paper.
How to write a fire safety policy
Follow these steps to create an effective fire safety policy:
Step 1: Understand your legal duties
Before writing your policy, make sure you understand:
- Your duties under the Fire Safety Order
- Who is the responsible person in your organisation
- What your fire risk assessment requires
Read: What is the Fire Safety Order? | Who is the responsible person?
Step 2: Conduct or review your fire risk assessment
Your fire safety policy implements the findings of your fire risk assessment. You can't write a meaningful policy without knowing what fire risks you need to manage.
Read: What is a fire risk assessment?
Step 3: Identify roles and responsibilities
Make a list of:
- Who will be the designated competent person(s)
- How many fire wardens you need and who they'll be
- What duties managers and supervisors will have
- How roles will be covered during absences
Step 4: Document your arrangements
For each area (training, maintenance, emergency procedures, etc.), write down:
- What you currently do
- How often you do it
- Who is responsible
- How records are kept
Be specific. Instead of "fire extinguishers will be maintained," write "Fire extinguishers will be visually inspected monthly by the Facilities Manager and serviced annually by [company name]. Records will be kept in [location]."
Step 5: Write the policy statement
Keep it brief but meaningful. The policy statement should:
- Commit to fire safety
- Acknowledge legal duties
- Promise adequate resources
- Be signed by senior management
Step 6: Review and consult
Before finalising:
- Have key staff review it (particularly those with assigned duties)
- Check it aligns with your fire risk assessment
- Consult with employees or their representatives
- Consider having a fire safety professional review it
Step 7: Communicate and implement
Once approved:
- Communicate the policy to all staff
- Provide copies or make it easily accessible
- Train people on their specific responsibilities
- Put the arrangements into practice
Step 8: Review regularly
Set a reminder to review your policy:
- At least annually
- After significant changes (new premises, major refurbishment, change in use)
- After any fire or near miss
- After enforcement action or inspections
Your fire safety policy is a living document. It should reflect what you actually do, not what you aspire to do. If your practices change, update the policy. If the policy says something should happen but it doesn't, either start doing it or change the policy.
Sample fire safety policy structure
Here's a template structure you can adapt:
FIRE SAFETY POLICY
Part 1: Policy Statement
- Statement of commitment
- Signature of senior responsible person
- Date and review date
Part 2: Organisation and Responsibilities
2.1 Responsible Person
- Name, role, and accountability
2.2 Competent Persons
- Names and roles of those appointed to assist
- Their qualifications and duties
2.3 Fire Wardens
- Number and names of fire wardens
- Training requirements
- Duties
2.4 Managers and Supervisors
- Fire safety duties within their areas
2.5 All Employees
- General fire safety responsibilities
2.6 Contractors and Visitors
- Requirements and information provided
Part 3: Arrangements
3.1 Fire Risk Assessment
- Responsibility and review frequency
3.2 Fire Detection and Warning
- Systems in place
- Testing and maintenance
3.3 Emergency Escape Routes
- Routes and assembly points
- Maintenance of escape routes
- Emergency lighting
3.4 Fire Fighting Equipment
- Equipment provided and locations
- Maintenance arrangements
- Training
3.5 Fire Safety Training
- Induction and refresher training
- Fire warden training
- Records
3.6 Emergency Procedures
- Raising the alarm
- Calling the fire brigade
- Evacuation procedure
- Assembly and roll call
- PEEPs
3.7 Fire Drills
- Frequency and organisation
- Recording and review
3.8 Maintenance and Testing Schedule
- Weekly: Fire alarm test
- Monthly: Emergency lighting test, fire door checks
- Quarterly: Fire drill
- Annually: Equipment servicing, policy review
3.9 Housekeeping and Prevention
- Storage of combustible materials
- Smoking policy
- Hot work procedures
- Keeping fire doors closed
3.10 Information and Consultation
- Communication methods
- Consultation arrangements
3.11 Monitoring and Review
- Performance monitoring
- Policy review arrangements
Appendices:
- Appendix A: Fire Evacuation Procedure (summary)
- Appendix B: Fire Risk Assessment summary or action plan
- Appendix C: Floor plans showing escape routes, assembly points, equipment
- Appendix D: Maintenance and testing records
This is a framework, not a prescription. Adapt it to suit your organisation's size, complexity, and fire risks. A small office might have a 3-page policy; a large hospital might need 30 pages.
Common mistakes in fire safety policies
1. Too generic
Copying a template without adapting it to your specific circumstances makes the policy meaningless. A policy that says "Fire wardens will be appointed as necessary" is less useful than "We have appointed 4 fire wardens (see section 2.3 for names) — one for each floor of the building."
2. Unrealistic commitments
Promising weekly fire drills when you can only realistically manage quarterly ones sets you up for failure. Be honest about what you can commit to and maintain.
3. No named individuals
"The Facilities Team is responsible for testing the alarm" is vague. "John Smith (Facilities Manager) is responsible for ensuring the fire alarm is tested weekly" is clear.
4. Inconsistent with actual practice
If your policy says fire drills happen quarterly but they actually happen annually, your policy is misleading. It should reflect reality.
5. Never reviewed
A policy written in 2015 and never updated is unlikely to be accurate. Organisations change. Set review dates and stick to them.
6. Not linked to fire risk assessment
Your policy should reference your fire risk assessment and align with its findings. If the assessment identifies specific risks, your policy arrangements should address them.
7. Not communicated
A policy filed away and never shared with staff is useless. Make sure everyone knows the policy exists and understands their responsibilities under it.
Out-of-date policy contributed to confusion during fire
A small fire broke out in a shared office building. The company's fire safety policy listed fire wardens, but two of them had left the company a year earlier and hadn't been replaced. No one was sure who was responsible for checking the premises.
- ✗Fire safety policy hadn't been reviewed for 3 years
- ✗Named fire wardens had left and weren't replaced
- ✗Current staff didn't know who the fire wardens were
- ✗Evacuation was disorganised and slow
- ✗No one checked if everyone had evacuated
- ✗Management had assumed someone else was maintaining the policy
Fortunately, the fire was small and everyone eventually evacuated safely. The fire service issued an enforcement notice requiring updated fire safety arrangements. The company revised their policy, appointed new fire wardens, and implemented a quarterly review process.
A fire safety policy is only useful if it's current and people know about it. Regular reviews and communication are essential.
How fire safety policies link to fire risk assessments
Your fire safety policy and fire risk assessment work together but serve different purposes:
| Fire Safety Policy | Fire Risk Assessment |
|---|---|
| Sets out your overarching approach | Identifies specific hazards and risks |
| States who is responsible for what | Evaluates what precautions are needed |
| Describes general arrangements | Details specific actions required |
| Reviewed annually or when arrangements change | Reviewed annually or when risks change |
| Framework for ongoing management | Detailed analysis at a point in time |
| Relatively stable over time | Updated as circumstances change |
Example:
Policy might say: "We will conduct a fire risk assessment at least annually. The Facilities Manager is responsible for ensuring the assessment is carried out and that identified actions are implemented."
Fire risk assessment will say: "The emergency lighting on the second-floor landing is not working. Action: Replace emergency light unit by [date]. Responsible: Facilities Manager. Priority: Medium."
Your fire safety policy provides the structure for managing fire safety. Your fire risk assessment tells you what specific fire safety measures you need. One without the other is incomplete.
Read: What is a fire risk assessment?
Fire safety policy for different premises types
The content of your fire safety policy should reflect your specific circumstances:
Offices and low-risk premises
Focus on:
- Clear evacuation procedures
- Regular testing and maintenance
- Housekeeping (not blocking routes, safe storage)
- Basic staff awareness training
Sleeping accommodation (hotels, care homes, HMOs)
Additional requirements:
- Night-time evacuation procedures
- Staff training on sleeping risks
- Enhanced detection and alarm systems
- Arrangements for assisting vulnerable residents
- More frequent fire drills
High-risk premises (factories, warehouses with flammable materials)
Enhanced arrangements for:
- Hot work permit systems
- Flammable material storage and handling
- Increased fire-fighting equipment
- More extensive staff training
- Regular specialist inspections
Multi-occupied buildings
Additional considerations:
- Coordination with other occupiers
- Responsibilities for common areas
- Communication between responsible persons
- Coordinated emergency procedures
If you're in a complex or high-risk premises category, consider engaging a fire safety consultant to help develop your policy. The cost is small compared to the consequences of getting it wrong.
Frequently asked questions
Not directly. The Fire Safety Order requires you to record your fire safety arrangements if you have 5+ employees, but it doesn't specifically mandate a document called a 'fire safety policy.' However, a fire safety policy is the most practical way to meet this requirement and is considered best practice.
Templates are useful as a starting point, but you must adapt them to your specific premises, risks, and arrangements. A generic template won't meet your legal obligations or effectively manage fire safety in your organisation. Use a template for structure, but fill it with your real details.
As long as necessary to cover your arrangements adequately. A small, low-risk office might have a 2-3 page policy. A large, complex premises might need 20+ pages. Focus on clarity and completeness rather than hitting a particular page count.
If you operate multiple similar premises (e.g., a chain of shops), you can have one overarching policy supplemented by site-specific information. Each site still needs its own fire risk assessment and procedures tailored to that premises.
The most senior person in the organisation should approve and sign the policy statement. This demonstrates leadership commitment to fire safety. For larger organisations, the Board or senior management team should formally approve it.
At least annually is good practice. You should also review immediately if there are significant changes to the premises, its use, your workforce, or after any fire or near-miss incident. Set a specific review date in the policy document.
Your fire safety policy is the overarching document that sets out your approach to managing fire safety. Emergency procedures are the specific step-by-step instructions for what to do if there's a fire. The emergency procedures are typically included as part of your fire safety policy or referenced as an appendix.
Yes. Even though volunteers aren't employees, they're still affected by fire risks in your premises. Your fire safety policy should cover training, information, and emergency procedures for volunteers just as it does for employees.
Yes. All employees should have access to the fire safety policy. You don't need to give everyone a copy, but it should be readily available (e.g., in a shared drive, staff handbook, or posted in a common area). Everyone should at least be familiar with the parts relevant to them.
If you occupy premises in a multi-tenanted building, the landlord may have a fire safety policy for common areas, but you still need your own policy for the areas you control. The two should be coordinated and consistent, particularly regarding evacuation procedures.
Checklist: Does your fire safety policy cover everything?
Use this checklist to review your policy or ensure you've covered all key elements:
Policy Statement:
- Clear commitment to fire safety
- Signed by most senior person
- Dated with next review date
Responsibilities:
- Responsible person named
- Competent persons identified
- Fire wardens appointed and named
- Manager and supervisor duties defined
- Employee responsibilities stated
Fire Risk Assessment:
- Commitment to maintaining assessment
- Review frequency specified
- Responsibility assigned
Fire Safety Systems:
- Fire alarm/detection arrangements described
- Testing frequency and responsibility stated
- Emergency lighting arrangements covered
- Maintenance and servicing arrangements documented
Emergency Procedures:
- Evacuation procedure described
- Assembly point(s) identified
- Arrangements for visitors/contractors stated
- PEEPs arrangements (if needed)
Training:
- Induction training described
- Fire warden training specified
- Refresher training frequency stated
Maintenance and Testing:
- Testing schedule documented (weekly alarm test, monthly lighting check, etc.)
- Record-keeping arrangements specified
Fire Drills:
- Frequency stated
- Responsibility assigned
- Recording and review process described
Housekeeping and Prevention:
- Storage of combustibles addressed
- Smoking policy stated
- Hot work procedures (if applicable)
Review and Monitoring:
- Policy review frequency specified
- Monitoring arrangements described
Next steps
If you don't yet have a fire safety policy or need to update an existing one:
Step 1: Ensure you have a current fire risk assessment
Your policy implements your fire risk assessment findings. If your assessment is out of date, update it first.
Read: What is a fire risk assessment?
Step 2: Identify your responsible person and key roles
Work out who will be named in the policy and what their specific duties will be.
Read: Who is the responsible person?
Step 3: Draft your policy
Use the structure and guidance in this article to create a policy tailored to your organisation.
Step 4: Consult and approve
Get input from key staff, have senior management approve it, and make sure it's realistic and maintainable.
Step 5: Communicate and implement
Share the policy with everyone affected and put the arrangements into practice.
Step 6: Review regularly
Set a reminder to review annually and update whenever circumstances change.
Need help creating a compliant fire safety policy for your organisation? A fire safety consultant can develop a tailored policy that meets your legal obligations and effectively manages fire risks in your premises.
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