A fire can spread in seconds. Whether you manage a commercial premises, an industrial site, or a block of flats, having a clearly documented fire safety plan isn’t just best practice, it’s a legal requirement under the Regulatory Reform (Fire Safety) Order 2005. Yet many businesses and building managers either don’t have one in place, or have one that hasn’t been reviewed in years.
This guide walks you through exactly how to create a fire safety plan from scratch: what it needs to include, how to implement it effectively, and how to keep it up to date.
What Is a Fire Safety Plan?
A fire safety plan is a written document that outlines how a building or organisation will prevent fires from occurring and how occupants will respond if one breaks out. It is distinct from (but closely related to) a fire risk assessment. While a fire risk assessment identifies the hazards, a fire safety plan describes what you will do about them.
The plan should be tailored to your specific premises and the people who use it, taking into account the layout, occupancy type, number of floors, and any vulnerable persons who may need additional assistance.
Step 1: Appoint a Responsible Person
Under fire safety legislation, every premises must have a designated ‘responsible person’ – usually the employer, building owner, or managing agent. This individual has legal accountability for fire safety and is responsible for ensuring the plan is created, implemented, and maintained.
The responsible person’s duties include:
- Carrying out or commissioning a fire risk assessment
- Implementing and reviewing the fire safety plan
- Ensuring staff receive appropriate fire safety training
- Maintaining fire safety equipment and escape routes
- Keeping records of assessments, drills, and maintenance
Step 2: Conduct a Fire Risk Assessment
Before writing your fire safety plan, you need a thorough fire risk assessment. This is the foundation of everything else. A fire risk assessment involves five key steps:
- Identify fire hazards – ignition sources, fuel sources, and oxygen sources.
- Identify people at risk – staff, visitors, contractors, and anyone who may have difficulty evacuating.
- Evaluate the risks and implement controls – remove or reduce hazards where possible.
- Record your findings – document everything, including what actions you’ve taken.
- Review and update – reassess whenever there’s a significant change, and at least annually.
For high-risk or complex premises, it’s strongly advisable to have a qualified fire safety professional carry out or review your risk assessment. This not only ensures accuracy but provides a defensible record should anything go wrong.
Step 3: Define Your Evacuation Procedure
The evacuation procedure is often the most critical part of the fire safety plan. It needs to be simple, well-communicated, and practised regularly.
Choose an Evacuation Strategy
Most single-occupancy buildings use simultaneous evacuation, everyone leaves immediately when the alarm sounds. However, more complex premises (such as hospitals, care homes, or high-rise buildings) may use a phased or progressive horizontal evacuation strategy, where occupants move to a place of relative safety rather than evacuating the building entirely.
Identify Escape Routes
Every room and floor must have at least one clearly marked escape route, with a secondary route wherever possible. These routes should be:
- Free from obstructions at all times
- Clearly signed with appropriate fire exit signage
- Well-lit, including with emergency lighting if required
- Wide enough to accommodate the number of occupants
Designate Assembly Points
Assembly points must be clearly defined, located at a safe distance from the building, and away from emergency vehicle access routes. They should be marked on floor plans and communicated to all staff and regular visitors.
Step 4: Assign Fire Warden Roles
Fire wardens (sometimes called fire marshals) play a vital role in ensuring an orderly evacuation. Their responsibilities include:
- Checking areas are fully evacuated before leaving
- Assisting people who need help to evacuate
- Reporting to the incident controller at the assembly point
- Accounting for all occupants using a roll call or register
- Liaising with the fire service on arrival
Ensure you have enough fire wardens to cover each area, floor, and shift pattern. Deputies should be trained for when primary wardens are absent. All fire wardens should receive formal training and refresher sessions on a regular basis.
Step 5: Establish Personal Emergency Evacuation Plans (PEEPs)
If any occupants have a physical disability, sensory impairment, or other condition that could affect their ability to evacuate, they must have a Personal Emergency Evacuation Plan (PEEP) in place. A PEEP is an individualised document that outlines the specific support and procedures required for that person.
PEEPs should be agreed with the individual, regularly reviewed, and shared with relevant fire wardens and managers. In buildings with multiple floors, evacuation chairs or refuge areas may be required.
Step 6: Document Your Fire Safety Information
Your fire safety plan should be a written document, not just something that exists in your head or is communicated verbally. It should include:
- A summary of the fire risk assessment findings
- Floor plans showing escape routes, fire exits, extinguisher locations, and alarm points
- The evacuation procedure and assembly point locations
- Fire warden names and responsibilities
- Details of any PEEPs
- Fire safety equipment installed (alarms, extinguishers, sprinklers, suppression systems)
- Maintenance and testing schedules
- A record of fire drills and their outcomes
- Staff training records
Keep this documentation accessible to the responsible person and relevant staff, and make it available to fire authorities on request.
Step 7: Communicate the Plan to Occupants
A fire safety plan is only effective if the people it covers actually know about it. All staff should receive fire safety induction training on joining and refresher training at appropriate intervals. Key information such as escape routes, assembly points, and what to do if they discover a fire should be communicated clearly through:
- Staff inductions and training sessions
- Posted notices and floor plans in common areas
- Regular fire drills (at least once a year, ideally twice)
- Toolbox talks and safety briefings
- Site-specific guidance for contractors and visitors
Step 8: Test, Review, and Update
Fire safety plans are not static documents. They must be reviewed and updated whenever there is a significant change, including:
- Changes to the building layout or use
- Changes in occupancy levels or vulnerable persons on site
- Introduction of new processes, materials, or equipment
- Following a fire incident or near-miss
- After every fire drill, to capture lessons learned
- At least annually as a matter of routine
Date-stamp every revision and retain previous versions for audit purposes.]
FAQs
Is a fire safety plan a legal requirement?
Yes. Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person for any non-domestic premises in England and Wales is legally required to have a fire risk assessment in place and to implement appropriate fire safety arrangements. This includes maintaining a fire safety plan and ensuring occupants are trained accordingly. Failure to comply can result in enforcement notices, unlimited fines, or prosecution.
How often should a fire safety plan be reviewed?
Your fire safety plan should be reviewed at least once a year, or sooner if there are significant changes to the premises, occupancy, or working practices. It should also be reviewed following any fire incident, near-miss, or after each fire drill. Regular review ensures the plan remains accurate and effective.
Who is responsible for fire safety in a rented commercial building?
Responsibility can be shared between landlords and tenants depending on the nature of the lease and the areas being occupied. Generally, landlords are responsible for common areas and the structure of the building, while tenants are responsible for fire safety within their own demised areas. In all cases, it’s important for both parties to understand their obligations and to ensure their respective plans are aligned.
Do I need a professional to create my fire safety plan?
For smaller, low-risk premises, a competent responsible person may be able to prepare a fire safety plan themselves. However, for larger, more complex, or higher-risk premises such as multi-storey buildings, manufacturing facilities, or sites with sleeping accommodation it is strongly recommended to engage qualified fire safety professionals such as Thameside Fire Protection. A professional assessment reduces risk, ensures compliance, and provides a robust documented record.
What is the difference between a fire safety plan and a fire risk assessment?
A fire risk assessment is the process of identifying fire hazards, evaluating who is at risk, and determining what control measures are needed. A fire safety plan is the broader document that captures your overall approach to fire safety — including the findings of the risk assessment, your evacuation procedures, fire warden arrangements, equipment, training programme, and review schedule. The risk assessment informs the plan, but they are distinct documents.
Need Expert Fire Safety Support?
Creating a fire safety plan that fully meets legal requirements and genuinely protects your building and its occupants takes expertise. Thameside Fire Protection provides comprehensive fire safety services for commercial, industrial, and residential premises. From fire risk assessments and safety planning through to equipment installation, maintenance, and staff training, our team ensures you’re covered. Don’t leave fire safety to chance.