Fire hazards from office equipment: How can I protect my business?
Why you must treat office equipment fire risks seriously
Every business has a legal duty to manage fire risk. The Responsible Person must carry out and regularly review a fire risk assessment that identifies hazards, records findings and sets out controls. This is the foundation of workplace fire safety and helps protect people, property and the business’s reputation. For official guidance see GOV.UK.
Ignoring small faults creates larger problems: a missed damaged cable, overloaded socket or poorly ventilated printer can spark a fire. Sensible checks and systems are vital for ongoing compliance and safety.
Assessing fire hazards from office equipment
Start by mapping where equipment sits and how it is used. Include PCs, laptops, monitors, printers, photocopiers, kettles, space heaters, phone chargers and shared battery banks. Also consider occasionally used items such as tea‑room appliances, portable heaters and workshop tools.
Carry out a simple inspection plan. First, look for obvious damage: frayed leads, scorch marks or broken plugs. Next, check how equipment is powered — are extension leads daisy‑chained, or are sockets overloaded? Finally, note ventilation: printers and UPS units need airflow; when boxed in or pushed under desks their temperature can rise quickly.
A professional fire risk assessment will validate your findings and advise on remedial actions. If you need expert support, consult Total Safe’s guidance on fire risk assessments.
Common office equipment fire hazards and how they start
Electrical faults are the most common cause. Loose connections, damaged insulation and internal component failure generate heat and sparks. Overheating happens when devices run continuously without adequate ventilation. Paper, packaging and clutter provide fuel close to warm equipment. Batteries are another often‑overlooked danger; lithium‑ion cells can fail and ignite if damaged or poorly charged. See NFCC guidance on safe charging and battery use.
Point-of-use risks matter too. Kettles and microwaves in communal areas are frequently involved in small fires when left unattended or used with damaged wiring. Temporary heaters, especially portable fan heaters, are commonly misused near combustible materials and should be managed carefully.
Practical electrical safety controls you can implement today
Adopt a risk‑based inspection routine. The HSE recommends a tiered approach: user visual checks, formal inspections, and testing where appropriate. PAT testing is not universally required by law, but maintaining equipment to prevent danger is mandatory. Refer to HSE guidance to set a sensible schedule.
Reduce reliance on extension leads. Fit additional sockets or socket strips with overload protection to designated areas. Avoid daisy‑chaining and never run leads through doorways or under carpets.
Keep ventilation clear. Allow space around printers, servers and UPS units. Clean vents and filters regularly to prevent dust build‑up that traps heat.
Isolate high‑risk devices. House 24/7 equipment such as servers in ventilated, fire‑resistant enclosures and ensure they sit on non‑combustible surfaces.
Housekeeping and storage to lower the ignition opportunity
Good housekeeping prevents fuel meeting heat. Store paper, cardboard and packaging well away from heat sources. Use metal or fire‑retardant storage for archives and shredder bins. Regular waste collection reduces build‑up of combustible material.
Keep escape routes, electrical cupboards and plant rooms unobstructed. Blocked escape routes increase injury risk and hinder firefighting efforts. Introduce a no‑propping policy for fire doors and use appropriate intumescent signage. Fire doors slow fire spread and give occupants time to evacuate.
Battery, charger and mobile device policies
Mobile devices and lithium batteries require a clear policy. Only use manufacturer chargers and genuine batteries. Do not charge damaged devices and avoid charging in bedrooms, communal corridors or stairwells. If teams bring their own devices, provide guidance and a safe charging area supervised by staff.
For shared batteries — for example power banks or e‑scooter batteries stored on site — assign a secure, ventilated location and ensure staff know how to spot damage and swelling. See NFCC advice on battery safety.
Fire detection, alarm systems and suppression: match the risk
A reliable fire detection and alarm system gives early warning and is a legal requirement for most businesses. Select a system appropriate for your premises; open‑plan offices may need different detector types than server rooms. Keep systems professionally maintained and record all tests and faults.
Where fires could escalate quickly, consider suppression systems for high‑risk zones such as server cabinets or archive stores. Discuss options with a qualified provider. For solutions and services see Total Safe fire safety services.
Training, procedures and routine checks
Equipment safety is as much about people as hardware. Provide straightforward training so staff can spot risks and carry out basic visual checks. Train nominated fire wardens to act during drills and real events. Employers must inform employees about fire risks and the evacuation plan, and arrange at least one recorded fire drill each year. See GOV.UK guidance on responsibilities and plans.
Maintain a log of inspections, PAT tests where used, and remedial actions. Records are crucial evidence of due diligence and helpful in investigations or insurance claims.
When to carry out PAT testing and formal electrical inspections
Use a risk‑based approach to determine the level of testing you need. In low‑risk office environments, user checks and periodic formal inspections may suffice. Annual PAT testing is not mandatory for every item; adopt a consistent maintenance regime and increase testing for portable or high‑use equipment. Read HSE guidance on PAT testing for detail.
For kettles, portable heaters and items in communal kitchens, a regular inspection by a competent engineer is sensible. Total Safe provides PAT testing and maintenance services tailored to business needs: Total Safe services.
Using a fire risk assessment to prioritise actions
A documented fire risk assessment helps you prioritise quick wins and larger projects. It should identify ignition sources, people at risk, and control measures such as improved segregation, enhanced detection or equipment replacement.
If you manage multiple buildings or shared tenancies, a professional assessor can clarify responsibilities. If your site uses specialist equipment — for example a server farm or workshop — call in a competent assessor to review technical systems and offer tailored mitigation. See What is a fire risk assessment? from Total Safe.
When to call a specialist and what to expect
Call a specialist when hazards exceed routine controls or if you find repeated faults, overheating appliances, or smoke/odour issues. A competent professional will perform detailed inspections, test alarm circuits, advise on suppression and provide a remedial schedule.
Choose a provider with recognised accreditation and experience in commercial premises. For accredited services see Total Safe.
Conclusion: sensible controls protect people and property
Fire hazards from office equipment are manageable with a structured approach. Start with a clear inspection plan, reduce electrical and housekeeping risks, adopt sensible PAT testing and maintenance regimes, and ensure staff understand their responsibilities. Maintain detection and alarm systems, and take swift action on faults. Where risks are complex, use a professional fire risk assessment to set priorities and implement robust solutions. For practical support, consider Total Safe’s assessment and remedial services.
Additional resources and support
GOV.UK guidance on fire risk assessments
HSE guidance on PAT testing and electrical safety
Total Safe fire safety services
What is a fire risk assessment?
FAQ
Q: Is PAT testing legally required for office equipment?
A: The law requires employers to ensure equipment is maintained to prevent danger but does not set mandatory PAT intervals. Use a risk‑based approach and follow HSE guidance to choose appropriate checks and testing.
Q: How often should I review my fire risk assessment?
A: Review it whenever there is a significant change to the premises, processes or occupancy. Regular reviews are good practice; the Responsible Person should also carry out periodic checks to confirm controls remain effective. See GOV.UK guidance.
Q: Where should I store batteries and chargers at work?
A: Store batteries and chargers in a ventilated, secure area away from escape routes and combustible material. Use manufacturer chargers and do not charge damaged batteries. For guidance see NFCC guidance.
Q: Can Total Safe help with a site audit and remedial works?
A: Yes. Total Safe offers fire risk assessments, PAT testing, alarm maintenance and remedial installation to help businesses remain compliant and safe. See Total Safe fire safety services for details.
Q: Where can I read the official workplace fire safety guidance?
A: The UK government provides comprehensive guidance on workplace fire safety, including detection, training and evacuation planning. Consult GOV.UK for official responsibilities and practical checklists.
Remember: a documented, risk‑based approach and clear records are the best protection for people, property and your business reputation.
