Fire alarm system compliance: How can I ensure my fire alarm system is compliant with the latest safety regulations?
Fire alarm system compliance is the first thing you should tackle if you are responsible for premises, and in this guide you will learn clear, practical steps to make sure your system meets legal duties and current standards. This article explains who the law names as the responsible person, which standards and guidance you should follow, how to maintain and test systems correctly, and how to choose competent contractors for installation and servicing.
Why fire alarm system compliance matters for your business
Compliance protects life and property. Complying with fire alarm requirements protects life, reduces damage and helps your organisation avoid enforcement action and fines. Under the Regulatory Reform (Fire Safety) Order 2005 guidance the responsible person must make and record suitable and sufficient fire risk assessments and ensure appropriate fire detection and warning systems are in place. Failure to do so can lead to enforcement, prosecution or even closure of premises.
Beyond the legal duty, a compliant alarm system improves evacuation times and supports fire and rescue crews. Good systems also reduce business disruption because early detection limits fire spread and consequential losses. The HSE fire safety guidance sets out that employers and building owners must assess fire risks and maintain protective measures, including detection and alarms.
Key standards and guidance you must know
Start with the official legal framework and then align your system to recognised industry standards. The Regulatory Reform (Fire Safety) Order 2005 guidance remains the primary duty-setting legislation for England and Wales, and similar duties exist in Scotland and Northern Ireland. Responsible persons must record fire risk assessments and keep them up to date.
Technical practice: BS 5839 provides the code of practice for fire detection and fire alarm systems. The British Standards Institution has recently updated BSI updated BS 5839 press release; the revised document sets out recommendations on design, installation, commissioning and maintenance of systems in non-domestic premises. Use the latest edition to guide new installations and substantial alterations.
In addition, the NFCC person-centred framework guidance publishes practical prevention guidance and good practice on detection and occupant warning; their position helps responsible persons match protection levels to the vulnerability of occupants.
Who is the responsible person and what records must you keep?
The law makes the employer, owner, landlord or occupier the responsible person for fire safety in non-domestic premises. That duty cannot be delegated away; however, you can appoint competent persons to carry out assessments or maintenance on your behalf. Importantly, recent legislative changes require that fire risk assessments and fire safety arrangements are recorded in full. This makes accurate records vital for compliance and for any handover between responsible persons. See the Regulatory Reform guidance for details.
Keep clear, dated records of the following:
Record the fire risk assessment and its review dates.
Record alarm designs, commissioning certificates and as-built drawings.
Record weekly test logs and full-system test reports.
Record service and maintenance records from competent contractors.
Record any remedial work and the date it was completed.
These documents are the evidence an enforcing authority or a fire inspector will ask to see.
Practical steps to ensure your fire alarm system compliance
A methodical programme reduces risk and establishes a defensible compliance position. Follow these core steps.
Review the fire risk assessment — Confirm the detection category recommended by the assessor and check it aligns with the latest BS 5839 series guidance. If the building use or occupancy changes, update the assessment immediately.
Verify design, installation and commissioning documentation — Ensure new systems are designed to BS 5839 recommendations and that a commissioning certificate is issued after installation. Confirm wiring, device siting and panel programming match the design. See the BSI updated BS 5839 press release for recent clarifications.
Set a robust testing regime — Carry out weekly call-point or bell tests where applicable, and arrange full system tests (including detectors, zones and interfaces) as defined by BS 5839. Keep logs for every test. Competent engineers should perform periodic, more detailed inspections and functionality checks.
Use competent, certified contractors — Appoint contractors who hold recognised third-party certifications or industry credentials for fire detection work. Look for evidence of competence, references, and insurance. Seek contractors who provide written maintenance schedules and who will issue test certificates. We recommend using firms with clear accreditations and documented experience. See Total Safe fire safety services for an example provider.
Maintain interfaces and life-safety integrations — Fire alarms often trigger other life-safety systems such as emergency lighting, door release or sprinkler signals. Maintain and test each interface so the whole system works when required. Document test outcomes carefully.
Train staff and run drills — Ensure staff understand alarm signals, escape routes and assembly points. Regular evacuation drills demonstrate that systems and procedures work in practice. The HSE guidance emphasises that fire safety is more than equipment; it includes people and procedures. See the HSE fire safety guidance.
Testing, maintenance and the role of planned preventative maintenance
Planned preventative maintenance (PPM) keeps systems reliable and supports compliance. A PPM programme should include routine checks, periodic maintenance visits and an annual full inspection and test. During maintenance visits, engineers should inspect panels, test devices and issue written reports and certificates.
Typical PPM activities include:
Inspection of fire alarm panels for fault conditions.
Testing manual call points, detectors and sounders per BS 5839 intervals.
Checking batteries, power supplies and standby arrangements.
Running simulated fault and activation tests where safe to do so.
Issuing a written report and a certificate for each visit. See BS 5839 guidance for testing intervals: BS 5839 series.
Keep service agreements that specify response times for faults. Quick remedial action reduces time with degraded protection and strengthens your compliance position.
Upgrades, alterations and when to re‑commission
Any material change to the building or its use — for example, a new tenant, a change of operations, structural alterations or a change from office to residential use — may require system modification. Where new work affects safety, update the design and, crucially, re-commission the system to demonstrate it meets BS 5839 recommendations and the building’s fire strategy. The recent BS 5839 updates give greater clarity on how to handle extensions and significant alterations. See the BS 5839 code of practice.
Keep an auditable record of design changes and commissioning certificates. If you hand over responsibility to another party, provide them with full records as required by law. Refer to the Regulatory Reform guidance for record requirements.
Choosing the right contractor and proving competence
Selecting the correct contractor will make a substantial difference. Ask potential contractors for evidence of certification, references and clear maintenance terms. Where available, choose engineers who follow BAFE, NSI or other recognised schemes. That gives independent assurance of competence and quality.
Ask for the following from potential contractors:
Evidence of third-party certification or relevant trade body membership.
Examples of similar jobs and client references.
A clear maintenance schedule and terms for emergency call-outs.
Proof of engineer competence (training certificates and experience).
Written guarantees for installation work.
Where available, choose engineers who follow recognised schemes such as BAFE or NSI. For professional services and surveys see Total Safe fire safety services and Total Safe about and accreditation details.
Common compliance pitfalls and how to avoid them
Many organisations fail to maintain records, rely on informal testing or use unqualified contractors. Avoid these mistakes by keeping a single, organised compliance folder, scheduling regular reviews and responding promptly to faults.
Do not assume older systems remain adequate. If a system lacks documentation or is obsolete, commission a competent engineer to survey and advise on upgrade needs. For practical help and a professional site survey, see Total Safe about and accreditation details.
When to involve the fire and rescue service, enforcing authority or specialist advisers
Contact the local fire and rescue service for non‑technical advice and, where relevant, request their input on evacuation plans. If you receive a notice from an enforcing authority, act quickly and seek written confirmation of acceptable remedial steps. In complex buildings or high-risk occupancies you should engage specialist fire safety consultants to design and certify systems to the latest standards. The HSE fire safety guidance and NFCC person-centred framework guidance provide further information on responsibilities and prevention activities.
Next steps: creating a simple 30‑day compliance plan
If you are starting from scratch, follow this short action plan.
Day 1–7: Gather your existing fire risk assessment, system design, commissioning and service records. If any documents are missing, note them.
Day 8–14: Arrange a competent engineer to inspect the system and issue a condition report. Ensure you have a clear PPM proposal.
Day 15–21: Fix any high-priority faults immediately and document the works.
Day 22–30: Update your fire safety records, schedule monthly or weekly tests as required, and train staff on procedures.
If you need help with any of these steps, Discuss Total Safe maintenance and inspection services.
Conclusion and recommended actions
Fire alarm system compliance requires a clear understanding of legal duties, adherence to current standards and an organised programme of testing, maintenance and record keeping. Start with a full review of your fire risk assessment, align your system to the latest BS 5839 guidance, appoint competent contractors and keep detailed logs of tests and repairs. These steps reduce risk to people and property and create a defensible compliance position if inspected.
For practical support, use accredited contractors and, where necessary, independent fire safety advisers. If you would like a free consultation or a site survey, Arrange a Total Safe site visit.
FAQ
Q: Who must ensure fire alarm system compliance in my building?
A: The person with legal responsibility — usually the employer, owner, landlord or occupier — is the responsible person and must ensure systems are suitable, maintained and that records are kept. See the Regulatory Reform guidance.
Q: How often should a fire alarm system be tested and serviced?
A: Weekly basic tests and a formal programme of periodic inspection and maintenance — including an annual full system test — are recommended. Follow the intervals and procedures in BS 5839 and keep written records of each test.
Q: Do I have to upgrade my alarm system if standards change?
A: You must ensure the system remains suitable for the building and its use. If an alteration, change of use or an inspection shows the system no longer meets the required level of protection, you should upgrade and re-commission to the current standards. Recent updates to BS 5839 code of practice provide clearer expectations for new work and significant alterations.
Q: Can I use any contractor for maintenance?
A: Use only competent contractors with relevant accreditation, references and insurance. Prefer suppliers who follow recognised schemes and who supply written maintenance schedules and certification. This reduces risk and strengthens your compliance evidence. See the professional-electrician article on third-party schemes for more information.
Q: Where can I find official guidance on fire safety law and best practice?
A: Start with the Government’s Regulatory Reform guidance and the HSE fire safety guidance. For technical standards, consult the BS 5839 series published by BSI and NFCC prevention guidance for practical measures.
