How to ensure my business is equipped to handle fire emergencies: start with responsibilities and risk assessment

Every business that employs people or admits the public must identify and manage fire risks. The starting point is a documented Fire Risk Assessment that records hazards, people at risk, and an action plan to reduce danger. This is a legal obligation in England and Wales under the Regulatory Reform (Fire Safety) Order and equivalent legislation in Scotland and Northern Ireland. Follow the government guidance for small non-domestic premises when your building is simple and low risk.

A good risk assessment avoids guesswork. It should describe escape routes, fire detection and alarm provision, and firefighting equipment. Where the layout or use is complex, engage a competent assessor. If you prefer professional support, Professional fire risk assessment and reports from Total Safe.

Prevent fire risks at source: prevention and safe systems of work

Prevention is the most effective way to reduce harm. Start by controlling ignition sources, removing unnecessary combustibles, and managing contractors and hot work. Good housekeeping, safe electrical practices, and correct storage of flammable liquids will lower the chance of a fire starting. The HSE sets out workplace fire safety duties and process fire precautions that apply where work activities create extra risk.

Practical steps include

Regular PAT testing and fixed wiring inspections where required.

Proper storage for paper, cardboard and chemicals.

A written permit-to-work system for hot work.

Recycling and waste storage away from escape routes and heat sources.

These measures reduce the likelihood of a fire and make detection and escape more effective if one occurs.

Detection and alarm systems: standards, design and maintenance

Early detection saves lives. The type and design of your fire detection and alarm system should match the premises and the risk. British Standards such as BS 5839 and BS 9999 provide recognised guidance on the planning, installation and ongoing testing of fire alarm systems and overall fire safety in buildings. Use these standards to set the specification for new or upgraded systems.

Maintain systems to ensure reliability. Arrange regular servicing, call-outs for faults, and simulated activations during drills. Keep written records of servicing, faults and remedial action. If you need help specifying or maintaining alarms to current standards, Total Safe can advise and arrange servicing. Book training and system familiarisation with Total Safe.

Means of escape and building layout: clear, tested and accessible

Make sure escape routes, exits and assembly points are both adequate and unobstructed. Escape signage must be visible and emergency lighting should operate on mains-failure supplies. Fire doors are a critical element. They must close and latch correctly and be kept free from damage or modification.

Regular checks should confirm that exit doors open in the required direction, that final exit routes lead to a safe place, and that people with mobility needs can evacuate or be assisted. Record the checks and act quickly on defects. The government guidance describes travel distances and basic standards for small premises, which form a useful baseline for many businesses.

Fire suppression and firefighting equipment: the right tools for the risk

Not every business needs sprinklers, but some do. Where sprinkler systems are present they must be regularly inspected and maintained to the relevant standards. Portable firefighting equipment, such as extinguishers and hose reels, must be suitable for the type of fire hazards on site. Staff should know what each extinguisher is for and when not to use one.

The National Fire Chiefs Council recommends risk-aware approaches and supports the use of sprinklers and suppression systems in higher-risk premises. Consider professional advice when deciding whether automatic suppression is appropriate for your business.

Training, drills and human factors: people make the plan work

Even the best systems fail if people do not know how to respond. Train staff on recognising alarms and raising the alarm, evacuation routes and assembly points, basic extinguisher use where appropriate, and responsibilities of Fire Marshals or wardens.

Carry out regular evacuation drills and debriefs. Drills reveal blocked routes, unclear signage and problems with disabled evacuation. Make sure training records are up to date and available for inspections. You can improve competence through in-house sessions or by booking accredited courses. Total Safe fire marshal and evacuation training is designed for facilities teams and managers who need practical skills and documentation.

Special risks: lithium-ion batteries, e-mobility and changing hazards

New technologies bring new dangers. Lithium-ion batteries present a particular challenge. They can ignite suddenly, reignite after apparent extinguishing, and generate toxic smoke. The NFCC has issued practical guidance on e-bikes, e-scooters and safe battery charging and storage; businesses must consider these risks, especially in stores, delivery hubs and bin storage areas. Manage charging locations away from escape routes and supply clear guidance to staff and visitors.

Where your operations involve hazardous substances or special processes, consult HSE process fire guidance and consider specialist fire engineering advice. Complex risks often need bespoke fire strategy documents and engineered controls.

Maintenance, record-keeping and contractor competence

Keeping accurate records demonstrates that you have taken reasonable steps to protect life and property. You should record the completed fire risk assessment and action plan, maintenance and servicing logs for alarms, extinguishers and sprinklers, training attendance and drill reports, and contractor credentials and certificates for installed work.

Only use contractors who can prove competence. Certificates, third-party approvals and references all help. The GOV.UK guide on small non-domestic premises stresses the need to check contractor competence and retain records for inspection.

Test your readiness: drills, inspections and continuous improvement

Testing is not a one-off task. Schedule quarterly or biannual full evacuation drills and monthly checks of escape routes. Audit your systems annually against standards such as BS 9999 and BS 5839, and update your FRA whenever there is a change to operations, layout, or occupancy.

After each test, create an improvement plan with deadlines and an owner for each action. Use the plan to close gaps and to inform training content. Over time, this approach builds resilience and helps you meet enforcement expectations.

Working with Total Safe: practical next steps

If you want to be certain your systems meet legal and best-practice expectations, start with a professional review. Total Safe offers fire risk assessments, training, and system servicing that are tailored to businesses in the South East and London. We can help you prioritise actions, produce compliant documentation, and train staff to act confidently in an emergency. Contact Total Safe for a free consultation.

For self-check resources, use official guidance from GOV.UK and the HSE to verify your legal duties and technical controls. The government guide for small non-domestic premises provides a practical checklist for many smaller businesses, while HSE offers process fire advice for higher-risk activities.

Conclusion and recommended next steps

To ensure my business is equipped to handle fire emergencies, follow a structured approach: complete a competent fire risk assessment, install and maintain detection and suppression systems to recognised standards, train staff regularly, and record all checks and actions. Start with a gap analysis against BS 9999 and BS 5839, then prioritise actions that reduce the greatest risk first. Finally, partner with a trusted provider to carry out audits, training and ongoing maintenance if you need technical support.

Recommended next steps

Book a professional fire risk assessment if you have not done so in the last 12 months. Arrange a fire risk assessment with Total Safe.

Review alarm, extinguisher and sprinkler records and schedule any overdue servicing to relevant British Standards. Consult BS 9999 / BS 5839 guidance.

Run a full evacuation drill and review the actions required to resolve any weaknesses.

Train at least two Fire Marshals per shift and keep training records up to date. Explore Total Safe training options.

Q: Who is legally responsible for ensuring my business can handle fire emergencies?

A: The “responsible person” under UK fire safety law – usually an employer, building owner or manager – must carry out and record a Fire Risk Assessment and take reasonable steps to protect people. See the GOV.UK guidance for small non-domestic premises.

Q: How often should I review my fire risk assessment?

A: Review it whenever there is a significant change to buildings, processes or occupancy. Otherwise, a review at least annually is good practice and helps demonstrate ongoing compliance. See HSE advice on when reviews are required.

Q: Do I need sprinklers in my business premises?

A: Not all premises require sprinklers, but they can significantly reduce risk in higher-risk buildings. The NFCC advises risk-based consideration of automatic suppression, especially in residential or complex sites. Consult a fire engineer or risk assessor for site-specific advice.

Q: What should I record to show preparedness?

A: Keep the FRA, action plans, maintenance logs for alarms and sprinklers, extinguisher inspection records, training attendance, and drill reports. These records show due diligence to enforcing authorities. See the GOV.UK guide for details.

Q: Where can I get standards and technical guidance for alarm and safety systems?

A: British Standards such as BS 5839 for fire detection and BS 9999 for fire safety management provide recognised technical guidance. Purchase or consult the standards for design and maintenance detail.

If you would like help implementing any of the steps above, contact Total Safe to discuss a tailored programme of assessment, training and servicing.