So this is an example of fire log book and the records that need to be kept, if you are an existing client and need a word version of this document please just get in touch: info@complisafe.co.uk
Maintaining a fire log book in the UK is crucial for several reasons, particularly in ensuring compliance with fire safety regulations and minimizing risk. Here’s why it’s important:
1. Legal Requirement: Under the Regulatory Reform (Fire Safety) Order 2005, responsible persons (e.g., employers, landlords, or building managers) must ensure the premises are safe from fire. Keeping a fire log book is part of meeting these legal responsibilities, as it provides evidence of regular checks and maintenance of fire safety equipment, emergency routes, and procedures.
2. Documentation of Safety Checks: The fire log book serves as a record of all routine safety checks and actions taken, such as inspecting fire alarms, emergency lighting, and fire extinguishers. This ensures that fire safety systems are maintained and functioning properly.
3. Accountability: The log book acts as a traceable record that can be used to prove that fire safety measures are being regularly monitored and maintained. This is crucial in the event of an incident or audit, as it shows that the necessary precautions were in place.
4. Insurance and Liability: In the event of a fire, the fire log book can be used as evidence that proper fire safety measures were in place, which can be critical when dealing with insurance claims or legal matters. Failure to keep an adequate log could affect the outcome of such claims or result in liability issues.
5. Employee and Public Safety: A well-maintained fire log book helps ensure the safety of employees, tenants, or visitors by demonstrating that fire safety policies are being followed. It can also help identify areas for improvement in fire safety practices.
6. Training and Awareness: The fire log book can document fire drills, training sessions, and other safety-related activities, helping ensure that everyone in the building is aware of fire procedures and knows how to respond in an emergency.
In summary, a fire log book is an essential tool for demonstrating fire safety compliance, protecting people, and reducing legal and financial risks.
Table of Contents
1 An Introduction to Your Logbook 3
2 Useful Telephone Numbers (in an Emergency Dial 999) 4
3 List of Competent Persons/Fire Wardens 5
4 Safety Training and Drills 6
8 Fire Alarm and Automatic Door Release Devices – Record of Tests 10
10 Emergency Lighting – Record of Tests 12
12 Fire Extinguishers – Record of Tests 15
14 Fire Door – Record of Tests 17
15 Miscellaneous Tests and Checks 18
16 Record of Miscellaneous Tests and Checks 19
17 Visits by the Fire & Rescue Service 20
1 An Introduction to Your Logbook
The Regulatory Reform (Fire Safety) Order 2005 requires the ‘responsible person’ of a premises to ensure that all fire safety facilities, equipment and devices are maintained in efficient working order and in good repair. Additionally, where there are employees, they should be provided with adequate safety training. The Order requires that tests, maintenance and safety training are capable of being audited to ensure they are being carried out.
This fire safety logbook has been prepared to assist the ‘responsible person’ in co-ordinating and maintaining a fire safety record keeping system.
Whilst this book is not comprehensive it seeks to cover the main requirements for demonstrating compliance with current fire safety legislation in respect of keeping fire safety records.
It is recommended that this logbook is kept in a loose-leaf format with new record keeping pages being photocopied or downloaded when required.
The logbook should be kept up to date and readily available for inspection by the Fire and Rescue Service when required.
It should be noted that it is an offence for a person to knowingly make a false entry.
2 Useful Telephone Numbers (in an Emergency Dial 999)
| Firefighting equipment maintenance and repairs | |
| Emergency lighting maintenance and repairs | |
| Environmental Health Department | |
| Health and Safety Executive | 0845 345 0055 |
| Appointed person responsible for fire | |
| Fire alarm maintenance and repairs | |
| Building maintenance | |
| Health and Safety Consultants: Complisafe |
3 List of Competent Persons/Fire Wardens
| Department | |||
| Name | Tel Ext | ||
| Deputy | Tel Ext | ||
| Department | |||
| Name | Tel Ext | ||
| Deputy | Tel Ext | ||
| Department | |||
| Name | Tel Ext | ||
| Deputy | Tel Ext | ||
| Department | |||
| Name | Tel Ext | ||
| Deputy | Tel Ext | ||
| Department | |||
| Name | Tel Ext | ||
| Deputy | Tel Ext | ||
| Department | |||
| Name | Tel Ext | ||
| Deputy | Tel Ext | ||
4 Safety Training and Drills
Safety training should be given to employees so that they are aware of the following:
- What to do if they discover a fire
- How to raise an alarm on discover of fire
- What to do if they hear the fire alarm
- Where fire extinguishers are located and how to use them (if it safe to do so)
- Escape routes from the building
- The whereabouts of the evacuation assembly point(s)
- How to call the Fire and Rescue Service
- Arrangements for the evacuation of people with special needs
- The dangers associated with obstruction of fire exits and wedging open of fire resisting doors
Safety training should be given:
- At the time they are first employed
- When employees are exposed to new or increased risks, and
- At periodic intervals as appropriate (at least annually, depending upon the nature of the risk)
Safety drills should be carried out:
- At periodic intervals appropriate to the nature of the risk (a minimum of one safety drill each year is recommended)
- All persons MUST evacuate the premises regardless of seniority or commitments
5 Record of Safety Training
| Date | Persons Attending | Name of Course/ Subjects Covered | Training Provider/ Name of Trainer |
6 Record of Fire Drills
| Date Time | Time Taken | Summary of Occurrence (Negative and Positive Findings) | Corrective actions to be taken |
7 Fire Alarm System
The fire alarm test should be carried out in accordance with the manufacturer’s instructions and the current British Standard.
IT IS IMPORTANT THAT ANY TESTING OF THE FIRE ALARM
SHOULD NOT RESULT IN A FALSE SIGNAL OF FIRE
DAILY – Inspect the panel for normal operation of the system. Where provided, check that the connection to the monitoring centre is functioning correctly.
WEEKLY TEST BY USER – Carry out a test and examination to ensure that the system is capable of operating under alarm conditions, namely:
Operate a manual call point at approximately the same time each week using a different call point for each successive test. Where appropriate inform the monitoring control centre prior to the test.
QUARTERLY INSPECTION OF BATTERIES – Batteries and their connections should be examined by a person who is competent in battery maintenance. Electrolyte levels should be checked and topped up as necessary.
PERIODIC INSPECTIONS AND TESTS BY A FIRE ALARM ENGINEER – These should be carried out by a competent person, e.g. a fire alarm engineer. Requirements for these inspections and tests will depend upon the type and design of the system.
Note: Where the weekly test proves onerous the Fire and Rescue Service may agree to it being carried out monthly. However, this only applies to certain modern fire alarm systems that are tested by a suitably competent person and where such a change of test frequency is supported by a risk assessment. No agreement will be given where automatic door release mechanisms operated by the fire alarm system are installed. Where such devices are installed the fire alarm should continue to be tested for operation weekly.
Fire Detectors
- Carry out a regular visual inspection of each detector to check for damage, excessive accumulations of dirt, heavy deposits of paint and other conditions likely to interfere with correct operation.
- Each detector should be checked and tested for correct operation and sensitivity in accordance with the manufacturer’s instructions and the current British Standard.
Measures To Reduce Unwanted Alarms
False alarms will not only disrupt business operations but may also contribute to death or injury should Fire and Rescue Service resources be deployed answering false alarms when they should be attending incidents where life or property is in danger. To reduce the probability of false alarms on systems incorporating automatic fire detectors it is very important that a suitable system of testing and maintenance is in place. The cause of any false alarm should be properly investigated with measures being taken to avoid a repetition.
Automatic Door Release Mechanisms Activated by the Fire Alarm System
WEEKLY – In conjunction with the fire alarm test, check that all the doors are being released and closing fully into the door rebates.
Note: All checks, tests and maintenance including faults and remedial action taken, should be recorded. The date on which each fault is rectified should also be recorded.
8 Fire Alarm and Automatic Door Release Devices – Record of Tests
| Date | Fire alarm call point/ detector location or number | Automatic door release(s) satisfactory? Yes/No | Remedial action required | Date completed | Name of tester |
9 Emergency Lighting
Emergency lighting tests should be carried out in accordance with the manufacturer’s instructions and the current British Standard.
DAILY Where there is a central power supply, carry out a visual inspection of indicators to ensure the system is in a ready condition.
MONTHLY The emergency lighting should be checked monthly by a competent person to ensure it functions correctly. This may be carried out by purpose made test switches that will require a specific key or by isolating the local lighting sub-circuit. It is important the lighting works when the local lighting circuit fails and does not rely on the failure of the overall circuit. Check each luminaire for any obvious signs of damage or deterioration, including the cleanliness and general condition of lenses and diffusers.
ANNUALLY The system should be serviced annually by suitably qualified engineers by simulating a failure of the normal lighting supply for the full duration of the battery and carry out a check of the charging arrangements to ensure proper functioning.
Note: All checks, tests and maintenance including faults and remedial action taken, should be recorded. The date on which each fault is rectified should also be recorded.
10 Emergency Lighting – Record of Tests
| Date | Type of test (monthly flick test or annual test) | Remedial action required | Date rectified | Name of tester |
11 Firefighting Equipment
Portable Fire Extinguishers
MONTHLY Check to ensure each extinguisher is in position, accessible, not discharged, damaged or lost pressure (if fitted with a pressure indicator) and that operating instructions are clean, legible and face outwards. Where circumstances require, e.g. where extinguishers are in exposed locations or particularly susceptible to theft or damage, the monthly checks should be carried out more frequently.
ANNUALLY Portable firefighting equipment should be inspected annually by a competent person and in accordance with the manufacturer’s instructions.
Note: All checks, tests and maintenance including faults and remedial action taken, should be recorded. The date on which each fault is rectified should also be recorded.
12 Fire Extinguishers – Record of Tests
| Date | Extinguisher location | Inspection or test | Remedial action required | Date completed | Name of tester |
13 Fire Doors
Designated Fire Doors should be checked quarterly to ensure they self-close onto the latch, the smoke seal is in good condition and touches the frame. The door should sit square in the frame. There are no large gaps on the tops or sides of the door. Hinges and door closers are damage free. The door should have signage stating, “Fire Door – Keep Shut”.
Any damage to fire doors must be promptly rectified.
14 Fire Door – Record of Tests
| Date | Door Tested | Satisfactory (Yes/No) | Actions Required | Date Rectified | Signature of Responsible Person |
15 Miscellaneous Tests and Checks
Means of escape, together with the measures provided for the protection of means of escape, should be inspected at periodic intervals. The inspections should ensure all internal and external exit routes are unobstructed and that exit door furniture and fire-door self-closing devices operate efficiently. Additionally, fire resisting doors and partitions should be in satisfactory repair and all safety signs and notices should be legible and properly displayed.
Note: All checks, tests and maintenance including faults and remedial action taken, should be recorded. The date on which each fault is rectified should also be recorded.
16 Record of Miscellaneous Tests and Checks
| Date | Item tested | Remedial action required | Date completed | Name of tester |
17 Visits by the Fire & Rescue Service
| Date | Nature of visit | Inspector’s signature | Comments |
