Fire Safety Logbook

The Regulatory Reform (Fire Safety) Order 2005 (RRFSO), which applies to non-domestic premises and the common parts of residential buildings in England and Wales, places a legal duty on the Responsible Person to ensure the safety of anyone lawfully on the premises, whether employees, residents, visitors, or contractors.

The Responsible Person’s duties are set out in Articles 8–22 of the RRFSO and include taking general fire precautions, carrying out a fire risk assessment, and implementing appropriate fire safety arrangements. These arrangements must cover the effective planning, organisation, control, monitoring, and review of preventive and protective measures (Article 11).

Crucially, recent legislative changes now require these duties to be clearly documented and evidenced, not simply carried out in practice. A fire safety logbook is a structured record used to document fire safety management activities within a premises, including inspections, testing, maintenance, training, and remedial actions. While not a prescribed legal document, it is widely used to evidence compliance with UK fire safety law.

Fire Safety Logbooks and Current Legal Requirements

Fire safety logbooks are not prescribed documents in legislation. However, they remain one of the most practical and widely accepted ways of demonstrating compliance with modern fire safety law.

The Fire Safety Act 2021 and Section 156 of the Building Safety Act 2022 strengthened the Regulatory Reform (Fire Safety) Order by removing previous thresholds and making written fire risk assessments and documented fire safety arrangements mandatory for all applicable premises.

While the Regulatory Reform (Fire Safety) Order applies in both England and Wales, the Fire Safety Act 2021 and Section 156 of the Building Safety Act 2022 apply in England.

As a result, Responsible Persons must now be able to produce clear, auditable records showing how fire safety is managed on an ongoing basis. A fire safety logbook provides a structured way to record:

• Fire risk assessment reviews
• Routine checks and inspections
• Maintenance and testing of fire safety systems
• Fire safety training and drills
• Identified defects and remedial actions

Fire safety records may be audited at any time by enforcing authorities, and the quality of records is often taken as an indicator of the overall quality of fire safety management.

Fire Safety Management and Record-Keeping

Effective fire safety management requires a comprehensive system that includes:

• Regular checking, testing, and maintenance of fire safety equipment
• Appropriate fire safety training for staff or duty holders
• Clear procedures for managing defects and remedial actions

All inspections, tests, and maintenance activities must be recorded and retained. Record-keeping is now a core compliance requirement, not simply best practice.

Government guidance also advises that Responsible Persons create documented plans for dealing with emergencies and maintain records of findings and actions taken, including training and instruction provided to others within the organisation.

Fire risk assessments must be reviewed regularly, particularly where:

• The use of the premises changes
• Structural alterations are made
• Fire safety systems are modified
• New risks are introduced

Fire Safety Guidance and Logbooks

There are specific government fire safety risk assessment guides covering different types of premises, including:

• Offices and shops
• Places of assembly
• Sleeping accommodation
• Educational premises
• Healthcare settings

These guides consistently reference the importance of maintaining fire safety records, often recommending the use of a fire safety logbook to manage ongoing compliance.

Keeping up-to-date records of your fire risk assessment can help you effectively manage the fire strategy for your premises and demonstrate how you are complying with fire safety law.
— Fire safety risk assessment: offices and shops

Although earlier guidance suggested that written records were optional in some premises, current legislation now expects all fire risk assessments and fire safety arrangements to be recorded in full.

What Should Be Recorded in a Fire Safety Logbook?

Fire safety logbooks are commonly used to record routine checks and inspections across a range of fire safety measures. Not all checks apply to every building; requirements depend on size, use, and risk profile.

Daily Checks

Fire exits must be available for immediate use at all times. This means bolts, padlocks, or security devices must be removed daily and whenever the premises is occupied.

• Ensure escape routes are clear of obstructions and combustible materials
• Check that fire doors close fully and swing freely
• Check the fire alarm panel to confirm the system is active and fault-free
• Where practicable, visually check emergency lighting units
• Check that fire safety signs and notices are legible

Weekly Tests and Checks

• Test fire detection and warning systems using a different manual call point each week (where practicable)
• Check fire extinguishers and hose reels are in place and appear serviceable
• Test fire pumps and standby diesel engines (where installed)

Monthly Tests and Checks

• Test emergency lighting systems and safety torches to confirm adequate illumination and charge
• Check fire doors, frames, seals, and self-closing devices

Six-Monthly Tests and Checks

• Fire detection and alarm systems should be inspected and maintained by a competent person

Annual Tests and Checks

• Emergency lighting systems to be fully tested and certified
• Fire extinguishers, fire alarm systems, and other fixed fire protection systems to be serviced
• Structural fire protection and compartmentation should be inspected and any defects addressed

Fire Safety Logbooks as Evidence of Compliance

Printed fire safety logbooks can be purchased, and digital or downloadable versions are also commonly used. Regardless of format, records should be:

• Accurate
• Kept up to date
• Accessible for inspection
• Retained for an appropriate period

Under current enforcement practice, the absence of adequate fire safety records may itself constitute a breach of fire safety law, even where physical measures are in place.

Enforcement action may be taken where fire safety records are absent or inadequate, even if physical fire safety measures are present.

Fire safety logbooks provide Responsible Persons with a clear audit trail of compliance activity and support defensible decision-making in the event of inspection, enforcement, or post-incident investigation.

Link to Wider Fire Safety Management

Fire safety logbooks support, but do not replace, a suitable and sufficient fire risk assessment. They are most effective when used alongside a documented fire risk assessment and a structured fire safety management system that reflects the building’s risk profile and legal duties.

Conclusion

Fire safety logbooks remain a practical and effective tool for managing and evidencing compliance with UK fire safety law. While not mandated as a specific document, they align closely with the current legal requirement to document fire risk assessments, fire safety arrangements, and ongoing management activities.

With strengthened legislation under the Fire Safety Act 2021 and Section 156 of the Building Safety Act 2022, Responsible Persons must now demonstrate how fire safety is managed in practice. Maintaining accurate, up-to-date fire safety records is a key part of meeting that obligation.

A well-maintained fire safety logbook supports compliance, enforcement readiness, and, most importantly, the safety of occupants.

Frequently Asked Questions

What Is a Fire Safety Logbook?

A fire safety logbook is a record used to document fire safety management activities within a premises. It typically includes fire risk assessment reviews, routine checks, maintenance and testing of fire safety systems, training records, and details of defects and remedial actions.

Is a Fire Safety Logbook a Legal Requirement in the UK?

A fire safety logbook is not explicitly named in legislation. However, under the Regulatory Reform (Fire Safety) Order 2005, as amended by the Fire Safety Act 2021 and Section 156 of the Building Safety Act 2022, Responsible Persons must record fire risk assessments and document fire safety arrangements. A logbook is one of the most practical ways to demonstrate compliance.

Do Fire Risk Assessments Have to Be Written Down?

Yes. Section 156 of the Building Safety Act 2022 removed previous thresholds and now requires all fire risk assessments to be recorded in full, regardless of building size or use.

Who Is Responsible for Maintaining the Fire Safety Logbook?

The Responsible Person is legally accountable. This may be an employer, building owner, landlord, managing agent, or anyone with control over the premises. While tasks can be delegated, legal responsibility cannot.

What Should Be Recorded in a Fire Safety Logbook?

A fire safety logbook should include records of:

• Fire risk assessment reviews
• Fire alarm and emergency lighting tests
• Fire door inspections
• Maintenance of fire safety systems
• Staff fire safety training and drills
• Identified defects and remedial actions

How Often Should Fire Safety Records Be Updated?

Records should be updated whenever checks, tests, inspections, or maintenance are carried out. Fire risk assessments must also be reviewed regularly and whenever there are changes to building use, layout, occupancy, or fire safety measures.

Do Fire Safety Logbooks Apply to Residential Buildings?

Yes. Fire safety logbooks are relevant to the common parts of residential buildings, including blocks of flats and HMOs. Where buildings contain two or more domestic premises, additional record-keeping and resident information duties apply.

Can Fire Safety Records Be Kept Digitally?

Yes. Fire safety records may be kept in paper or digital format. The key requirement is that records are accurate, up to date, accessible, and available for inspection by enforcing authorities.

What Happens If Fire Safety Records Are Missing or Incomplete?

Poor or missing records may be treated as a breach of fire safety law. Enforcing authorities may take action even where physical fire safety measures exist, particularly if fire risk assessments or management arrangements cannot be evidenced.

Does a Fire Safety Logbook Replace a Fire Risk Assessment?

No. A fire safety logbook supports fire risk assessment compliance but does not replace the requirement to carry out a suitable and sufficient fire risk assessment.