A fire safety logbook is a record of the checks, tests, maintenance, training, drills, defects and actions used to manage fire safety in a premises. It helps the Responsible Person show that fire safety arrangements are being monitored and maintained.
There is no single mandatory logbook format that applies to every building, but records should be clear, current, accessible and proportionate to the premises. In practice, a good logbook is one of the most useful pieces of evidence during fire and rescue service audits, insurance reviews and internal compliance checks.
This guide explains what a fire safety logbook should include, who should maintain it, how often records should be updated and how it links to fire risk assessments, emergency plans, fire drills and maintenance duties.
Quick Answer
A fire safety logbook records fire safety checks, tests, servicing, training, drills, defects and remedial actions. It can include fire alarm tests, emergency lighting checks, extinguisher servicing, fire door checks, evacuation drills, staff training, false alarms and maintenance records. It should be kept up to date and available for inspection.
What Is a Fire Safety Logbook?
A fire safety logbook is a central record of fire safety management activities. It may be a paper folder, printed logbook, spreadsheet, digital system or compliance portal, as long as records are accurate, accessible and properly maintained.
The logbook should show what checks have been carried out, who completed them, when they were done, what defects were found and what action was taken.
Is a Fire Safety Logbook a Legal Requirement?
Fire safety law requires responsible persons to carry out and record fire risk assessments, maintain fire safety measures and manage fire safety arrangements. The law does not require one specific logbook template, but keeping clear records is one of the most practical ways to demonstrate compliance.
Fire and rescue services may ask to see records during audits or after an incident. Poor records can make it difficult to show that fire safety systems were tested, maintained and reviewed properly.
What Should a Fire Safety Logbook Include?
The exact content depends on the premises, but a useful fire safety logbook may include records for:
- Fire risk assessment and review dates
- Fire risk assessment action plans
- Fire alarm weekly tests and servicing
- Emergency lighting monthly and annual tests
- Fire extinguisher checks and annual servicing
- Fire door checks and inspection reports
- Dry riser, smoke control or sprinkler maintenance where applicable
- Fire drills and evacuation exercises
- Fire marshal or staff training
- False alarm records
- Defects, remedial actions and completion evidence
- Contractor visits and certificates
- Resident or occupant information where relevant
Related records may include fire alarm testing, emergency lighting checks, fire extinguisher servicing, fire door inspections, fire drills and fire marshal training.
Example Fire Safety Logbook Records
| Record type | Typical evidence |
|---|---|
| Fire alarm | Weekly test records, engineer service reports, false alarm records and defect actions. |
| Emergency lighting | Monthly functional checks, annual duration tests, repairs and certificates. |
| Fire extinguishers | Visual checks, annual service records and replacement evidence. |
| Fire doors | Routine checks, inspection reports, defects, repair records and Regulation 10 evidence where applicable. |
| Fire drills | Date, time, areas involved, evacuation time, problems identified and follow-up actions. |
| Training | Induction, refresher training, fire marshal training and attendance records. |
How Often Should Records Be Updated?
Records should be updated whenever a check, test, service, drill, defect report or remedial action takes place. Some records are weekly, some monthly, some annually and some event-based.
| Frequency | Examples |
|---|---|
| Daily or routine | Escape route checks, housekeeping, final exits and obvious defects where required by local procedure. |
| Weekly | Fire alarm tests and basic equipment/location checks where applicable. |
| Monthly | Emergency lighting functional checks and selected fire door or escape route checks. |
| Six-monthly | Fire alarm servicing by a competent person in many non-domestic premises. |
| Annually | Emergency lighting duration tests, extinguisher servicing, fire risk assessment review where appropriate, and other planned maintenance. |
| Event-based | Fire drills, false alarms, incidents, refurbishments, remedial works and fire risk assessment action updates. |
The exact regime should reflect the premises, fire risk assessment, equipment installed, manufacturer guidance and competent advice.
Who Should Maintain the Fire Safety Logbook?
The Responsible Person is legally responsible for ensuring fire safety arrangements are properly managed. Day-to-day logbook tasks may be delegated to a competent person, facilities manager, building manager, fire marshal, managing agent or contractor.
Delegation should be clear. The logbook should show who completed checks, who reviewed defects and who is responsible for closing actions.
Fire Safety Logbooks and Fire Risk Assessments
The fire risk assessment identifies risks and actions. The logbook helps demonstrate that those actions and ongoing maintenance duties are being managed.
If the fire risk assessment recommends improved fire door checks, alarm servicing, emergency lighting repairs or staff training, the logbook should show progress and completion evidence.
A well-maintained logbook also supports wider fire safety compliance records, helping responsible persons show that checks, tests, defects and remedial actions are being managed properly.
See our guides to when a fire risk assessment is needed and Responsible Person duties.
Common Fire Safety Record Problems
- Logbook missing or not kept on site
- Fire alarm tests recorded irregularly
- Emergency lighting records incomplete
- Fire door defects recorded but not actioned
- Contractor certificates missing
- False alarms not investigated
- Fire drills recorded without lessons learned
- No evidence that fire risk assessment actions were completed
- Records split across different systems with no clear owner
How Fire Risk Assessment Network Can Help
Fire Risk Assessment Network can help responsible persons arrange fire risk assessments and related compliance support. Where records are missing, incomplete or unclear, a competent fire risk assessor can identify what evidence is needed and what actions should be prioritised.
Need Help With Fire Safety Records?
If your logbook, maintenance records or fire risk assessment actions are incomplete, Fire Risk Assessment Network can help arrange suitable fire safety support.
Frequently Asked Questions
What is a fire safety logbook?
A fire safety logbook is a record of fire safety checks, tests, servicing, training, drills, defects and remedial actions for a premises.
Is a fire safety logbook a legal requirement?
The law does not prescribe one specific logbook format, but responsible persons must maintain fire safety measures and keep suitable records. A logbook is a practical way to demonstrate compliance.
What should be recorded in a fire safety logbook?
Records may include fire alarm tests, emergency lighting checks, extinguisher servicing, fire door checks, fire drills, staff training, false alarms, defects, contractor visits and remedial actions.
Who is responsible for the fire safety logbook?
The Responsible Person is legally responsible, although day-to-day entries may be delegated to a competent person, building manager, fire marshal, managing agent or contractor.
How long should fire safety records be kept?
Records should be kept for long enough to demonstrate ongoing compliance, support reviews and show action history. Many organisations retain records for several years depending on risk, insurance, audit and legal requirements.
Can a fire safety logbook be digital?
Yes. A digital logbook can be suitable if records are accurate, secure, accessible, backed up and available for inspection when needed.
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