Fire Safety Inspection Checklist: Workplace Fire Compliance Audit for Scotland & UK
- Denver Naguit
- Oct 9, 2025
- 9 min read
Workplace fires cause devastating losses every year, yet many are entirely preventable through a regular fire safety inspection routine, regardless if you're a facilities manager, business owner, or designated responsible person under fire safety legislation, conducting thorough fire safety inspections isn't optional - it's a legal requirement that protects lives and property.
In this comprehensive guide, we'll walk you through everything you need to know about fire safety inspections and provide you with a downloadable checklist that covers all critical areas of fire safety compliance.
Table of Contents
Summary
What is it? A comprehensive fire safety inspection checklist covering fire detection systems, emergency exits, lighting, fire-fighting equipment, hazards, and compliance documentation.
Who needs it? Responsible persons, facilities managers, safety officers, business owners, and anyone accountable for fire safety under UK fire safety legislation.
Key benefits:
Ensures compliance with the Fire Safety Order 2005 and Fire (Scotland) Act 2005
Identifies fire hazards before they cause incidents
Documents inspection history for regulatory audits
Reduces fire risk and protects lives
Helps avoid prosecution and substantial fines
Supports insurance compliance requirements
How to use: Conduct regular inspections (monthly minimum recommended) using the checklist, document all findings, and implement corrective actions promptly, use the inspection checklist alongside a fire risk assessment for comprehensive fire safety management.
Why Fire Safety Inspections Matter
In 2022, UK fire and rescue services attended over 600,000 fire incidents in England, with non-domestic building fires accounting for significant property damage and business disruption, research shows that approximately 25% of businesses that experience a major fire either never reopen.
Beyond the devastating human cost, fire safety failures carry severe legal consequences, under the Regulatory Reform (Fire Safety) Order 2005, responsible persons who fail to conduct adequate fire safety measures face prosecution. Recent cases have seen companies fined almost £1 million for serious fire safety breaches, with individuals receiving custodial sentences.
The fire and rescue service can issue enforcement notices, alteration notices, or even prohibition notices that force businesses to cease operations until compliance is achieved, regular fire safety inspections help identify and rectify issues before they escalate to enforcement action or, worse, an actual fire incident.
Understanding Fire Safety Inspection Requirements
Legal Framework
The Regulatory Reform (Fire Safety) Order 2005 (England and Wales) and Fire (Scotland) Act 2005 place explicit duties on the responsible person to:
Carry out a fire risk assessment
Implement appropriate fire safety measures
Maintain fire safety equipment
Provide information and training to employees
Regularly review and update fire safety arrangements
Regular fire safety inspections are essential for fulfilling these legal duties, while legislation doesn't specify exact inspection frequencies, best practice recommends monthly visual inspections with more detailed quarterly or annual audits depending on premises complexity and fire risk level.
What Inspections Should Cover
Comprehensive fire safety inspections should examine six critical areas:
Fire Detection and Alarm Systems - Ensuring early warning systems function correctly when needed most.
Emergency Exits and Escape Routes - Verifying that people can evacuate quickly and safely during emergencies.
Emergency Lighting - Confirming adequate illumination along escape routes during power failures.
Fire Fighting Equipment - Checking that extinguishers, blankets, and other equipment remain serviceable and accessible.
Fire Hazards and Housekeeping - Identifying potential ignition sources and combustible materials that increase fire risk.
Documentation and Training - Ensuring fire safety management systems, training records, and emergency procedures remain current and effective.
How to Use the Fire Safety Inspection Checklist
Step 1: Preparation and Planning
Establish Your Inspection Schedule - Determine appropriate inspection frequency based on your fire risk assessment, high-risk premises (e.g., those with sleeping accommodation, hazardous materials, or complex layouts) require more frequent inspections than low-risk office environments.
Assign Competent Inspectors - Designate trained personnel to conduct inspections, while the responsible person holds ultimate accountability, day-to-day inspections can be delegated to competent staff members such as trained fire wardens or facilities personnel.
Gather Necessary Resources - Ensure inspectors have access to previous inspection records, the current fire risk assessment, building plans, and maintenance schedules for fire safety equipment.
Communicate the Inspection - Inform relevant staff about inspection timing, especially if testing fire alarms or accessing normally secured areas.
Step 2: Conducting the Inspection
Document Basic Information - Complete the inspection details section with premises name, date, inspector name, inspection type, and specific area being inspected, this creates an essential audit trail.
Work Through Each Section Systematically - Our checklist is organised into logical sections, work methodically through each area:
Fire Detection & Alarm Systems
Check the Fire Alarm Panel - Verify the control panel shows normal operation with no fault indicators, all zones should be operational without communication errors or power supply issues.
Inspect Manual Call Points - Ensure break-glass call points are visible, unobstructed, and undamaged, according to Building Research Establishment studies, call points should be located so that no one needs to travel more than 45 metres to raise the alarm, 25 metres for high risk areas.
Examine Smoke Detectors - Look for dust accumulation, damage, or missing units.
Verify Alarm Sounders - Confirm weekly alarm tests are being conducted and documented, sounders should be audible throughout the premises at a minimum of 65dB(A).
Emergency Exits & Escape Routes
Inspect All Exit Routes - Walk every escape route from all areas of the building to final exits.
Check Fire Doors - Test that fire doors close fully and consistently, self-closers should operate smoothly, intumescent seals should be intact, and doors must not be wedged open (unless fitted with automatic release mechanisms linked to the fire alarm).
Test Emergency Exit Doors - Ensure all final exit doors open easily from the inside without keys, panic bars and push-pads should operate with minimal force.
Verify Exit Signage - Emergency exit signs should be visible from all locations and indicate the correct direction of escape, illuminated signs must be functioning, and photoluminescent signs should be adequately charged by ambient lighting.
Confirm Assembly Point Arrangements - External assembly points should be clearly marked, at a safe distance from the building (minimum 10 metres), and large enough to accommodate all building occupants.
Emergency Lighting
Check Indicator Lights - All emergency lighting units should display green indicators showing they're charged and ready, monthly function tests should be documented in the unit's test log.
Assess Coverage - Emergency lighting should provide sufficient illumination (minimum 1 lux) along all escape routes, at changes of level, near fire-fighting equipment, and at exit doors.
Verify Maintenance Records - Annual discharge tests (running emergency lights on battery for full duration) must be conducted by competent persons and documented.
Fire Fighting Equipment
Locate All Extinguishers - Verify that extinguishers remain in designated positions with appropriate signage, travel distances should not exceed 30 metres for Class A fire risks or 10 metres for Class F risks in commercial kitchens.
Check Service Status - Every extinguisher should display a current service tag (within 12 months) from a competent person, ideally BAFE-registered, pressure gauges on stored pressure extinguishers should indicate the green zone.
Inspect Fire Blankets - In kitchen areas, fire blankets should be wall-mounted in accessible locations, showing no signs of damage or contamination, and within their service life.
Examine Sprinkler Systems - If fitted, verify that control valves are in the open position, pressure gauges show normal readings, and maintenance is current according to BS 9251 or BS EN 12845 requirements.
Fire Hazards & Housekeeping
Assess Combustible Materials - Identify accumulations of combustible materials near ignition sources.
Evaluate Waste Management - Waste bins should be emptied regularly, combustible waste stored externally away from the building, and smoking materials disposed of safely.
Check Electrical Safety - Look for overloaded sockets (one plug per socket), damaged cables, equipment left running unnecessarily, and ensure PAT testing schedules are current.
Verify Smoking Policies - Designated smoking areas should be maintained safely with proper receptacles, and no-smoking zones must be clearly marked and enforced.
Documentation & Training
Review Fire Risk Assessment - Confirm the fire risk assessment has been reviewed within appropriate timescales (annually minimum, or following significant changes to premises, processes, or occupancy).
Check Emergency Procedures - Fire action notices should be displayed at every manual call point and in prominent locations, showing current emergency procedures and assembly point locations.
Verify Fire Warden Appointments - Sufficient trained fire wardens should be appointed for the premises size and occupancy levels.
Confirm Training Records - All staff should receive fire safety induction training, with refresher training at appropriate intervals (typically annually), training records should be maintained and accessible for audit.
Review Fire Drill Records - Fire drills should be conducted at least annually (more frequently in high-risk or high-occupancy premises), with results documented including evacuation times, issues identified, and corrective actions implemented.
Step 3: Documentation and Follow-Up
Complete the Notes Section - Document all findings clearly and specifically, rather than noting "fire door damaged," specify "fire door to stairwell A has damaged intumescent seal requiring replacement."
Assign an Overall Outcome - Categorise the inspection result:
Satisfactory: No significant issues, continue normal monitoring
Minor Issues: Non-critical deficiencies requiring corrective action within 30 days
Unsatisfactory: Significant deficiencies requiring immediate corrective action
Serious Risk: Immediate risk to life requiring urgent remedial action and possible prohibition of use
Create an Action Plan - For any identified deficiencies, document specific corrective actions, assign responsibility, and set realistic completion deadlines.
Communicate Findings - Share inspection results with the responsible person, senior management, and relevant department heads, significant findings may require updating the fire risk assessment.
Monitor Completion - Track corrective actions to completion and conduct re-inspections to verify effectiveness of implemented measures.
Common Issues Found During Fire Safety Inspections
Understanding frequent problems helps inspectors identify them quickly and prioritise corrective actions:
Obstructed Escape Routes - The most common fire safety violation, equipment, storage, and even furniture frequently accumulate in corridors and stairwells.
Wedged Fire Doors - Fire doors wedged open defeat their purpose entirely, if doors need to remain open for operational reasons, automatic release mechanisms linked to the fire alarm should be installed.
Missing or Inadequate Signage - Emergency exit signs that are broken, obscured, or pointing in wrong directions can cause fatal delays during evacuations.
Poor Housekeeping - Combustible materials near ignition sources, accumulated waste, and general disorder increase fire risk significantly.
Overdue Equipment Maintenance - Fire extinguishers, alarm systems, and emergency lighting require regular maintenance by competent persons, expired service dates indicate inadequate fire safety management.
Inadequate Staff Training - Staff who don't know how to respond during fire emergencies can worsen outcomes, regular training ensures appropriate emergency response.
Outdated Fire Risk Assessments - Risk assessments that haven't been reviewed following changes to premises, processes, or occupancy don't reflect current fire risks.
Best Practices for Fire Safety Inspection Programmes
Establish Clear Accountability - Designate specific individuals responsible for conducting inspections, implementing corrective actions, and maintaining records.
Use Digital Tools - While printable checklists work perfectly, consider photographing deficiencies for clearer communication and progress tracking.
Integrate with Maintenance Schedules - Coordinate fire safety inspections with planned maintenance activities for fire alarms, emergency lighting, and fire-fighting equipment.
Conduct Surprise Spot Checks - In addition to scheduled inspections, conduct unannounced spot checks to verify that fire safety standards are maintained consistently.
Benchmark Against Standards - Compare your premises against industry best practices and similar organisations to identify improvement opportunities.
Engage Employees - Encourage all staff to report fire safety concerns immediately, foster a culture where fire safety is everyone's responsibility, not just management's.
Learn from Near Misses - Investigate and document near-miss incidents, identifying root causes and implementing preventive measures.
Key Differences: Scotland vs England & Wales
While fire safety principles remain consistent across the UK, there are important legislative differences:
Legislative Framework - England and Wales operate under the Regulatory Reform (Fire Safety) Order 2005, while Scotland follows the Fire (Scotland) Act 2005 and Fire Safety (Scotland) Regulations 2006.
Enforcement - Scotland's single national Scottish Fire and Rescue Service provides consistent enforcement, while England and Wales have multiple fire and rescue services.
Practical Impact - For fire safety inspections, technical requirements remain essentially identical across all UK jurisdictions, with BS standards applying throughout, the checklist provided works across England, Wales, and Scotland.
Getting Started Today
Implementing an effective fire safety inspection programme protects your business and fulfills your legal obligations:
Download the comprehensive checklist and familiarise yourself with all inspection areas
Conduct an initial baseline inspection to identify current fire safety status
Develop an action plan to address any identified deficiencies
Establish a regular inspection schedule appropriate to your fire risk level
Train designated personnel in conducting thorough inspections
Implement a system for tracking corrective actions to completion
Review and update your fire risk assessment based on inspection findings
Maintain comprehensive records for audit and enforcement purposes
Have questions about fire safety compliance or need help implementing an inspection programme? Contact us for expert guidance tailored to your premises.
🔥 Enhance Your Fire Safety Expertise
Become a Certified Fire Marshal
Regular fire safety inspections are most effective when conducted by trained professionals, our accredited Fire Marshal Training courses provide your team with comprehensive knowledge and practical skills to:
✓ Conduct professional fire safety inspections
✓ Identify fire hazards and assess risks
✓ Implement effective fire prevention measures
✓ Lead confident emergency evacuations
✓ Understand UK fire safety legislation thoroughly
✓ Use fire-fighting equipment correctly and safely
Next available courses: Equip your organisation with qualified fire wardens who can maintain high fire safety standards and ensure regulatory compliance.
Accredited courses available nationwide | In-person and online options | Group discounts available.
This checklist is a guidance tool only and does not constitute legal advice. While every effort has been made to ensure accuracy, we recommend consulting qualified fire safety professionals for premises-specific advice. We accept no liability for any loss, damage, or prosecution arising from use of this checklist.
Comments