Fire Safety Log Book: What It Must Record and Why

 

Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person has to be able to show that fire precautions are actually being maintained, not just that they were once put in place. A fire safety log book is how you prove that. There is no set format in law, but if a fire officer asks for evidence and you cannot produce any, that gap gets treated the same as if the work was never done at all.

What the log book actually needs to record

A proper log book covers the fire risk assessment date and who carried it out, weekly fire alarm tests, monthly emergency lighting checks, extinguisher service and inspection dates, fire door checks, fire drill dates and what came out of them, staff fire safety training, and any faults found along with when and how they were fixed. Each entry should have a date and a name attached, not just a tick. An auditor or insurer looking through a log book with no names on it will usually assume the checks were not really carried out.

Who should be responsible for it

One named person should own the log book, even in a small business where several people share fire safety duties day to day. That person does not have to personally run every check, but they should be the one making sure entries actually get made and chasing anyone who has not logged their part. Without a named owner, log books tend to get updated in a rush right before an inspection, which defeats the point of keeping one.

Where it fits with your evacuation plan

The log book and your evacuation plan should reference each other. Drill dates and outcomes belong in the log book, and any changes the drills reveal you need to make, a blocked exit, a confusing assembly point, should feed back into updating the evacuation plan itself. Treating them as two completely separate documents is how gaps get missed.

How long to keep the records

Keep log book entries for at least three years, and longer if your buildings insurance or a previous enforcement notice asks for it. Digital copies are fine as long as they are backed up and someone other than the log book owner can access them if needed, for example during an inspection when that person happens to be off sick.

If you are not confident your current fire risk assessment and paperwork would hold up to scrutiny, Tony Carlyon's fire risk assessment service covers UK properties and businesses of this size, done properly and written up so you have a clear record to show if anyone ever asks for it.
If you want a quick way to check you have got the basics covered before paying for an assessment, grab the free UK landlord and small business compliance checklist and I'll send it straight over.

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