What fire safety records should a small business keep?
By Joe Cooper. Last reviewed 26 October 2026.
Short answer: Keep your fire risk assessment, notes of weekly checks and any faults found, records of when equipment was serviced, staff training and fire drill results, and details of who was responsible for fixing problems. GOV.UK says to record faults in systems and equipment. Good records help you show an inspector or insurer what you did and when.
The records worth keeping
- Your fire risk assessment, with dates of reviews.
- Notes of your weekly checks: alarm tests, fire doors, escape routes, extinguishers and emergency lighting.
- Any faults found, who was told, who fixed them and when.
- Servicing records and certificates for the fire alarm, emergency lighting and extinguishers.
- Staff training records and fire drill results.
- Details of anyone with a personal emergency evacuation plan.
Why records matter
GOV.UK says to record faults in systems and equipment. Good records show an inspector, insurer or landlord what you did and when, and they make it easier to spot patterns, for example a door that keeps getting wedged open.
How long to keep them
There is no single legal period for every record. Many businesses keep logs for several years and keep each risk assessment until it has been replaced. Check your insurance policy, which may ask for specific records.
Paper, spreadsheet or app
Any format works if it is dated, complete and easy to find. A digital log saves time, can be printed on request, and avoids lost sheets. Pioneer Fire keeps your weekly checks, training, drills and equipment dates in one private place.
General information based on GOV.UK guidance and common practice. It is not legal advice or a fire risk assessment. Sources: GOV.UK, Fire safety in the workplace and equipment, drills and training.