Fire safety is one of the most important legal and moral considerations when running a business. Whether you’re running a small office, a busy warehouse, or a high-street shop, understanding your obligations is the first step toward a safer environment.

This guide simplifies your duties by covering the latest legal changes, where to place equipment, how to use it, and best practices for training your staff.  By the time you’re done reading, you’ll have the clarity needed to keep your business compliant and your team safe, starting from the ground up.

In this blog:

Who’s responsible for fire safety at work?

Legally, nothing is left to chance when it comes to fire safety. Under the Regulatory Reform (Fire Safety) Order 2005, every business needs to have a ‘Responsible Person’ (RP).

If you’re the employer, the building owner, or the site manager, that’s likely you.

It’s your job to make sure the building and everyone in it are protected. This means:

  • Taking charge of safety matters
  • Delegating tasks appropriately
  • Ensuring all tasks are completed properly 
  • Remaining accountable in case of accidents or emergencies

Fire safety regulations are always being updated – and the Building Safety Act 2022 (BSA 2022) has brought about some of the most comprehensive rules yet. Since gaining Royal Assent on 28 April 2022, the BSA 2022 has introduced:

  • New duties for Accountable Persons to prevent the spread of fire, including the preparation of a ‘Safety Case’ with all the information needed to manage the fire and structural safety of a building
  • Gateway One restrictions where clients and designers must consider the fire safety needs of a project, e.g. firefighter access
  • Amendments to existing legislation, e.g. updates to Approved Document B

Find out more about these specific updates and other changes to fire safety responsibilities in our guide.

Essential fire safety regulations for commercial buildings

Fire safety regulations act as a framework for managing fire risk. The main piece of legislation is the Regulatory Reform (Fire Safety) Order 2005, which applies to all non-domestic premises in England and Wales.

These regulations are more than simply fitting extinguishers in the corner of a room. They also require you to:

  • Make sure people can get out of the building as quickly and safely as possible.
  • Install and maintain fire detectors that give people enough warning.
  • Provide appropriate firefighting equipment.
  • Make sure fire-resistant doors are kept in good condition and never left open.

The government has also ramped up the requirements for “higher-risk” buildings (e.g. those over 18 metres tall), but the core principles remain the same for everyone. 

If you’re looking for a more detailed checklist of what’s expected for your premises, take a look at our guide to fire safety regulations for commercial buildings.

Why fire risk assessments are vital

Think of your Fire Risk Assessment (FRA) as the foundation of your safety strategy. You wouldn’t build a house without a blueprint, and you shouldn’t try to manage fire safety without a thorough assessment of what could start a fire and how to put it out.

Before October 2023, small businesses with fewer than five employees didn’t always have to record their assessment in writing, but that’s no longer the case. In line with Section 156 of the Building Safety Act 2022, all businesses now need a written record of their fire risk assessment, regardless of size.

To get this right, you should follow these five steps:

  1. Spot the hazards — Check for ignition sources, such as faulty wiring or heaters, and for fuel sources, like piles of paper or chemicals.
  2. Identify people at risk — Think about who’s in the building. Do you have visitors who don’t know the layout? Are there staff with mobility issues?
  3. Evaluate and act — Can you remove the risk? If not, how can you reduce it? This might mean moving flammable liquids to a proper storage locker.
  4. Record and plan — Write down your findings and share them with your team, including when you create your emergency evacuation plan.
  5. Review — Your workplace changes over time. If you get new equipment or change the office layout, you need to update your FRA.

If you’re worried about missing a detail, it’s often best to call in the experts. We can help you put together a professional fire risk assessment that ticks all the boxes.

Where to install fire alarms for maximum protection

A fire alarm that goes off too late is no use to anyone, which is why good fire alarm placement is essential. You need to make sure your detectors are in the right places to detect smoke or heat as soon as it starts to build.

Generally, smoke detectors should be on the ceiling because smoke rises. You’ll want them in “circulation” areas. That means hallways, landings, and any corridors that serve as escape routes. But you’ll also need to be careful in kitchens or workshops where steam or dust might trigger a false alarm. In those spots, heat detectors are usually the better choice.

You can find more practical tips on getting your setup right in our guide on where to install fire alarms.

Understanding your fire extinguishers (and how to use them)

Fire extinguishers are life-savers, but only if you use the right one for the job. Using the wrong extinguisher can actually make a fire worse — for example, spraying water onto an electrical fire is a recipe for disaster.

Here’s a quick guide to the colours you’ll see on the labels:

  • Red (Water) — Only for “Class A” fires like wood, paper, and fabrics.
  • Cream (Foam) — Great for wood/paper, but also flammable liquids like oils or petrol.
  • Black (CO2) — Best for electrical fires and “Class B”, flammable liquid fires.
  • Blue (Dry Powder) — A “multi-purpose” extinguisher, but it can create a cloud that makes it hard to see or breathe in small rooms. Can be used for any fire except “Class F” fires caused by deep-fat fryers and oils. 
  • Yellow (Wet Chemical) — Specifically designed for deep-fat fryers and cooking oils. For use on extremely high temperature fires. 

Once you’ve got the right tools, you need to make sure people know the “PASS” method:

  • Pull the pin
  • Aim at the base of the fire
  • Squeeze the handle
  • Sweep from side to side

And don’t forget, your extinguishers need a professional service once a year to make sure the pressure’s right and the contents haven’t settled.

For more tips, check out our five facts you need to know about fire extinguishers.

How to build a fire-safe culture

Good workplace fire safety isn’t just about having the equipment; it’s also about people. You want your team to feel confident in an emergency, not scared. That starts with clear communication and regular training.

You should appoint fire marshals — members of your team who’ll take charge if the alarm sounds. Fire marshals aren’t firefighters – they’re mainly responsible for making sure their area is clear, and everyone’s accounted for at the assembly point.

Training should be part of your Health & Safety induction for every new hire, and you should run fire drills at least once a year to help build muscle memory and avoid panic in the event of a real fire.

If you need to get your designated leaders up to speed, our fire marshal training is an easy way to give them the skills they need online.

Get peace of mind with HS Direct

Managing fire safety can feel overwhelming, especially when you’re busy growing your business. But you don’t have to be an expert in everything — that’s what we’re for.

Whether you need help writing that all-important risk assessment, training your team, or just some straightforward advice on the latest regulations, HS Direct is your partner in compliance.

Ready to make your workplace safer? Get in touch today, and let’s get your fire safety sorted once and for all.