Why the fire safety log book matters
A fire safety log book is the place where routine checks, professional servicing, faults, fire drills, staff training, and corrective actions are recorded. It is not there to make life more complicated. It is there so the responsible person can see whether fire safety is actually being managed.
Good records also protect continuity. If a manager leaves, a contractor changes, or a fault keeps coming back, the log book provides the history instead of leaving everyone relying on memory.
What to record
- Weekly fire alarm tests, including the call point or zone tested
- Monthly emergency lighting functional checks
- Visual extinguisher checks and annual extinguisher servicing
- Fire door and escape route checks
- Fire drills, false alarms, and staff fire safety training
- Faults, remedial work, dates reported, and completion dates
- Changes to layout, occupancy, or building use that may affect the fire risk assessment
Digital versus paper records
A paper log book is simple, visible, and familiar. For very small sites it can still work well if someone owns it and keeps it in the same place. The weakness is that paper records can be lost, damaged, incomplete, or difficult to search.
A digital log book is usually better for sites where managers move between locations, several people do checks, or contractors need to review the history. Digital records can be searched, exported, and backed up more easily. The important thing is that the system is simple enough that people actually use it.
Who should look after the log book
The log book should be managed by someone with enough authority and competence to chase actions through. In many premises this will be the responsible person or the Article 18 competent person.
The person doing the weekly test does not always need to be the same person who manages the whole record. What matters is that responsibility is clear and that missed checks do not quietly accumulate.
Setting up a practical log book
- 1List the systems and checks that apply to the premises.
- 2Set the frequency for each task, such as weekly, monthly, six-monthly, annually, or as recommended by the fire risk assessment.
- 3Give each check a simple outcome such as pass, fail, or attention required.
- 4Add space for notes, defects, and follow-up action.
- 5Assign names rather than vague roles wherever possible.
- 6Review the record regularly and close out old defects.
Common mistakes to avoid
- Writing 'tested ok' without saying what was tested
- Keeping some records on paper, some in emails, and some in memory
- Recording faults without tracking whether they were fixed
- Letting holidays or staff changes create long gaps
- Not reviewing the log book after false alarms or fire drills
Templates and next steps
A useful log book normally has separate areas for fire alarm tests, emergency lighting checks, extinguisher checks, fire door and exit checks, staff training, false alarms, fire drills, servicing, and remedial actions.
Your fire risk assessment should shape the final list. If the assessment identifies extra checks for your premises, they should be added to the log book so they do not sit in a report and get forgotten.