19 Important Office Fire Safety Tips

Fire is one of the most devastating emergencies that can affect any workplace. In the UK alone, fire and rescue services attended over 15,000 non-residential fires in 2023, with a significant portion of these occurring in office buildings (Home Office, 2024). Despite strict fire regulations, human error, faulty wiring, and improper safety measures continue to cause office fires globally.

This guide outlines 19 important office fire safety tips to help businesses, safety officers, and office managers reduce risks, safeguard employees, and comply with legal obligations. Each tip is backed by expert recommendations, government guidelines, and real-world data to ensure it is both practical and evidence-based.

Office Fire Safety Tips

1. Conduct a Comprehensive Fire Risk Assessment

Every office must legally conduct a fire risk assessment (FRA) under laws such as the Regulatory Reform (Fire Safety) Order 2005 in the UK. This involves:

• Identifying fire hazards.

• Determining who is at risk.

• Evaluating existing controls.

• Recording findings and updating annually.

According to the UK’s Health and Safety Executive (HSE), a well-maintained FRA can reduce fire incidents by 70% (HSE, 2024).

2. Install and Regularly Maintain Smoke Detectors

Smoke alarms are the first line of defense in detecting fire early. Offices should install:

• Optical detectors for smouldering fires near electronic equipment.

• Ionisation detectors for fast-flaming fires (like paper waste).

Stat: Early smoke detection increases the survival rate by over 50% in commercial fires (NFPA, 2023).

3. Ensure Clear and Visible Fire Exit Signs

All fire exits must be marked with illuminated signage. In emergencies, panic and smoke can disorient employees.

• Use photo-luminescent signs in areas where power outages may occur.

• Check visibility from all corners of the room.

Compliance: BS EN ISO 7010 standards require standardized safety signs across the UK and EU.

4. Hold Regular Fire Drills

At least two fire drills per year are recommended, though high-risk environments may need more frequent drills.

Benefits include:

• Testing the evacuation process.

• Identifying delays or bottlenecks.

• Familiarizing employees with exits and assembly points.

Psychological Insight: Repeated exposure reduces panic and increases confidence during real emergencies.

5. Train Staff in Fire Safety Procedures

Training should cover:

• How to use fire extinguishers.

• Recognizing fire alarm sounds.

• Assisting disabled colleagues.

• Identifying evacuation routes.

Tip: Appoint and train Fire Wardens for each department to coordinate evacuations.

6. Install Appropriate Fire Extinguishers

Offices typically require:

• Water extinguishers for paper and fabric.

• CO2 extinguishers for electrical equipment.

• Foam extinguishers for flammable liquids.

Each extinguisher must be clearly labelled and regularly inspected by a competent person under BS 5306-3:2017.

7. Avoid Overloading Electrical Sockets

Overloaded plug sockets are a leading cause of office fires. Always:

• Use surge-protected power strips.

• Avoid daisy-chaining extension cords.

• Unplug devices when not in use.

Historical Note: The famous 2013 Smethwick fire in the UK was partially attributed to electrical faults — costing insurers over £6 million in damages.

8. Create and Display a Fire Evacuation Plan

The plan must include:

• Exit routes.

• Fire alarm points.

• Assembly points.

• Contact details of fire wardens.

Read Also: UK Fire Safety Regulations for Landlords

Legal Requirement: Under the Fire Safety (England) Regulations 2022, this plan must be available in communal areas for buildings over 11 metres tall.

9. Keep Corridors and Exits Clear at All Times

Blocked corridors and exits violate fire safety laws and endanger lives.

• Perform weekly walk-throughs.

• Keep furniture, printers, and bins away from emergency exits.

Case Study: In 2021, a fire in a London office building was exacerbated due to stacked boxes blocking a key exit, delaying evacuation by 3 minutes.

10. Store Flammable Materials Properly

Even offices have flammable items like:

• Cleaning chemicals.

• Printer inks.

• Aerosol cans.

Store them in locked, flame-resistant cabinets and away from heat sources.

Refer to: COSHH (Control of Substances Hazardous to Health Regulations 2002).

11. Maintain HVAC and Electrical Systems

Regular maintenance helps:

• Prevent dust build-up in ducts (a fire hazard).

• Detect faulty wiring early.

• Maintain equipment efficiency.

Schedule annual checks by NICEIC-registered electricians and Gas Safe engineers.

12. Invest in Fire-Resistant Office Furniture

Use fire-retardant upholstery and materials certified under BS 7176:2007 for seating.

Open-plan offices with synthetic chairs and dividers burn faster than traditional setups. Fire-resistant furniture slows the spread.

13. Implement a Smoking Policy

Designate a safe, external smoking zone and enforce strict no-smoking rules indoors.

Fact: A dropped cigarette remains a leading cause of workplace fires in offices with poor enforcement.

14. Assign Responsibility to a ‘Responsible Person’

Under UK fire law, every workplace must designate a Responsible Person (RP) to:

• Conduct risk assessments.

• Ensure maintenance.

• Arrange drills and training.

This can be the business owner or a facilities manager.

Legal Basis: Regulatory Reform (Fire Safety) Order 2005, Article 3.

15. Keep Emergency Lighting Functional

In a power outage, emergency lighting must:

• Illuminate escape routes.

• Be functional for at least 1 hour.

• Undergo monthly flick tests and annual 3-hour discharge tests.

Read Also: DOT Fire Extinguisher Requirements for Commercial Vehicles

Tip: Log all inspections in a fire safety maintenance logbook.

16. Use Fire-Resistant Storage for Documents

Vital records should be stored in fireproof filing cabinets or off-site digital backups.

Stat: 40% of small businesses never reopen after a major fire due to data loss (FEMA, 2023).

17. Consider Installing a Fire Suppression System

For server rooms, archives, or high-risk areas, use:

• Sprinklers

• Gas suppression systems (e.g., FM-200 or Novec 1230)

Though costly, these can save millions in asset loss and downtime.

18. Encourage a Clean Desk Policy

Paper clutter is a fuel source. Encourage:

• Shredding of unnecessary documents.

• Storing files in cabinets.

• Keeping desks free of loose papers.

 A cleaner office = a safer office.

19. Review and Update Fire Policies Annually

Workplaces evolve: new layouts, new equipment, and new people. Revisit your fire safety policy at least once per year, or after any major change.

Best Practice: Combine with your annual health and safety audit for efficiency.

Final Thoughts

Fire safety in the office is everyone’s responsibility, not just the safety officer’s. By following these 19 fire safety tips, offices can create a safer, more compliant, and more resilient workplace.

“Prevention is cheaper than repair — invest in fire safety before you’re forced to.” – Fire Protection Association UK

References

1. Home Office. (2024). Fire and Rescue Incident Statistics – England, 2023/24. Gov.uk

2. NFPA (National Fire Protection Association). (2023). Fire Loss in the U.S. NFPA.org

3. HSE. (2024). Fire Safety in the Workplace. HSE.gov.uk

4. British Standards Institution. BS 5306, BS 7176, BS EN ISO 7010.

5. Fire Safety (England) Regulations 2022. Legislation.gov.uk

6. FEMA. (2023). Business Continuity and Disaster Recovery Statistics.

Need Help with Office Fire Risk Assessments or Policy Audits?
📞 Contact a certified fire safety consultant or your local fire authority for support tailored to your office layout and operations.