Fire Safety Log Book

Fire safety paperwork is one of the first things a fire risk assessor or inspecting officer asks to see, and “we test the alarm now and then” is not an answer that holds up. A fire safety log book gives you the written proof that your precautions are maintained, week in and week out. This free, printable fire safety log book pulls weekly alarm tests, monthly emergency lighting and extinguisher checks, and fire drill records into a single sheet built for busy food premises.

Why a Fire Safety Log Book Matters

Under the Regulatory Reform (Fire Safety) Order 2005, the “responsible person” for your premises must put in place and maintain appropriate fire precautions. Where five or more people are employed, you are legally required to keep written records of your fire risk assessment and its significant findings — and routine test records are how you prove those precautions have not quietly fallen into disrepair.

Commercial kitchens carry a higher fire risk than most workplaces: hot surfaces, oils, gas, and a constant flow of staff and deliveries. A working alarm, functioning emergency lighting and accessible, in-date extinguishers are the controls that protect people when something goes wrong — and a log book is how you show they were checked, not just installed. If a fire ever does occur, this record is a core part of your defence that you took fire safety seriously.

For the wider picture on managing fire risk in a kitchen, read our guide to fire safety in the commercial kitchen.

What the Log Book Tracks

The book is organised into four separate records, each with a header block for the premises, responsible person, year and reviewer:

• Weekly Fire Alarm Test — date, the call point tested, whether the alarm was heard, defects found, action taken, and initials, with space for 12 weeks per sheet
• Monthly Emergency Lighting Test — date, areas tested, pass or fail, defects and action taken, and initials
• Fire Extinguisher Monthly Visual Check — date, extinguisher ID and location, and tick checks that the pin and seal are intact, the pressure gauge is in the green, and the unit is unobstructed
• Fire Drill Record — date, time taken to evacuate, issues identified, action taken, and initials
• Responsible Person Sign-off — to confirm the records have been reviewed

How to Use It

1. Assign a responsible person. One named individual should own the log book and make sure each check happens on schedule. The Fire Safety Order places accountability on this person by name.

2. Test one call point every week. Rotate through your manual call points so each is tested over time, confirm the alarm sounds throughout the premises, and record the point used. Warn staff first so a real evacuation is never confused with a test.

3. Check emergency lighting and extinguishers monthly. For lighting, confirm each unit illuminates when mains power is simulated off. For extinguishers, check the pin and seal are intact, the gauge reads in the green, and nothing is blocking access.

4. Run and record fire drills. Hold a drill at least annually — more often for high-risk or high-turnover sites — and log how long evacuation took and any problems, such as a blocked exit or staff who missed the muster point.

5. Record every defect and the action taken. A fault that is written down and fixed is evidence your system works. Never leave a failed check with an empty action column.

6. Sign off and keep completed books. The responsible person should review the records regularly, and completed log books should be kept as part of your fire safety file, ready for inspection.

Part of a Complete Compliance System

Fire safety records sit alongside the rest of your premises documentation. This log book works well with:

• Fire safety in the commercial kitchen — the practical controls and risk factors behind the checks in this log
• EHO Inspection Checklist — how your safety records fit into the wider inspection picture

If you would rather not chase paper log books and hope the weekly test actually got done, Forkto’s audits feature lets you schedule recurring fire safety checks, capture them digitally with photos and sign-off, and flag any missed or failed check before it becomes a problem.