How To Create A Fire Safety Logbook That Keeps Your Business Audit Ready
A fire safety logbook helps you prove that your fire safety systems are being checked, tested, serviced and maintained properly. For business owners, facilities managers and responsible persons, it is one of the simplest ways to stay organised and show that fire safety duties are being managed consistently.
It should include records for fire alarm testing, emergency lighting checks, fire extinguisher servicing, fire drills, staff training, maintenance visits, faults, repairs and your fire risk assessment reviews.
A logbook does not replace a professional fire risk assessment, but it does support it. It gives you a clear paper trail if you are inspected, audited, dealing with insurers, or simply trying to keep your building safer day to day.
The Practical Answer For Busy Responsible Persons
A good fire safety logbook should record what was checked, when it was checked, who checked it, what was found, and what action was taken. Keep it updated weekly, monthly, annually and after any service visit, fault, repair, drill or significant change to the premises.
Under UK fire safety duties, the responsible person must manage fire risks and keep appropriate fire precautions maintained. GOV.UK provides guidance for those with legal duties, while HSE explains that fire risks should be assessed, controlled, reviewed and updated regularly.
What Is A Fire Safety Logbook?
A fire safety logbook is a central record of your building’s fire safety activity.
It usually covers:
Fire alarm tests
Fire alarm servicing
Emergency lighting checks
Fire extinguisher servicing
Fire drills
Staff fire safety training
Fire risk assessment reviews
Faults and repairs
Visits from engineers or enforcing authorities
Changes to the building or its use
Who Should Keep The Logbook Updated?
The responsible person should make sure the fire safety logbook is maintained.
Depending on the building, this may be:
The employer
The business owner
A facilities manager
A landlord
A managing agent
A property manager
A nominated competent person on site
In practice, one person should own the process, even if different people carry out the checks. This avoids duplicated records, missed tests and confusion during an audit.
What Should A Fire Safety Logbook Include?
1. Fire Risk Assessment Records
Your fire risk assessment is the foundation of your fire safety management. The logbook should record:
Date of the latest fire risk assessment
Name of the assessor or company
Key findings
Actions required
Who is responsible for each action
Completion dates
Review dates
The fire risk assessment should be reviewed regularly, and sooner if there are significant changes to layout, occupancy, equipment, processes or building use. HSE guidance explains that risks should be identified, controlled and reviewed as part of an ongoing risk management process.
For businesses that need a structured review, AMG Fire Solutions provides professional fire risk assessments with clear recommendations and digital reporting.
2. Fire Alarm Logbook Records
Your fire alarm logbook section should show that the system is being tested and maintained.
Include:
Weekly fire alarm test dates
Which manual call point was tested
Whether the alarm sounded correctly
Any faults shown on the control panel
False alarms
Engineer visits
Repairs or replacement parts
Professional servicing dates
For commercial premises, professional fire alarm maintenance is usually carried out every six months by a competent engineer. Weekly testing by the responsible person should also be recorded.
3. Emergency Lighting Test Records
Emergency lighting records are important because lighting may only be needed during a power failure or emergency. If it has not been tested, faults can easily go unnoticed.
Your logbook should record:
Monthly function checks
Annual full-duration tests
Professional servicing visits
Faults found
Battery replacements
Repairs completed
We recommend six-month servicing for emergency lighting systems to help keep components reliable and compliant. Records should make it clear when checks were completed and whether any remedial work was needed.
4. Fire Extinguisher Servicing Records
Fire extinguishers should be visually checked regularly and professionally serviced annually.
Your logbook should include:
Monthly visual checks
Annual service dates
Extinguisher locations
Extinguisher types
Missing, damaged or discharged units
Refills or replacements
Engineer reports
During a visual check, look for obvious issues such as blocked access, damaged pins, missing seals, low pressure readings, corrosion or missing signage.
Professional annual fire extinguisher servicing should be recorded with the engineer’s details and any actions taken.
5. Staff Training Records
Your logbook should show that relevant staff have received fire safety instruction.
Record:
Staff member names
Training dates
Training type
Trainer name
Topics covered
Refresher dates
Training may include evacuation procedures, alarm response, use of extinguishers where appropriate, fire marshal duties, reporting hazards and supporting vulnerable occupants.
6. Fire Drill Records
Fire drills help confirm whether your emergency plan works in practice.
Record:
Date and time of drill
Who took part
Time taken to evacuate
Issues identified
Actions required
Who is responsible for improvements
Date actions were completed
Do not just record that a drill happened. Record what was learned from it.
7. Faults, Repairs And Remedial Actions
This is one of the most important parts of the logbook.
If a fault is found, record:
What the issue was
Who reported it
Date reported
Risk level
Temporary measures put in place
Engineer attendance
Repair completed
Date closed
A logbook full of unresolved faults can create problems during an audit. Clear action tracking shows that issues are being managed, not ignored.
How To Set Up A Fire Safety Logbook Step By Step
Step 1: Choose A Format That People Will Actually Use
Your logbook can be paper-based, digital, or a combination of both.
A paper folder can work well for small premises. A digital system may be better for larger buildings, multiple sites or property portfolios.
Whichever format you choose, it should be:
Easy to access
Easy to update
Backed up if digital
Stored securely
Available during inspections
Simple enough for staff to use consistently
Step 2: Create Separate Sections For Each Fire Safety Area
Avoid keeping all records in one long list. It becomes difficult to find evidence quickly.
Create sections for:
Fire risk assessment
Fire alarm testing
Fire alarm servicing
Emergency lighting
Fire extinguishers
Fire drills
Staff training
Faults and repairs
Engineer visits
Authority visits
Certificates and reports
This makes the logbook easier to audit and easier to maintain.
Step 3: Add A Simple Testing Schedule
A schedule helps everyone understand what needs doing and when.
A practical schedule may include:
Weekly fire alarm test
Monthly visual extinguisher checks
Monthly emergency lighting function check
Six-month fire alarm servicing
Six-month emergency lighting servicing
Annual fire extinguisher servicing
Regular fire risk assessment review
Fire drills and staff training as required by your premises and risk level
The exact schedule should reflect your building, your fire risk assessment and the systems installed.
Step 4: Use Consistent Record Templates
Every record should capture the same essential information.
Use fields such as:
Date
Time
Area or equipment checked
Person completing the check
Result
Faults found
Action required
Action owner
Completion date
Signature or initials
Consistency makes your records easier to trust.
Step 5: Keep Service Reports With The Logbook
When an engineer services your fire alarm, extinguishers or emergency lighting, keep the report with your logbook.
This helps connect routine internal checks with professional maintenance.
For example, if your weekly alarm test records show a recurring issue and the engineer’s report shows it was repaired, you have a clear chain of evidence.
Step 6: Review The Logbook Regularly
A logbook should not sit untouched until an inspection.
Set a monthly review to check:
Tests have not been missed
Faults have been closed
Training is up to date
Service visits are booked
Actions from the fire risk assessment are progressing
Documents are filed correctly
This small habit can prevent a lot of last-minute stress.
When Should You Ask A Professional To Review Your Records?
Consider professional support if:
You are unsure what records you need
You have missed several tests or service visits
Your fire risk assessment is out of date
You have unresolved faults
You manage multiple premises
Your building layout has changed
You are preparing for an audit, inspection or insurance review
Your fire alarm, emergency lighting or extinguishers have not been serviced recently
A professional review can help identify gaps before they become bigger compliance issues.
How A Good Logbook Supports Compliance And Confidence
A fire safety logbook is not just admin. It helps you prove that fire safety is being managed properly.
A well-kept logbook can help you:
Prepare for inspections
Support insurance discussions
Track maintenance
Reduce missed checks
Improve accountability
Identify recurring faults
Keep staff responsibilities clear
Maintain safer premises
For commercial properties, this is especially useful because several systems work together. Fire alarms, emergency lighting, extinguishers and fire risk assessments all need to be managed as part of one wider fire safety process.
Frequently Asked Questions
Is A Fire Safety Logbook A Legal Requirement?
There is no single rule that every premises must use a document called a fire safety logbook. However, responsible persons must be able to show that fire safety arrangements, equipment and risks are being properly managed. A logbook is a practical way to keep that evidence organised.
Can A Fire Safety Logbook Be Digital?
Yes. Digital records are acceptable if they are accurate, secure, backed up and easy to access when needed. The key is that records are complete and available.
How Long Should Fire Safety Records Be Kept?
There is no universal retention period that applies to every type of fire safety record. Many businesses keep records for several years, especially service reports, risk assessments, training records and fault histories. If unsure, check your insurer, sector requirements or seek competent advice.
Who Should Complete Weekly Fire Alarm Tests?
A nominated responsible person or trained member of staff can usually complete weekly fire alarm tests. Professional servicing should still be carried out by a competent engineer.
Should Fire Extinguisher Checks Be Included In The Logbook?
Yes. Monthly visual checks and annual professional servicing should both be recorded. This helps show that extinguishers are accessible, suitable and maintained.
Does A Logbook Replace A Fire Risk Assessment?
No. A logbook supports your fire risk assessment, but it does not replace it. The risk assessment identifies hazards and required controls. The logbook helps show that those controls are being maintained.
Keep Your Fire Safety Records Audit Ready
A clear fire safety logbook makes compliance easier to manage and gives you confidence that essential checks are not being missed. Start with simple sections, record every test consistently, keep service reports together, and review the logbook regularly.
If you are unsure whether your records, fire risk assessment or maintenance schedule are up to date, AMG Fire Solutions can help you identify gaps and plan the next steps. Learn more about our commercial fire safety support or arrange a professional fire risk assessment.
Call us on 01743 664 551
Email: brendanalton@amg-firesolutions.co.uk