How to Create an Office Fire Evacuation Plan (Insurance Checklist)

Introduction

A fire in an office can escalate fast: smoke spreads, visibility drops, alarms create panic, and a small incident can become a serious injury claim or a major business interruption event.

A well-built fire evacuation plan isn’t just “health and safety paperwork”. It’s a practical, rehearsed process that protects people first, reduces property damage, and helps your business demonstrate strong risk management to insurers.

This guide walks you through how to create an office fire evacuation plan, plus an insurance checklist you can use to reduce the chance of a claim and strengthen your position if one happens.

Why an office fire evacuation plan matters (and how insurers view it)

Insurers and loss adjusters typically look for evidence that a business:

• Identified fire risks and acted on them

• Maintained fire safety systems (alarms, extinguishers, emergency lighting)

• Trained staff and ran drills

• Kept records (risk assessments, maintenance logs, drill reports)

• Had clear responsibilities and a workable plan

If a claim occurs, good documentation and a proven process can help:

• Support your version of events

• Reduce disputes about “reasonable precautions”

• Limit the size of the loss (especially business interruption)

• Demonstrate compliance with legal duties

Step 1: Start with your legal and practical baseline

In the UK, office fire safety is typically driven by the Regulatory Reform (Fire Safety) Order 2005 (England & Wales) and related guidance, plus general duties under health and safety law.

You don’t need to be a fire engineer to create a strong plan, but you do need to treat it as a living process, not a one-off document.

Your baseline should include:

• A current fire risk assessment

• A named “Responsible Person” (or equivalent) and deputies

• Clear evacuation routes and assembly points

• A method for accounting for people

• A plan for visitors and contractors

• A plan for disabled staff and anyone needing assistance

• A schedule for drills and training

Step 2: Map your office and identify fire risks

Before you write the plan, walk the building and map the risks. This makes the plan realistic.

Common office fire risks

• Overloaded extension leads and multi-plug adapters

• Poorly maintained electrical equipment

• Portable heaters used incorrectly

• Kitchen areas (toasters, microwaves, cooking equipment)

• Storage blocking exits or fire doors

• Server rooms, comms cupboards, and battery backups

• Smoking/vaping areas and waste disposal

• Contractors doing hot works (welding, cutting, roofing)

What to document

• Floor plans showing exits, stairwells, refuge points (if used), and assembly points

• Locations of call points, alarms, extinguishers, and fire blankets

• High-risk areas (kitchen, plant room, server room)

• Any areas with restricted access

Insurance angle: if you can show you’ve identified and controlled ignition sources and fuel loads, you’re reducing both the likelihood and severity of a claim.

Step 3: Define roles and responsibilities

A plan fails when everyone assumes “someone else will handle it”. Assign roles clearly.

Key roles to include

• Responsible Person / Fire Safety Lead: owns the plan, training, and maintenance schedule

• Fire Wardens / Marshals: sweep areas, guide evacuation, report to the lead

• First Aiders: support injuries and coordinate with emergency services

• Reception / Front-of-house: manages visitor log and supports roll call

• Facilities / Maintenance contact: knows shut-offs, plant rooms, and building systems

How many fire wardens do you need?

It depends on layout, floors, and headcount. A simple approach is:

• At least one warden per floor/zone

• Cover for absences (holidays, sickness)

• Extra cover for high-risk areas or complex layouts

Insurance angle: clear roles reduce evacuation time and reduce the chance of injury claims.

Step 4: Create clear evacuation routes (and keep them usable)

Your plan should include primary and secondary routes.

Best practices

• Keep routes simple and clearly signed

• Ensure fire doors close properly and are not wedged open

• Keep corridors and stairwells clear of storage

• Ensure emergency lighting is tested and working

• Confirm doors open easily and lead to a place of safety

What to include in the plan

• A short written description of routes by floor/zone

• A simple diagram for each floor

• A note on what to do if a route is blocked (use the secondary route)

Insurance angle: blocked routes and poor housekeeping are common findings after a loss. They can also increase injury severity.

Step 5: Decide on your evacuation strategy

Your strategy should match the building and your risk assessment.

Common strategies include:

• Simultaneous evacuation: everyone leaves at once when alarm sounds (common in smaller offices)

• Phased evacuation: certain zones evacuate first (more common in larger buildings)

• Stay put / defend in place: rare for typical offices and usually only in specific building designs

If you’re in a multi-tenant building, align your plan with the landlord’s fire strategy.

Step 6: Plan for people who need assistance (PEEPs)

A strong evacuation plan includes a practical approach for anyone who may need help evacuating.

What to cover

• Personal Emergency Evacuation Plans (PEEPs) where appropriate

• Temporary needs (injury, pregnancy, short-term mobility issues)

• Visitors who may need assistance

• Refuge points (if used) and how they are managed

• Buddy systems and deputies

Insurance angle: this is a high-risk area for liability claims. Documented planning and training matters.

Step 7: Set up a visitor and contractor process

Visitors and contractors are often the people who don’t know your exits.

Include:

• A sign-in/sign-out process (digital or paper)

• Visitor badges

• A short visitor safety briefing (alarm sound, nearest exit, assembly point)

• Contractor controls, especially for hot works

If contractors do hot works, consider a formal hot works permit system.

Insurance angle: hot works is a major cause of large fire losses. Insurers often expect strong controls.

Step 8: Choose assembly points and a roll-call method

Assembly points

Pick at least one assembly point:

• Far enough from the building to be safe

• Not blocking emergency access

• Easy to find and communicate

If you have multiple exits, you may need multiple assembly points.

Roll call / accounting for people

Your plan should state how you confirm everyone is out:

• Staff list by team/department

• Visitor log from reception

• Fire wardens reporting “all clear” for their zones

Avoid sending people back inside to “check”. If someone is unaccounted for, inform the fire service.

Insurance angle: good roll call reduces the chance of secondary injuries and reduces chaos that can worsen a claim.

Step 9: Fire detection, alarm, and emergency equipment

Your evacuation plan should reference (and align with) your fire safety equipment.

Include in your plan

• What the alarm sounds like and what it means

• Where manual call points are

• Who calls 999 (and when)

• Locations of extinguishers and who is trained to use them

• Any suppression systems (e.g., sprinklers)

Extinguishers: keep it simple

Your plan should not encourage untrained staff to fight fires. A sensible approach is:

• Evacuate immediately when the alarm sounds

• Only attempt to tackle a very small fire if trained, it’s safe, and you have a clear escape route

Insurance angle: untrained intervention can lead to injury claims. Insurers prefer safe, controlled responses.

Step 10: Write the plan (keep it usable)

A good plan is short enough to use under pressure and detailed enough to be effective.

Suggested structure

• Purpose and scope

• Responsible Person and deputies

• Fire warden list and zones

• Alarm and call procedure

• Evacuation routes and assembly point(s)

• PEEPs and assistance arrangements

• Visitor/contractor procedure

• Roll call method

• Post-evacuation actions (liaison with fire service, incident reporting)

• Training and drill schedule

• Document control (version, review dates)

Tip: create a one-page “quick action” version for noticeboards and induction packs.

Step 11: Train staff and run drills

A plan that isn’t practised is a plan that won’t work.

Training to include

• Induction training for new starters

• Refresher training (at least annually, or as your risk assessment requires)

• Fire warden training

• Practical walk-through of exits

Fire drills

• Run drills at least annually (often more frequently depending on risk)

• Vary scenarios (blocked exit, different times of day)

• Record outcomes and improvements

Insurance angle: drill records are strong evidence of risk management.

Step 12: Keep records (this is the insurance “proof”)

If you ever need to defend a claim or show compliance, records matter.

Keep:

• Fire risk assessment and review dates

• Alarm tests and maintenance certificates

• Emergency lighting tests

• Extinguisher servicing records

• Training logs (who, when, what)

• Drill reports (date, time to evacuate, issues found)

• Hot works permits (if applicable)

Insurance checklist: office fire evacuation plan

Use this checklist as a practical “insurance-ready” audit.

A) People and responsibilities

• Responsible Person named and trained

• Deputies named for absences

• Fire wardens appointed per floor/zone

• Warden coverage for holidays/sickness

• First aid cover in place

• Staff know who wardens are

B) Routes, exits, and signage

• Primary and secondary routes documented

• Fire doors close properly and are not wedged open

• Escape routes kept clear (no storage)

• Exit signage visible and correct

• Emergency lighting tested and recorded

• Assembly point(s) defined and communicated

C) Alarm and emergency response

• Alarm system tested and maintained

• Staff know what the alarm sounds like

• Manual call points accessible

• 999 call procedure documented

• Fire service liaison role assigned

D) Visitors, contractors, and hot works

• Visitor sign-in/sign-out process in place

• Visitor briefing process in place

• Contractor induction includes fire safety

• Hot works permit system used where relevant

• Waste and combustibles controlled

E) PEEPs and vulnerable persons

• PEEPs completed where needed

• Temporary mobility needs considered

• Refuge points identified (if applicable)

• Buddy system in place with deputies

F) Equipment and housekeeping

• Extinguishers serviced and correctly located

• Fire blankets in kitchen areas (if applicable)

• Electrical testing/maintenance schedule in place

• Portable heaters controlled or prohibited

• Server/comms areas kept tidy and monitored

G) Training, drills, and documentation

• Induction training documented

• Annual refresher training scheduled

• Fire warden training completed

• Fire drills completed and recorded

• Issues from drills tracked and resolved

• Plan reviewed after changes (layout, headcount, refurb)

Common mistakes that can weaken your position after a fire

• Evacuation routes blocked by storage or deliveries

• Fire doors wedged open “for convenience”

• No clear roll call process (especially for visitors)

• Out-of-date staff lists and warden coverage gaps

• No evidence of drills or training

• Poor contractor controls and no hot works permits

• Fire risk assessment not reviewed after changes

What to do after an evacuation (and after an incident)

Your plan should include what happens next:

• Confirm roll call and report missing persons to the fire service

• Do not re-enter until the fire service (or competent person) confirms it’s safe

• Record the incident and near misses

• Notify your insurer as soon as practical if there is damage or potential claim

• Preserve evidence (photos, alarm panel logs, CCTV where appropriate)

How insurance can help after a fire

Depending on your cover, a fire loss may involve:

• Commercial property insurance: repair/rebuild, contents, stock, fixtures and fittings

• Business interruption insurance: loss of gross profit, increased cost of working, temporary premises

• Employers’ liability: staff injury claims

• Public liability: visitor injury or third-party property damage

• Professional support services: loss adjusters, claims handlers, and specialist contractors

The strongest claims are usually the ones with clear documentation and prompt reporting.

FAQs

How often should we review our office fire evacuation plan?

Review at least annually and whenever something changes: office layout, headcount, new equipment, refurbishments, or after a drill/incident.

Do we need fire wardens in a small office?

Often yes. Even in a small office, having named people to guide evacuation and manage roll call reduces confusion and speeds up evacuation.

Can staff use fire extinguishers?

Only if they are trained and it is safe to do so. The default should always be to evacuate immediately and not take risks.

What’s the difference between a fire risk assessment and an evacuation plan?

A fire risk assessment identifies hazards and controls. The evacuation plan is the practical “what we do when the alarm sounds” process.

How do we manage visitors during an evacuation?

Use a sign-in/sign-out system and ensure reception (or a nominated person) brings the visitor log to the assembly point for roll call.

What should we keep as evidence for insurers?

Keep your risk assessment, maintenance certificates, training logs, and drill reports. These show ongoing risk management.

Final thoughts

Creating an office fire evacuation plan is about making the safest action the easiest action. Keep routes clear, assign responsibilities, train people, practise the plan, and document what you do.

If you’d like, I can also create a one-page “Office Fire Evacuation Plan – Quick Action Sheet” you can print and display, plus a staff induction script.