If you manage an office, you are usually the person who gets asked, “Are we covered for fire and water safety?” This checklist gives office managers in Ireland a simple routine to follow, and shows which records to keep so you can answer that question with confidence.
Who is responsible?
Under the Fire Services Acts 1981 and 2003, the person in control of a workplace must take reasonable measures to guard against fire and keep people safe. Under the Safety, Health and Welfare at Work Act 2005, employers must also manage risks from hazards such as Legionella bacteria in water systems. In practice, much of the day-to-day checking lands on the office manager, so a clear routine matters.
Weekly checks
- Walk every escape route. Corridors, stairs and exit doors must be clear of boxes, furniture and stored paper.
- Test the fire alarm at the agreed time and log which call point you used.
- Check that fire doors close fully and are never wedged open.
- Look at fire exit signs and emergency lighting to see that they are lit and undamaged.
- Run little-used taps and showers, such as those in spare bathrooms or kitchenettes, for a few minutes. See our guide to flushing little-used outlets.
Monthly checks
- Check that every fire extinguisher is in place, visible, undamaged and has an intact safety pin.
- Test emergency lighting as your servicing arrangement requires, and record the result.
- Check hot and cold water outlets used by staff. Note anything unusual, such as discoloured water, odd smells or hot water that is not getting hot.
- Review who sits where. Staff changes can mean fire wardens and first aiders have left or moved.
- Check electrical hot spots: overloaded socket extensions, daisy-chained adaptors and cables under carpets.
Every year
- Arrange servicing of fire extinguishers, the fire alarm and emergency lighting by competent people.
- Review your fire risk assessment. It should be updated after layout changes, new tenants or a change in headcount.
- Run a fire drill and record how long evacuation took and any problems.
- Review your Legionella risk assessment, particularly if the building has been quiet or occupancy has dropped. Our post on hybrid working and quiet offices explains why low use matters for water systems.
- Check that staff know the assembly point and that new starters have had fire safety induction.
Records to keep in one place
If an insurer, landlord or inspector asks, you will want these ready:
- Your current fire risk assessment and action list
- Your Legionella risk assessment, where one applies to your water system
- Alarm tests, emergency lighting checks and extinguisher service records
- Fire drill records and staff training dates
- Water flushing logs and any temperature or sampling results
Our guide on keeping fire and Legionella records for insurers and landlords shows how to organise them. If you are closing the building for the evening, the closing-up fire safety checklist is a useful companion.
When to call in a competent person
A checklist helps you manage the routine, but it does not replace an assessment. You should arrange a professional fire risk assessment when you move into a building, change the layout, add tenants or notice that your last assessment is out of date. You should arrange a Legionella risk assessment when you are unsure whether your water system is low risk, or when records are missing. Not sure what the visit involves? Read what happens at a fire risk assessment visit, or see how to choose a fire and Legionella risk assessor.
Need help getting your office covered?
Safer Solutions carries out fire risk assessments and Legionella risk assessments for offices across Ireland, including Dublin, Cork, Limerick and Galway. Every premises is assessed first, so we can give you a clear written quote for the work that your building actually needs. Get in touch through our guides and contact pages, and we will be happy to talk through your office.