Key points
- The Regulatory Reform (Fire Safety) Order 2005 requires a fire risk assessment and fire safety equipment kept in efficient working order. British Standards set out how.
- Fire alarm (BS 5839-1): weekly call point test by the user, and servicing at intervals of no more than six months.
- Emergency lighting (BS 5266-1): monthly short functional test and annual full-duration test.
- Extinguishers (BS 5306-3): regular visual checks, annual basic service, and extended service or overhaul at longer intervals.
- Every test, service and fault should be written in a logbook.
The legal framework
In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 applies to almost all non-domestic premises. Scotland and Northern Ireland have their own fire safety laws with similar duties. The Order places duties on the responsible person, usually the employer or whoever controls the premises.
The responsible person must carry out a suitable and sufficient fire risk assessment, put in place general fire precautions, and keep fire safety equipment and facilities maintained in efficient working order and good repair. The Order does not set test intervals. Those come from British Standards, which are the accepted way to show the duty is met.
In a building with more than one occupier, several people may be responsible persons for different parts. A restaurant tenant may control the fire alarm in their unit, while the landlord controls the system in common areas. They must cooperate and share information.
The fire risk assessment
The fire risk assessment is the foundation. It identifies fire hazards, the people at risk, and the precautions needed, including the type of alarm, emergency lighting and extinguishers.
The Order requires the assessment to be reviewed regularly, and whenever there is reason to suspect it is no longer valid or there has been a significant change. A kitchen refit, new cooking equipment, a change in layout or longer opening hours are all reasons to review. There is no fixed legal review interval, but many businesses review at least annually.
In England, since 1 October 2023, every responsible person must record the full fire risk assessment, whatever the number of employees. If someone else carries it out, you must also record their name and, if relevant, their organisation.
Commercial kitchens combine heat, gas and grease. The fire risk assessment should cover cooking equipment, extract cleaning, any suppression system over the cooking line, and the right extinguishers for cooking oil fires. See our TR19 extract cleaning guide.
Testing schedule at a glance
| System | Check | Frequency | Who | Standard |
|---|---|---|---|---|
| Fire alarm | User test from a manual call point, rotating through all call points | Weekly | Trained staff | BS 5839-1 |
| Fire alarm | Inspection and servicing | At intervals of no more than six months | Competent fire alarm engineer | BS 5839-1 |
| Emergency lighting | Short functional test on simulated mains failure | Monthly | Trained staff or contractor | BS 5266-1 |
| Emergency lighting | Full rated-duration test | Annually | Competent person | BS 5266-1 |
| Extinguishers | Visual check: in place, undamaged, pressure gauge in range, seal intact | Regularly, typically monthly | Staff | BS 5306-3 |
| Extinguishers | Basic service | Annually | Competent technician | BS 5306-3 |
| Extinguishers | Extended service (most types) or overhaul (CO2) | Longer intervals set by the standard, commonly 5 or 10 years by type | Competent technician | BS 5306-3 |
| Fire risk assessment | Review | Regularly and after significant change | Responsible person or competent assessor | RRFSO 2005 |
Fire alarm testing under BS 5839-1
BS 5839-1 is the code of practice for fire detection and alarm systems in non-domestic premises. The current edition was published in 2025, replacing the 2017 edition.
Weekly user test
Each week, someone on site operates a manual call point to check the system signals a fire and the sounders work. Use a different call point each week so every one is tested in rotation. Test at roughly the same time each week so staff recognise it as a test. If the system sends signals to an alarm receiving centre, tell them before testing.
Record each test in the logbook: date, time, call point used, and whether the alarm sounded correctly. Report any fault to your alarm contractor straight away.
Six-monthly servicing
A competent engineer should inspect and service the system at intervals of no more than six months, with a limited tolerance either side. Servicing includes checking the control panel, standby batteries, detectors, sounders and any links to other systems, such as gas shut-off or door releases. The engineer should record the visit in the logbook and give you a servicing certificate.
Smoke detectors near cooking areas cause false alarms. Your fire alarm engineer can advise on suitable detector types, such as heat detectors, for kitchens. Do not cover detectors during service.
Emergency lighting under BS 5266-1
BS 5266-1 is the code of practice for emergency lighting. A new edition was published in 2025. Monthly and annual testing remain the baseline.
Monthly functional test
Each month, switch each emergency light into emergency mode by simulating a failure of the normal supply, usually with a key switch. Check every luminaire and exit sign lights. Keep the test short so batteries are not drained. Restore the supply and check charging indicators come back on.
Annual full-duration test
Once a year, run each luminaire for its full rated duration, commonly three hours. Every luminaire should stay lit for the whole period. Units that fail need repair or new batteries.
After a full-duration test, batteries take time to recharge, often up to 24 hours. Test outside trading hours or in sections, so the premises are not left without emergency lighting while people are inside.
Self-testing and centrally monitored systems can carry out these tests automatically. Someone still needs to check the results and record them.
Fire extinguishers under BS 5306-3
BS 5306-3 covers commissioning and maintenance of portable fire extinguishers. The responsible person, or a member of staff, should check extinguishers regularly, typically monthly. A competent technician should then carry out a basic service every year.
Most extinguisher types also need an extended service, which includes test discharge, at longer intervals set by the standard. Carbon dioxide extinguishers need an overhaul at their own interval. Your service engineer will track these against each unit.
Commercial kitchens need Class F extinguishers, usually wet chemical, for fires in cooking oils and fats. A fire blanket is also common. Never use a water extinguisher on a fat fire.
The fire safety logbook
The logbook is the record of everything that happens to your fire safety systems. It should hold weekly alarm tests, monthly lighting tests, servicing visits, faults and false alarms, and any changes to the system. BS 5839-1:2025 puts more weight on recording variations and modifications.
Good logbook habits are simple:
- Keep the logbook in an agreed place, usually by the fire alarm panel.
- Record every entry on the day, with the name of the person who did the test.
- Write down faults and the action taken, not just passes.
- Ask contractors to sign the logbook after each service and leave a copy of their report.
- Check entries each month so a missed week is noticed and put right.
Fire and rescue authority inspectors will often ask to see it. An empty or patchy logbook suggests checks are not being done, even if they are.
Fabric FM can schedule weekly and monthly tests for each site, store the contractor's service certificates against the system, and flag any site where a test has been missed. It is in early access; see our planned preventative maintenance software page, or the full commercial kitchen compliance checklist.
This guide is general information, not legal advice. Check the current regulations and guidance, or speak to a competent person, for your premises.
