Whether you run a small design studio in Weybridge, a call centre in Guildford, or an accounting firm in Leatherhead, one thing unites all Surrey businesses: you have a legal duty to protect your staff and visitors from fire.
Office environments might not seem high-risk compared to warehouses or factories, but that’s exactly why so many get caught out. It’s the everyday, “low-risk” spaces where complacency creeps in — and that’s where fire can strike.
Here’s a clear, practical guide to fire safety for offices and workplaces in Surrey — what the law requires, what you need to do, and how to keep both your people and your business protected.
The Legal Framework
Office and workplace fire safety in Surrey is governed by the Regulatory Reform (Fire Safety) Order 2005, known simply as the Fire Safety Order.
This law applies to all non-domestic premises, including:
- Offices and co-working spaces
- Retail shops
- Studios and workshops
- Community buildings
- Warehouses and depots with office areas
The Fire Safety Order makes one thing crystal clear:
The employer or person in control of the premises is legally responsible for fire safety.
That person — known as the Responsible Person — must:
✅ Carry out a Fire Risk Assessment (FRA) and keep it up to date.
✅ Implement fire precautions and maintenance programmes.
✅ Train staff and record all fire safety activities.
You can find the official local guidance from Surrey Fire & Rescue here:
👉 Surrey Fire & Rescue – Business Fire Safety
Why Office Fires Happen
Most office fires aren’t dramatic. They start small — and often from preventable causes:
🔥 Overloaded electrical sockets and extension leads.
🔥 Paper and waste stored near heaters or electrical panels.
🔥 Faulty appliances like kettles, printers, or chargers.
🔥 Smoking or vaping near bins or exits.
🔥 Neglected electrical inspections.
The good news? Almost all of these can be prevented with regular inspections, good housekeeping, and a competent Fire Risk Assessment.
The Fire Risk Assessment
Your Fire Risk Assessment (FRA) is the foundation of compliance. It’s not optional — every employer and landlord must have one.
It should:
- Identify fire hazards (electrics, storage, heating).
- Evaluate the risk to staff and visitors.
- Confirm escape routes and exits are adequate.
- Check alarm systems, lighting, and signage.
- Recommend improvements and priorities.
The assessment must be reviewed every 12 months, or sooner if:
- The layout changes.
- Staff numbers increase significantly.
- New equipment or processes are introduced.
If you don’t feel confident doing this yourself, hire a competent Fire Risk Assessor — ideally someone registered with the Institute of Fire Safety Managers.
Fire Alarms and Detection Systems
All workplaces must have a system for raising the alarm.
- Small offices (single floor, low risk): interlinked smoke alarms may suffice.
- Larger or multi-floor offices: a full fire detection and alarm system is required under BS 5839-1:2025.
Weekly testing is required — test a different manual call point each week and log it in your fire safety record.
Alarms should be serviced every 6 months by a qualified engineer.
Emergency Lighting
If your office would be dark in a power cut, you need emergency lighting.
This is required by law under BS 5266-1:2016 and helps occupants find their way to safety if the mains lighting fails.
✅ Test monthly (short “flick test”).
✅ Conduct a full 3-hour test annually.
✅ Keep all test results in your logbook.
Fire Extinguishers
You must provide appropriate fire extinguishers in accessible locations — usually one per 200 m² of floor area, and at least one near each exit.
For most office environments:
- Water or foam extinguishers for paper and furniture.
- CO₂ extinguishers for electrical fires.
All extinguishers must:
- Be serviced annually (BS 5306-3:2017).
- Be checked monthly for damage or pressure issues.
- Have clear signage showing their type and use.
If you share a building, coordinate extinguisher placement with other tenants and your building manager.
Escape Routes and Fire Doors
Evacuation routes must be kept clear, signed, and illuminated.
Fire doors are crucial — they compartmentalise fire and smoke, protecting escape paths.
- Check weekly that all fire doors close properly and aren’t wedged open.
- Inspect quarterly under the Fire Safety (England) Regulations 2022 if your building is multi-occupied.
- Replace damaged seals or closers immediately.
Surrey Fire & Rescue often issues enforcement notices where fire doors are missing or defective.
Staff Training and Drills
Everyone who works in your building should know exactly what to do in a fire.
You must provide:
- Induction training for new starters.
- Annual fire safety refresher training.
- Designated fire wardens — at least one per 20 staff (or per floor).
- Regular evacuation drills — at least once per year, more for large workplaces.
Record every training session and drill in your logbook. Surrey Fire & Rescue inspectors may ask to see it.
Electrical Safety
Offices rely heavily on electrical equipment — and that’s where many fires start.
To stay compliant and safe:
- Get a full Electrical Installation Condition Report (EICR) every 5 years (BS 7671).
- Carry out PAT testing on portable equipment annually.
- Don’t overload sockets or extension leads.
- Switch off and unplug devices when not in use.
If you’re in a shared or serviced office, clarify with the landlord who’s responsible for fixed wiring and who handles equipment checks.
Housekeeping and Waste Management
Clutter kills in a fire.
Keep corridors and exits clear, and make sure waste (especially paper and cardboard) is removed daily.
Flammable cleaning or maintenance products should be stored in a fire-resistant cabinet away from heat sources.
A clean workspace isn’t just good for morale — it’s good for safety.
What Surrey Fire & Rescue Inspectors Look For
If inspectors visit your Surrey office, they’ll check that:
✅ A current Fire Risk Assessment exists.
✅ Maintenance records for alarms, lighting, and extinguishers are available.
✅ Escape routes and doors are clear.
✅ Staff are trained and aware of procedures.
✅ Fire doors close properly and aren’t wedged open.
✅ Documentation (logbooks, certificates, servicing reports) is in order.
If they find issues, they can issue advice, an Enforcement Notice, or even a Prohibition Notice for serious breaches.
You can view real enforcement cases here:
👉 GOV.UK – Fire Safety Enforcement Notices and Prosecutions.
Keeping Your Surrey Office Compliant
Fire safety compliance isn’t complicated once you build a routine:
✅ Carry out and review your Fire Risk Assessment annually.
✅ Schedule testing and servicing for all fire systems.
✅ Train your team and document drills.
✅ Maintain tidy, safe workspaces.
✅ Keep records accessible and up to date.
Doing these consistently keeps your team safe — and your business inspection-ready.
How ESI Helps Surrey Workplaces Stay Safe
At ESI: Electrical and Fire Safety Specialists, we’ve been helping offices and workplaces across Weybridge, Guildford, Leatherhead, and the wider Surrey area stay compliant for over 20 years.
Our qualified engineers and assessors provide:
- BS 9999-compliant Fire Risk Assessments.
- Alarm and emergency lighting servicing (BS 5839 / BS 5266).
- Fire extinguisher inspection and maintenance (BS 5306).
- Electrical testing and PAT compliance (BS 7671).
- Staff fire safety training and evacuation planning.
We work with SMEs, managing agents, and multi-site businesses to simplify fire safety — ensuring you meet your legal duties and avoid disruption or fines.
If it’s been over a year since your last fire safety review, now’s the time to get proactive.
Book your Fire Risk Assessment in Surrey and let ESI help you protect your people, your property, and your peace of mind.
