The duty to keep premises safe sits with whoever controls them: the employer, and any owner, landlord or occupier who controls part of the building. Where more than one of you has control, you must work together, so agree in writing who arranges and pays for each check and who keeps the record.
Set a maintenance schedule
The law requires the equipment and systems below to be kept in safe working order but, apart from the fire risk assessment, it rarely fixes how often. The frequencies for fire safety and gas heating come from government guidance for offices and shops, which calls them examples rather than rules. Your own risk assessment decides what your premises needs.
| Check | How often | Who can do it | What to record |
|---|---|---|---|
| Fire risk assessment | Review it regularly and after any significant change to the premises, the work or the people there | You, or a competent person if you lack the time or expertise | The written assessment and the date of each review |
| Fire alarm | Test weekly; have it serviced every 6 months | You for the weekly test, following the maker's instructions; a competent person for the service | Date of each test, any fault found and when it was fixed |
| Emergency lighting | Function test monthly; full discharge test once a year | You for the monthly test; a competent person for the annual test | Date and result of each test |
| Fire extinguishers | Quick check monthly; service once a year | You for the check; a competent person for the service | Date of each check and service |
| Escape routes and fire doors | Routes before the premises open each day; doors monthly | You or a member of staff you name | Anything blocked or faulty and when it was put right |
| Gas appliances, pipework and flues | Keep in a safe condition; service gas heating appliances once a year | A Gas Safe registered engineer | The engineer's service record |
| Fixed electrical installation | Inspect and test often enough that deterioration is unlikely to cause danger; the law sets no interval | A competent electrician | The inspection report and any repairs |
| Portable electrical equipment | Check by sight regularly; test more thoroughly where equipment is likely to be damaged | You for visual checks; a competent person for testing | Your decision on how often to check each item, and the results |
| Legionella risk | Review the risk assessment regularly and whenever the water system or its use changes | You if you are competent; otherwise a competent person | The written risk assessment and the checks you make |
Use competent people for the main checks
A competent person has the training and experience to do the job safely. For fire alarms, emergency lighting and extinguishers that usually means a specialist company under a service contract. For gas work it must be an engineer on the Gas Safe Register, and for electrical testing an electrician who can show recognised qualifications. Keep their certificates and reports with your own log.
Put defects right as quickly as you can, whatever the size of your premises.
Keep your records
Keep a log book on site for the routine tests and file the engineers' reports with it. For fire, the written record of the risk assessment is a legal requirement.
Decide how often to test electrics
The Electricity at Work Regulations 1989 require you to keep electrical systems in a condition that prevents danger, but set no testing interval. Choose one with your electrician from the type of premises, the age of the wiring and what the last inspection found.
Legal basis
Primary legislation and key regulations