Fire Alarm Assessment: A Complete Guide to Compliance, Safety and Best Practice in the UK

Fire safety is a legal and moral obligation for all businesses and property owners. Ensuring that your premises are equipped with a reliable and properly maintained fire alarm system is one of the most fundamental aspects of this responsibility. However, having a system in place is not enough — it must be regularly assessed, tested, and maintained to ensure it remains fit for purpose. This is where fire alarm assessments come into play.

This comprehensive guide explores every facet of fire alarm assessments, including what they involve, why they matter, how they’re carried out and the regulations you need to comply with in the United Kingdom. If you are a facilities manager, landlord, business owner or safety officer, you must understand this process for both compliance and protection purposes.

In the UK, fire safety is governed by a combination of statutory law and British Standards. Chief among these is the Regulatory Reform (Fire Safety) Order 2005, which applies to virtually all non-domestic premises in England and Wales. Under this law, the “responsible person” — typically the employer, building owner, or occupier — is required to ensure that appropriate fire safety measures are in place and regularly reviewed.

British Standard BS 5839-1:2017 provides the code of practice for fire detection and fire alarm systems in non-domestic premises. It sets out recommendations for design, installation, commissioning and maintenance of systems, including provisions around inspections and assessments. Complementing this is PAS 79, which outlines a methodology for carrying out fire risk assessments.

Together, these documents form the basis of fire alarm assessment protocols. They not only establish what needs to be assessed, but also how often assessments should be conducted and what the expected outcomes are.

A fire alarm assessment involves a systematic review of a building’s fire alarm system to establish whether it is still fit for purpose and compliant with legal standards. Unlike routine maintenance or weekly testing, which focus on operational readiness, an assessment takes a more holistic approach. It considers the system’s overall adequacy with the building’s layout, usage, occupants and changes in fire risk.

In practical terms, this might involve reviewing the positioning of detectors, evaluating the cause of repeated false alarms, and checking whether changes to building layout or usage necessitate additional detectors or call points. Assessments also delve into the system’s age and condition, whether it remains serviceable, and how it integrates with other life safety systems such as emergency lighting and evacuation procedures.

When Should Assessments Be Carried Out?

BS 5839-1:2017 recommends that fire alarm systems in non-domestic buildings be inspected and serviced at least every six months by a competent person. However, a more in-depth assessment may be required at other intervals, particularly when there is reason to believe the existing system may no longer be adequate.

Several triggers could necessitate a fire alarm assessment:

• A change in the building’s use or occupancy levels
• Renovation or structural modifications
• Repeated instances of false alarms
• A significant fire event on-site or in a comparable building
• After a fire risk assessment indicates a potential gap in alarm coverage

Ultimately, the “responsible person” is responsible for ensuring that the fire alarm system remains effective. This often involves more than just ticking boxes.

An effective fire alarm assessment begins with documentation. The assessor will first review system records, including installation certificates, previous maintenance logs, and any recent incident reports. This sets the scene for understanding the system’s history and highlights areas of potential concern.

A physical inspection follows, during which every aspect of the system is examined. This includes checking the placement and condition of detectors and call points, the audibility and visibility of alarms, the location of control panels and whether there are any physical obstructions. The battery backups and system integrity are also tested to ensure that the system will function correctly in the event of a power failure.

Test activations may be carried out to observe the response time of alarms and determine whether the signal reaches all necessary zones. Any integration with building management systems, fire doors, or elevators is also considered.

Finally, findings are documented in a formal report, which includes a summary of the system’s compliance status, any areas requiring improvement, and clear recommendations for remedial action. This report becomes an essential part of your fire safety documentation and may be requested during audits or inspections.

The Role of the Responsible Person and Fire Safety Professionals

Under the Regulatory Reform (Fire Safety) Order 2005, the role of the ‘responsible person’ is a legally defined obligation, not an optional extra. This person must take all reasonable steps to ensure that occupants are safe from fire. One of the key ways to fulfil this duty is to ensure that the fire alarm system is fit for purpose and undergoes regular assessment.

However, assessments should not be carried out in-house unless the individual possesses demonstrable competence. The complexity of modern fire alarm systems — especially those integrated with other safety or building management systems — often requires the involvement of third-party accredited professionals.

Reputable providers will be certified under schemes such as BAFE (British Approvals for Fire Equipment) and will follow the standards outlined in BS 5839-1. Their expertise ensures that not only is the assessment thorough, but that any recommendations for improvement are both practical and aligned with current legislation.

Even in buildings where weekly testing is undertaken religiously, assessments can still uncover issues that might otherwise go unnoticed. Some of the most common include outdated components, misaligned detectors, blocked or painted-over call points, and systems that no longer meet the demands of the space they protect.

False alarms are a recurring issue. While they may appear to be a minor inconvenience, they often point to deeper problems, such as incorrect detector types being used, sensitivity settings being misconfigured, or poor system maintenance. Frequent false alarms can also lead to complacency among occupants, ultimately putting lives at risk.

Another challenge involves changes to the layout or usage of a building that have not been accounted for in the alarm system. For instance, an open-plan office that has been divided into smaller rooms would require its own detectors and alarm points. Regular assessments ensure that the system evolves alongside the building it protects.

Consequences of Neglect

Failing to carry out regular and competent fire alarm assessments can have severe consequences. In the event of a fire, an ineffective or non-compliant alarm system can result in injury or loss of life, outcomes that carry not only emotional weight but also legal and financial repercussions.

The responsible person may face prosecution, fines or even imprisonment under the Fire Safety Order if they are found to be in breach of the legislation. Furthermore, if it is found that the fire alarm system was not properly maintained or assessed, insurance policies may be invalidated. This could result in significant financial losses following a fire.

Beyond legalities and liabilities, there is also a reputational cost. Businesses that are found to have neglected their fire safety obligations may suffer a loss of public trust, employee morale, and even operating licences.

 

Taking a proactive approach to fire alarm assessments is the best way to ensure ongoing compliance and safety. This involves setting up a schedule for regular assessments by third-party accredited specialists and ensuring that the findings are acted upon swiftly.

Thorough record-keeping is equally important. Maintenance logs, assessment reports, testing outcomes and any corrective actions taken should be well documented and easily accessible. These records not only demonstrate compliance but also form the basis for continuous improvement.

It is also advisable to educate building occupants and staff on the fire alarm system, including where the call points are, how to respond when the alarm sounds and who to notify if an issue is observed. A well-maintained system is only as good as the people who rely on it.

Choosing the Right Fire Alarm Partner

When selecting a provider for fire alarm assessments, you should look for companies that hold recognised certifications, such as BAFE SP203-1 or NSI Fire Gold. These accreditations assure that the provider operates following the highest industry standards.

Local presence also matters. Companies based in or near Derby, Nottingham, or Sheffield will likely have a better understanding of local building stock, regional fire service preferences, and access routes — all of which can play a role in the effectiveness of both assessment and response.

While cost is a consideration, it should not be the sole determining factor. Investing slightly more in a qualified, reliable provider can save money and lives in the long term. Transparency, detailed reporting and a consultative approach are hallmarks of quality service.

Final Thoughts

Fire alarm assessments are not just a box to be ticked on a compliance checklist. They are an essential process that underpins the safety of everyone who lives in, works in, or visits a building. When conducted correctly, they can help to identify potential risks before they escalate into incidents, ensure legal compliance and provide stakeholders with peace of mind.

We must remember that fire risks are ever-present and ever-evolving. Staying vigilant is not just best practice — it’s our responsibility. By working with qualified professionals and committing to regular risk assessments, you protect your property and contribute to a culture of safety that benefits us all.

If you own or manage a property in Derbyshire, Nottingham, Sheffield or the surrounding areas and want expert advice or assistance with your fire alarm assessments, don’t hesitate to contact our team. We’re here to help you meet your obligations, stay compliant, and keep people safe — now and in the future.

 Author: Adrian Sienkiewicz, Fire And Security Project Manager at AKSA Security

Adrian started his career as an IT Support Engineer but after a while, he moved into the security industry using his experience with IT systems. He started his first security job as a Fire and Security Engineer at ALX Security and then continued as a Fire and Security Project Manager at Bull Security.

During his career, he has worked for SECURIFIX, LASER BEAM and ZICAM GROUP as a Security Engineer, Technical Support and Operations Manager. Adrian has worked on security projects for companies such as DHL, Selco Building Warehouse and Eddie Stobart, installing anti-burglary systems, industrial surveillance and access control systems. He is working on a partnership basis with companies such as Avigilon, Motorola, Honeywell, Texecom, Hikvision, Hanwha, Dahua, Commtel, Paxton and BFT.

Adrian is a certified National Security Industry auditor.