How to Record a Fire and Emergency Procedure Video for Your Health and Safety System

Date modified: 30th January 2026 | This article explains how you can record a video on fire and emergency for your Health and Safety System inside the Pilla App. You can also check out the Health and Safety Policies Guide or the docs page for Managing Videos in Pilla.

This guide will help you record a comprehensive fire and emergency procedure video for your Health and Safety System. Your team needs to understand how your fire safety management system works, what their responsibilities are in the event of fire, and how you maintain high standards of fire safety through regular assessment and monitoring.

Key Takeaways

  • Step 1: Set the scene by explaining your legal duty under the Regulatory Reform (Fire Safety) Order 2005 to implement and maintain a fire safety management system
  • Step 2: Plan to record fire safety arrangements and evacuation procedures on camera, with fire risk assessments and equipment schedules as written supporting materials
  • Step 3: Cover the core requirements including responsible persons, fire risk assessments, evacuation procedures, fire-fighting equipment, and staff training
  • Step 4: Walk through your fire safety arrangements from detection systems through to assembly points and fire drills
  • Step 5: Highlight common mistakes like failing to review fire risk assessments annually or not conducting regular fire drills
  • Step 6: Summarise the critical takeaways about maintaining fire safety systems and ensuring all staff understand their responsibilities

Article Content

Step 1: Set the Scene and Context

Your fire and emergency procedure video needs to immediately establish why fire safety is so critical and what your organisation's legal obligations are. Fire safety is not optional—it is a legal requirement under the Regulatory Reform (Fire Safety) Order 2005, and failure to comply can result in criminal prosecution, significant fines, and most importantly, loss of life.

Why This Topic Matters

Start your video by explaining the fundamental purpose of fire safety management. When your team understands why these arrangements exist, they are far more likely to follow them correctly and take fire safety seriously.

Sample opening script:

"In this video, I'm going to explain our fire and emergency procedures and why fire safety is so critical to everything we do. Under the Regulatory Reform (Fire Safety) Order 2005, we have a legal duty to implement and maintain a fire safety management system. This system exists to ensure that our activities do not impact the safety of our employees and those who visit our premises. Fire can spread incredibly quickly—in just minutes, a small fire can become life-threatening. That is why everyone needs to understand exactly what to do if a fire occurs and how we work together to prevent fires in the first place."

What You Will Cover

Tell your viewers what they will learn from this video. This helps set expectations and keeps them engaged throughout.

Key points to preview:

  • Our legal duty under the Regulatory Reform (Fire Safety) Order 2005
  • Who is responsible for fire safety in our organisation
  • How fire risk assessments are conducted and reviewed
  • The fire detection and warning systems in place
  • Emergency evacuation procedures and assembly points
  • Fire-fighting equipment and who is trained to use it
  • How we conduct fire drills and maintain our systems
  • Your personal responsibilities in the event of fire

The Legal Framework

Explain that the requirement comes from the Regulatory Reform (Fire Safety) Order 2005.

Sample script:

"The Regulatory Reform (Fire Safety) Order 2005 places a legal duty on us to implement and maintain a fire safety management system. This is not guidance—it is the law. The Order requires us to carry out fire risk assessments, implement appropriate fire safety measures, and ensure that everyone who works here or visits our premises can evacuate safely in the event of fire. Failure to comply can result in enforcement action, prosecution, unlimited fines, and in the most serious cases, imprisonment."

The Purpose of Fire Safety Management

Explain what your fire safety management system is designed to achieve.

Sample script:

"Our fire safety management system exists to ensure that our activities do not impact the safety of our employees and those who visit our premises. This means preventing fires where possible, detecting fires quickly when they do occur, warning everyone so they can evacuate, and ensuring everyone can get out safely. It also means having appropriate fire-fighting equipment available and people trained to use it, though the priority is always safe evacuation—not fighting fires."

Step 2: Plan What to Record vs Write

Before you start filming, plan what content works best on camera versus what should be provided as written supporting materials.

Best for Video (On Camera)

The following content is most effective when explained and demonstrated on camera:

Explaining why fire safety matters

Use your video to communicate the importance of fire safety in a personal, engaging way. Real understanding comes from seeing and hearing someone explain why this matters.

Walking through evacuation procedures

Show the evacuation routes, demonstrate how to respond to the fire alarm, and walk the route to the assembly point. This is far more effective on camera than as written text.

Demonstrating fire safety equipment

Show where fire extinguishers, fire blankets, and manual call points are located. Explain how they work without actually using them (unless demonstrating in a training context).

Explaining responsibilities

Make clear who the responsible persons are, what duty holders do, and what every individual's responsibilities are in the event of fire.

Showing the fire assembly point

Take your camera to the assembly point and explain what happens there—roll calls, reporting, and waiting for the all-clear.

Best for Supporting Written Text

The following content works better as written reference materials that accompany your video:

The fire risk assessment

The full fire risk assessment is a detailed document. Provide it as a written reference that staff can review.

Equipment maintenance schedules

Lists of when fire extinguishers were last serviced, when the alarm system was last tested, and when emergency lighting was checked.

Fire drill records

Records of previous fire drills, including times, observations, and any issues identified.

Contact details for responsible persons

Names and contact information for fire wardens and the responsible person.

Evacuation maps

Floor plans showing evacuation routes should be displayed on walls and provided as written materials.

Sample Content Split

On camera: "Our fire alarm system is tested weekly to make sure it works when we need it. If you hear the alarm during a test, you do not need to evacuate—we always announce tests in advance. But if you hear the alarm at any other time, treat it as real and evacuate immediately. Let me show you exactly what to do."

In written materials: Provide the fire alarm testing schedule, records of recent tests, and the maintenance contract details.

Step 3: Explain the Core Rules and Requirements

This is the heart of your video. You need to cover your organisation's fire safety arrangements clearly and thoroughly, based on the technical content provided.

Responsible Persons and Coordination

Explain who is responsible for fire safety and what coordination involves.

Sample script:

"To manage fire safety, our arrangements begin with responsible persons who coordinate the installation of fire safety systems. These are the people who ensure we have the right detection equipment, warning systems, and shut-off processes to facilitate a safe egress from the building. They oversee everything from fire alarm installation to ensuring escape routes are clear."

What this means in practice:

  • Designated responsible persons are identified for fire safety
  • They coordinate the installation and maintenance of fire detection systems
  • They ensure warning systems are in place and working
  • They oversee shut-off processes for equipment that could pose a risk
  • They ensure escape routes are designed for safe egress

Sample script:

"The responsible persons are named in our fire safety documentation, which I've included in the written materials. If you have any concerns about fire safety, these are the people to speak to. They have the authority and responsibility to address fire safety issues."

Health and Safety Induction and Fire Training

Explain how fire safety training is delivered.

Sample script:

"The responsible persons take responsibility to ensure all employees undertake health and safety induction training that includes emergency evacuation procedures and the location of the fire assembly point. This happens when you join us—before you start working, you need to know how to get out safely if there is a fire."

What this means in practice:

  • Every new employee receives fire safety training as part of induction
  • Training covers the emergency evacuation procedure
  • Training includes the location of the fire assembly point
  • Training explains what to do when you hear the alarm
  • No one works unsupervised until they understand fire evacuation

Sample script:

"If you have not received fire safety induction training, speak to your manager immediately. You should not be working here without knowing how to evacuate safely. This is not optional—it is a fundamental safety requirement."

Duty Holder Responsibilities

Explain how procedures are developed so duty holders understand their roles.

Sample script:

"We develop procedures and arrangements so that all duty holders understand what their responsibilities are in the event of fire. Duty holders are people with specific roles during an evacuation—fire wardens, floor marshals, people responsible for checking specific areas. They need to know exactly what is expected of them."

What this means in practice:

  • Duty holders have clearly defined responsibilities
  • Written procedures set out what each person must do
  • Duty holders are trained in their specific roles
  • Regular refresher training ensures knowledge stays current
  • Duty holders know who they report to and how

Sample script:

"If you are a duty holder—a fire warden or someone with specific evacuation responsibilities—you should have received additional training beyond the basic induction. You should know exactly what areas you are responsible for, what checks you need to make, and where you report once the area is clear. If any of this is unclear, speak to the responsible person."

Fire Risk Assessment

Explain the requirement for fire risk assessment.

Sample script:

"We arrange for a fire risk assessment to be undertaken by a competent person. This assessment measures the fire safety performance of our business and premises, identifies potential emergency situations, and determines who may be affected. The fire risk assessment is the foundation of our fire safety management—everything else flows from it."

What this means in practice:

  • A competent person conducts the fire risk assessment
  • The assessment identifies fire hazards on the premises
  • It evaluates who could be harmed and how
  • It identifies control measures needed
  • It is documented and available for inspection

Sample script:

"The fire risk assessment looks at everything: potential sources of ignition, materials that could fuel a fire, how fire could spread, who is on the premises, how they would evacuate, and whether our current measures are adequate. It is conducted by someone with the competence to identify fire risks and recommend appropriate controls."

Addressing Issues from the Fire Risk Assessment

Explain how issues identified are addressed.

Sample script:

"We provide resources to address issues identified in the fire risk assessment action plan. The assessment is not just a document that sits on a shelf—it identifies what needs to be done, and we allocate resources to make it happen. If the assessment says we need additional fire doors, better signage, or improved escape routes, we act on it."

What this means in practice:

  • The fire risk assessment generates an action plan
  • Resources are allocated to address identified issues
  • Actions are tracked to completion
  • The responsible person oversees implementation
  • Nothing is ignored because it is inconvenient or expensive

Sample script:

"Every issue identified in our fire risk assessment has a plan to address it. Some things can be fixed immediately. Others may take longer and require budget approval. But nothing is simply accepted as an ongoing risk without action. We take the findings seriously and act on them."

Annual Review of the Fire Risk Assessment

Explain the requirement for annual review.

Sample script:

"We review the fire risk assessment annually to maintain high standards of fire safety management. Fire risks can change—we might alter the layout of the premises, introduce new equipment, change how we work, or have different numbers of people on site. The annual review ensures our fire safety measures remain appropriate."

What this means in practice:

  • The fire risk assessment is formally reviewed at least once a year
  • Reviews also occur after significant changes to the premises or activities
  • The review checks whether existing controls remain adequate
  • It identifies any new risks that have emerged
  • The action plan is updated based on review findings

Sample script:

"Even if nothing seems to have changed, we still review annually. It is easy to miss gradual changes that accumulate over time. The annual review is a formal check that our fire safety arrangements are still fit for purpose."

Checking Fire Safety Management Systems

Explain how systems are regularly checked.

Sample script:

"We ensure that the fire safety management systems are checked in-house, keeping with recognised frequencies. This includes testing the fire alarm, checking emergency lighting, ensuring fire doors close properly, and verifying that escape routes are clear. These checks happen regularly—not just when an inspection is due."

What this means in practice:

  • Fire alarm systems are tested weekly
  • Emergency lighting is tested monthly
  • Fire doors are checked regularly for correct operation
  • Escape routes are checked daily to ensure they are clear
  • Records are kept of all checks

Sample script:

"You might notice us testing the fire alarm at the same time each week. This regular testing is not bureaucracy—it is how we know the system will work when we need it. If we only tested once a year, a fault could go undetected for months. Regular testing catches problems early."

Maintenance by Competent Contractors

Explain how professional maintenance is managed.

Sample script:

"We ensure all fire safety systems are maintained by competent contractors in keeping with the frequencies set by the systems provider. Fire alarms, sprinkler systems, emergency lighting, and fire suppression systems all require professional maintenance. We do not try to service these ourselves—we use qualified contractors."

What this means in practice:

  • Professional contractors service fire safety systems
  • Service frequencies follow manufacturer recommendations
  • Contractors are competent and qualified
  • Service records are maintained
  • Any defects found are addressed promptly

Sample script:

"Our fire alarm system is serviced by a qualified contractor according to the manufacturer's schedule. They check every detector, test the panel, verify the sounders, and ensure the system meets current standards. This professional maintenance is essential—a fire alarm is useless if it does not work when there is a fire."

Daily Procedures and Control Measures

Explain how daily monitoring works.

Sample script:

"We implement procedures and control measures to mitigate risks that can be present on a daily basis, through proactive monitoring. Fire safety is not something we think about once a year—it is built into daily operations. This includes checking escape routes are clear, ensuring fire doors are not propped open, and monitoring any activities that could present fire risks."

What this means in practice:

  • Escape routes are checked daily to ensure they are clear
  • Fire doors are checked to ensure they are not wedged open
  • Combustible materials are stored properly
  • Sources of ignition are controlled
  • Any concerns are reported and addressed immediately

Sample script:

"Every day, someone checks that the escape routes are clear. It sounds simple, but it is one of the most important fire safety measures we have. A blocked escape route during a fire could cost lives. If you ever see something blocking an escape route—boxes, furniture, equipment—report it immediately or move it yourself if you safely can."

Fire-Fighting Equipment

Explain the arrangements for fire-fighting equipment.

Sample script:

"We provide fire-fighting equipment, arrange for maintenance annually, and ensure key personnel are provided with training to enable them to fight fire with the equipment installed. We have fire extinguishers, and potentially fire blankets or other equipment, positioned throughout the premises. But having the equipment is not enough—people need to know how to use it."

What this means in practice:

  • Fire extinguishers are provided at appropriate locations
  • Equipment is serviced annually by competent persons
  • Key personnel receive training in using fire-fighting equipment
  • Everyone knows the location of fire-fighting equipment
  • Equipment is only used when safe to do so—evacuation is always the priority

Sample script:

"I want to be clear about fire-fighting equipment. We provide it, and some people are trained to use it. But the priority in any fire is always evacuation, not fire-fighting. Fire-fighting equipment is for small fires that are discovered early and can be tackled safely. If a fire has taken hold, get out. Never put yourself at risk trying to fight a fire."

Refresher Training and Fire Drills

Explain the arrangements for ongoing training.

Sample script:

"We provide resources to refresh training on a regular basis and arrange fire drills to be undertaken twice a year. Initial training is important, but memory fades. Regular refresher training keeps fire safety knowledge current. And fire drills test whether the evacuation procedures actually work in practice."

What this means in practice:

  • Fire safety training is refreshed regularly, not just at induction
  • Fire drills are conducted at least twice a year
  • Drills test the full evacuation procedure
  • Observations from drills are used to identify improvements
  • All staff participate in fire drills

Sample script:

"Fire drills are not optional. When we have a drill, everyone evacuates. We time the evacuation, check that everyone reaches the assembly point, and identify any problems. If something does not work in a drill, we can fix it before a real fire. Drills are how we know our procedures actually work."

Monitoring Arrangements

Explain how fire safety is monitored overall.

Sample script:

"We monitor arrangements and processes to ensure the fire management system for the business remains suitable and sufficient. Fire safety is not static—it requires ongoing attention. We review whether our arrangements are working, whether they need to be updated, and whether any new risks have emerged."

What this means in practice:

  • Fire safety arrangements are subject to ongoing review
  • Feedback from drills and incidents is used to improve procedures
  • Changes to the business trigger fire safety reviews
  • The responsible person maintains oversight of the whole system
  • The system is updated when necessary

Sample script:

"Our fire safety management system is a living system, not a set of documents gathering dust. We continually monitor whether it is working and whether it needs to change. If you have any observations or concerns about fire safety, report them. Your input helps us improve."

Step 4: Demonstrate or Walk Through the Process

Now walk your viewers through exactly how your fire and emergency procedures work in practice.

What Happens When the Fire Alarm Sounds

Sample script:

"Let me walk you through exactly what happens when the fire alarm sounds.

The moment you hear the alarm, stop what you are doing. Do not finish your current task—stop immediately.

Leave the building by the nearest safe exit. Do not use lifts. Follow the green emergency exit signs. If your usual route is blocked by smoke or fire, use an alternative route.

Do not stop to collect personal belongings. Your bag, your coat, your phone—none of these are worth risking your life for.

As you leave, close doors behind you if you can do so safely. This slows the spread of fire and smoke.

Go directly to the fire assembly point. Do not go to your car. Do not leave the site. Go to the assembly point."

The Fire Assembly Point

Walk through what happens at the assembly point.

Sample script:

"At the assembly point, we conduct a roll call to account for everyone who was in the building. This is why you must go to the assembly point, not wander off. If we cannot account for you, fire fighters may risk their lives searching for you.

Your manager or fire warden will check that everyone from your area is present. Report to them when you arrive.

If you know someone is missing, tell the fire warden immediately. If you know someone went to a specific area of the building, share that information.

Remain at the assembly point until you receive the all-clear or further instructions. Do not go back into the building for any reason until authorised to do so."

If You Discover a Fire

Walk through what to do if you discover a fire.

Sample script:

"If you discover a fire, your priorities are: raise the alarm, get out, and stay out.

First, raise the alarm. The quickest way is to activate the nearest manual call point—the red boxes with 'break glass' covers that you see around the building. Push the cover and press the button. This will sound the alarm throughout the building.

Second, get out. Use your nearest safe exit and go to the assembly point.

Do not attempt to fight the fire unless it is very small, you have been trained, and you can do so safely without blocking your escape route. If you have any doubt, just get out.

Once you are out, tell the fire warden or responsible person what you saw and where. This information is valuable for the fire service."

Fire Warden Responsibilities

Explain what fire wardens do during an evacuation.

Sample script:

"Fire wardens have specific responsibilities during an evacuation.

When the alarm sounds, fire wardens check their designated areas to ensure everyone is leaving. They check toilets, meeting rooms, and any areas where people might not hear the alarm clearly.

They direct people to exits and help anyone who needs assistance.

Once their area is clear, they close doors and proceed to the assembly point.

At the assembly point, they report to the senior fire warden, confirming their area is clear or reporting anyone unaccounted for.

Fire wardens do not take unnecessary risks. If an area is smoke-filled or dangerous, they do not enter—they report it and evacuate."

Fire Drills

Explain how fire drills work.

Sample script:

"We conduct fire drills at least twice a year. During a drill, the alarm is sounded without warning—at least without warning to most people. This tests whether our procedures work under realistic conditions.

Everyone evacuates exactly as they would for a real fire. We time the evacuation and observe how it proceeds.

After the drill, we review what happened. Did everyone hear the alarm? Did everyone know where to go? Were there any bottlenecks or confusion? Were any areas not checked?

Any issues identified are addressed. If a drill reveals a problem, we fix it before the next drill—or before a real fire.

Fire drills are mandatory for everyone. If you are on site during a drill, you participate."

If You Cannot Evacuate

Explain arrangements for anyone who may have difficulty evacuating.

Sample script:

"Some people may have difficulty evacuating quickly due to mobility impairments or other reasons. If this applies to you, we need to know in advance so we can make appropriate arrangements.

Personal emergency evacuation plans are developed for anyone who needs them. These plans identify what assistance you need and who will provide it.

Refuges—safe waiting areas—may be designated where people can wait for assistance if they cannot use stairs.

If you have any condition that might affect your ability to evacuate, speak to your manager or the responsible person. We will work with you to ensure you can get out safely."

Step 5: Highlight Common Mistakes and How to Avoid Them

This section helps your team avoid the errors that can undermine fire safety.

Mistake 1: Not Reviewing the Fire Risk Assessment Annually

Signs this is happening:

  • The fire risk assessment has the same date for years
  • Changes to the premises or activities have not been reflected in the assessment
  • Staff cannot remember when the last review took place
  • New risks have emerged but the assessment does not mention them

How to avoid it:

  • Schedule the annual review in advance and treat it as non-negotiable
  • Review after any significant changes to premises or activities
  • Keep records of all reviews, including what was checked and any actions identified
  • Assign clear responsibility for ensuring the review happens

Sample script:

"The fire risk assessment must be reviewed at least annually. If your assessment has the same date year after year, that is a compliance failure. Things change—even if your premises and activities seem the same, a fresh review might identify risks you have become blind to. Schedule the review and make it happen."

Mistake 2: Propping Open Fire Doors

Signs this is happening:

  • Fire doors are wedged open with door stops, bins, or other objects
  • Self-closing mechanisms have been disabled or removed
  • Staff complain that fire doors are inconvenient
  • Fire doors are found open during checks

How to avoid it:

  • Remove all door stops and wedges
  • Repair or replace faulty self-closing mechanisms immediately
  • If doors need to be held open for operational reasons, install hold-open devices linked to the fire alarm
  • Explain to staff why fire doors matter

Sample script:

"Fire doors are there to save lives. When closed, they hold back fire and smoke, giving people time to escape. When propped open, they might as well not exist. Never wedge a fire door open. If you find one wedged open, remove the wedge. If a door needs to be held open for legitimate reasons, we can install devices that release automatically when the alarm sounds."

Mistake 3: Blocked Escape Routes

Signs this is happening:

  • Stock, equipment, or furniture is stored in corridors
  • Fire exits are partially blocked or hard to open
  • External escape routes are obstructed by deliveries or bins
  • Staff have to navigate obstacles to reach exits

How to avoid it:

  • Check escape routes daily and address any obstructions immediately
  • Designate storage areas that are not in escape routes
  • Train all staff to recognise and report blocked routes
  • Include escape route checks in opening and closing procedures

Sample script:

"An escape route that is blocked is not an escape route. During a fire, with smoke, panic, and possibly darkness, any obstruction could trap people. Check escape routes daily. If you see something in the way, move it or report it immediately. This is not someone else's job—it is everyone's responsibility."

Mistake 4: Not Conducting Regular Fire Drills

Signs this is happening:

  • Fire drills are overdue or conducted less than twice yearly
  • Staff cannot remember the last drill
  • When drills do happen, they are announced well in advance
  • There is no record of drill observations or timings

How to avoid it:

  • Schedule drills at least twice a year
  • Conduct drills without excessive advance warning
  • Time evacuations and record observations
  • Act on any issues identified during drills

Sample script:

"Fire drills must happen at least twice a year. If you have not had a drill in the last six months, one is overdue. Drills test whether your procedures actually work. Without drills, you are assuming everything will go smoothly in a real fire. That is a dangerous assumption."

Mistake 5: Inadequate Fire Safety Training

Signs this is happening:

  • New starters begin work before receiving fire safety induction
  • Staff do not know where the assembly point is
  • Staff are unsure what to do when the alarm sounds
  • Refresher training is not provided

How to avoid it:

  • Make fire safety induction mandatory before anyone starts work
  • Test knowledge during training to ensure understanding
  • Provide regular refresher training
  • Include fire safety in any site induction for visitors and contractors

Sample script:

"Everyone who works here must know how to evacuate safely. If someone does not know where the assembly point is, that is a training failure. Fire safety induction happens before you start work, not after. And if you cannot remember your training, ask for a refresher."

Mistake 6: Not Testing Fire Alarm Systems

Signs this is happening:

  • There is no regular alarm testing schedule
  • When tests do happen, not all zones or sounders are checked
  • Test records are incomplete or missing
  • Staff cannot remember hearing a test recently

How to avoid it:

  • Test the fire alarm weekly at a set time
  • Rotate which call points are tested to cover all zones over time
  • Keep records of every test
  • Follow up immediately on any faults discovered

Sample script:

"The fire alarm must be tested weekly. If you have not heard a test in weeks, something is wrong. Testing ensures the system works—the detectors, the panel, and the sounders. A fire alarm that fails during a real fire is worse than useless because people may rely on it."

Mistake 7: Untrained Staff Attempting to Fight Fires

Signs this is happening:

  • Staff attempt to use fire extinguishers without training
  • People delay evacuation to fight fires that are too large to tackle safely
  • There is confusion about who is trained to use fire-fighting equipment
  • Staff do not understand when to fight a fire and when to evacuate

How to avoid it:

  • Provide fire extinguisher training to key personnel
  • Make clear that evacuation is always the priority
  • Train everyone on the criteria for when fire-fighting is appropriate
  • Ensure trained staff know the limitations of fire-fighting equipment

Sample script:

"Fire-fighting equipment is for small fires only. If you have not been trained, do not use it—evacuate. Even if you have been trained, your safety comes first. If a fire has taken hold, if there is significant smoke, if you have any doubt—get out. Fire-fighting equipment is not a substitute for evacuation."

Mistake 8: Not Maintaining Fire-Fighting Equipment

Signs this is happening:

  • Fire extinguishers are past their service date
  • Equipment is missing from designated locations
  • Extinguishers show signs of damage or tampering
  • Service records are incomplete or missing

How to avoid it:

  • Service all fire-fighting equipment annually
  • Conduct regular visual checks to ensure equipment is present and undamaged
  • Replace or recharge equipment after any use
  • Keep clear records of maintenance and checks

Sample script:

"Fire-fighting equipment must be serviced annually by a competent contractor. Between services, we check that equipment is where it should be and in good condition. An extinguisher that is empty, damaged, or missing when you need it is useless. If you notice any problem with fire-fighting equipment, report it immediately."

Mistake 9: Poor Communication About Fire Safety

Signs this is happening:

  • Staff do not know who the responsible persons or fire wardens are
  • Changes to procedures are not communicated
  • Fire safety information is not displayed or is out of date
  • Staff have questions but do not know who to ask

How to avoid it:

  • Display fire safety information prominently
  • Communicate any changes to procedures clearly
  • Ensure everyone knows who to contact about fire safety concerns
  • Include fire safety updates in regular team communications

Sample script:

"Everyone should know who the fire wardens are and who the responsible person for fire safety is. This information should be displayed and communicated regularly. If you have a fire safety concern, you need to know who to tell. Make sure that information is clear and accessible."

Mistake 10: Failing to Act on Fire Risk Assessment Findings

Signs this is happening:

  • The fire risk assessment action plan shows items that have been outstanding for months or years
  • Issues are identified but resources are not allocated to address them
  • The same findings appear in successive assessments
  • There is no tracking of whether actions are completed

How to avoid it:

  • Treat fire risk assessment actions as mandatory, not optional
  • Allocate resources and set deadlines for all actions
  • Track completion and follow up on overdue items
  • Escalate persistent issues to senior management

Sample script:

"A fire risk assessment that identifies problems but leads to no action is pointless. Every finding needs to be addressed. Some things can be fixed immediately. Others take time and money. But nothing should be ignored. If an action is overdue, find out why and fix it."

Step 6: Summarise the Key Takeaways

End your video with a clear summary of the most important points.

The Legal Requirement

Sample script:

"Let me summarise the key points you need to remember.

First, fire safety is a legal requirement under the Regulatory Reform (Fire Safety) Order 2005. We must implement and maintain a fire safety management system. This is the law, and we take it seriously."

Your Responsibility

Sample script:

"Every person on these premises has a responsibility for fire safety. You must know how to evacuate, where the assembly point is, and what to do if you discover a fire. You must never block escape routes or prop open fire doors. If you see a fire safety concern, report it."

The Priority Is Always Evacuation

Sample script:

"If you hear the fire alarm, evacuate immediately. Do not wait, do not collect belongings, do not assume it is a drill. Get out by the nearest safe exit and go to the assembly point. Fire-fighting is only for small fires when you are trained and it is safe. When in doubt, get out."

Fire Safety Is Ongoing

Sample script:

"Fire safety is not something we set up once and forget. We test systems weekly. We check escape routes daily. We conduct drills twice a year. We review our fire risk assessment annually. This ongoing attention keeps everyone safe."

Report Concerns

Sample script:

"If you see anything that concerns you about fire safety—a blocked exit, a faulty alarm, a fire door propped open, anything—report it immediately. Do not assume someone else will deal with it. Fire safety depends on everyone being vigilant."

Final Message

Sample script:

"Fire can spread incredibly quickly. In a matter of minutes, a building can become unsurvivable. That is why we take fire safety so seriously. The arrangements I have described—the risk assessments, the equipment, the training, the drills—all exist to ensure that if a fire does occur, everyone can get out safely. Learn your evacuation route. Know where the assembly point is. And if the alarm sounds, act immediately. Your life could depend on it."

Bringing It All Together

Your fire and emergency procedure video should leave your team with a clear understanding of:

  • The legal requirements under the Regulatory Reform (Fire Safety) Order 2005
  • Who is responsible for fire safety in your organisation
  • How fire risk assessments are conducted and reviewed
  • The fire detection, warning, and fighting systems in place
  • Exactly what to do when the fire alarm sounds
  • Where the assembly point is and what happens there
  • Their personal responsibilities for fire safety
  • How fire drills work and why they matter

Pair your video with written reference materials including the fire risk assessment summary, evacuation maps, fire warden contact details, and records of equipment testing and drills. This combination of engaging video content and practical reference materials will give your team the knowledge they need to respond correctly in a fire emergency.