Purpose and Scope
This procedure defines the required actions to evacuate [Site/Building Name] during a fire or fire alarm activation. It applies to all employees, contractors, and visitors on site at any time.
This procedure implements the emergency planning requirements established in the site fire risk assessment, last reviewed on [Date].
Working through related paperwork at the same time? See also our Emergency Action Plan Template, Toolbox Talk Template with Attendance Record and US PPE Policy & Hazard Assessment Template.
Roles and Responsibilities
- Responsible Person ([Name/Role]): Owns the fire risk assessment, this procedure, and the emergency drill schedule.
- Fire Marshals ([Names/Roles per Zone]): Sweep assigned zones, assist occupants with evacuation, and report zone status to the Roll-Call Lead.
- Roll-Call Lead ([Name/Role]): Manages the headcount register at the assembly point and reports missing persons to the fire and rescue service.
- All Personnel: Know primary and secondary escape routes, know the assembly point, and follow Fire Marshal instructions immediately.
If You Discover a Fire
- Raise the alarm immediately using the nearest manual call point. Do not stop to investigate.
- Evacuate using the nearest safe escape route. Close doors behind you if safe to do so.
- Only attempt to extinguish the fire if you are trained, the fire is smaller than a standard waste-paper container, and you have a clear escape route behind you.
- Call emergency services on 999 from a safe location and provide the site address: [Site Address]. Do not assume someone else has called.
- Go directly to the designated assembly point at [Location] and report to the Roll-Call Lead.
When the Alarm Sounds
- Stop work immediately. Do not delay your exit to finish tasks, save files, or collect personal items.
- Shut down machinery or processes only if leaving them unmonitored creates a greater hazard and the action takes seconds to execute: [List Specific Isolation Steps].
- Evacuate via the nearest designated escape route shown on fire action signage. Do not use lifts.
- Escort any visitors or contractors under your supervision to the assembly point.
- Report to the assembly point at [Location] and stay there until the Roll-Call Lead releases you. Do not re-enter the facility until authorized by the Responsible Person or the fire service incident manager.
Fire Marshal Sweep Procedure
- Put on high-visibility identification and prepare to sweep your assigned area: [Zone/Room List].
- Systematically check all accessible spaces in your zone, including rest areas, meeting rooms, plant spaces, and storage rooms. Close doors after checking.
- Direct remaining occupants toward the nearest emergency exit.
- Do not enter areas with immediate hazards. If fire or smoke prevents a sweep, evacuate immediately and report the unverified area.
- Report zone status (“clear” or “not fully swept”) to the Roll-Call Lead at the assembly point.
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Assembly Point and Roll Call
The designated assembly point is [Location], set at a safe distance from building structures and clear of emergency vehicle access routes.
- The Roll-Call Lead verifies attendance against current shift rosters and visitor sign-in logs.
- The Roll-Call Lead collects status reports from all Fire Marshals.
- The Roll-Call Lead reports any missing individual and their last known location to emergency services upon arrival.
- Personnel must not re-enter the building to search for missing individuals.
Personal Emergency Evacuation Plans (PEEPs)
Anyone requiring temporary or permanent assistance to evacuate must have a documented Personal Emergency Evacuation Plan (PEEP) before working on site. The plan details specific assistance needs, designated support personnel, and identified refuge points.
- PEEP documentation is stored at [Location].
- Plans are reviewed every [Frequency] and updated whenever personal circumstances or physical work areas change.
- Visitors who need evacuation assistance are assigned a dedicated escort upon registration at the premises entrance.
Drills, Testing, and Training
- Evacuation Drills: Run at least every [Frequency] so that all operational shifts participate over a 12-month period.
- Alarm System Testing: Conducted weekly on [Day/Time] by activating a different call point each week. Test results are recorded in the site fire log book.
- Induction Training: All new personnel must walk escape routes and assembly locations during initial shift induction before working unsupervised.
- Marshal Training: Designated Fire Marshals complete formal role training upon appointment and refresher training every [Frequency].
- Drill Documentation: Log every evacuation drill, recording the date, evacuation duration, operational issues identified, corrective actions required, and assigned action owners.
Records and Review
Keep logs for emergency drills, weekly alarm tests, marshal training certificates, and induction records in [System/Location] for [Retention Period].
Review this procedure [Frequency], after drills that highlight operational issues, following any fire incident or near-miss event, or when physical site layouts, alarm hardware, or operational shift structures change.
- Document Owner: [Role/Name]
- Next Review Date: [Date]
FAQs on a fire evacuation procedure
What is a fire evacuation procedure?
A fire evacuation procedure defines the required actions to evacuate your site during a fire or fire alarm activation. It applies to all employees, contractors, and visitors on site at any time.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a fire evacuation procedure include?
This template covers if you discover a fire, when the alarm sounds, fire marshal sweep procedure and assembly point and roll call.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a fire evacuation procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.