Fire Safety Policy for Contractors
Fire Safety Compliance Policy (Fire & Security Contractors) Template (UK)
Approx. 7 pages · 14 sectionsBranded PDF + editable WordLast reviewed:
What is a fire safety compliance policy and who needs one?
A fire safety compliance policy for fire and security contractors sets out how you install, service and maintain fire detection, alarm and extinguishing equipment to recognised standards, work safely in occupied premises, and keep certification records. Buyers of fire and security maintenance contracts ask for it alongside third-party certification.
A sector policy for fire detection, alarm and extinguisher contractors. It covers applicable standards, service controls, competence, working in occupied premises and records.
Why buyers ask for this
Building owners and managers have duties under the Fire Safety Order 2005, so buyers commonly ask fire and security contractors how they deliver work to recognised standards with competent staff, often alongside third-party certification such as BAFE or NSI.
Who needs it
Fire and security contractors bidding for maintenance and installation contracts.
Where it comes up in a PQQ, SQ or PSQ
Under the Procurement Act 2023, supplier selection uses the Procurement Specific Questionnaire (PSQ) plus each buyer's own conditions of participation and quality questions. Typical questions this policy supports:
- "Describe how you maintain fire alarm systems in line with BS 5839-1"
- Requests for third-party certification (e.g. BAFE or NSI) where held
- Questions on isolating systems and protecting occupants during works
- – Relevant to fire and security maintenance contracts
- – Often requested with third-party certification evidence (e.g. BAFE, NSI) where held
What's inside
The full fire safety compliance policy runs to about 7 pages (including the branded cover and document control page) across 14 sections:
- Purpose
- Scope
- Policy Statement
- Competence and Authorisation
- Fire Detection and Alarm Systems Controls
- Fire Extinguisher Service and Maintenance Controls
- Planning, Risk Assessment and Method Statements
- Occupied Premises, Service user and Client Interface
- Control of Documentation, Certificates and Records
- Defect Reporting, Escalation and Non-Conformance
- Subcontractor and Supplier Controls
- Monitoring, Audit and Performance Review
- Review and Approval
- Director
Key points covered
- Scope of fire safety services
- Applicable standards and legislation
- Fire detection and alarm works controls
- Extinguisher servicing controls
- Working in occupied premises
- Records and certification
Every document carries your logo, company name, version number, approval signatory and next review date, in branded PDF plus editable Word.
UK legislation, standards and guidance it references
- Regulatory Reform (Fire Safety) Order 2005
- BS 5839-1 / BS 5306-3 (where applicable)
Excerpt preview
The Company recognises that fire safety works are life-safety critical. The company therefore requires that all fire safety activities are planned, supervised, delivered, checked and recorded by competent personnel using approved methods, appropriate standards, calibrated equipment where required, and controlled documentation. This policy applies to all the Company employees, managers, engineers, trainees,…
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How to adapt it
- Read every section and remove anything that doesn’t reflect how your organisation actually works.
- Complete the bracketed [ADAPT] prompts with your own arrangements, people and data.
- Have the policy approved and signed by a director or equivalent, and communicate it to staff.
- Keep evidence that you follow it, and review it by the date shown.
Fire Safety Compliance Policy FAQs
Who is the responsible person for fire safety?
Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person is usually the employer or the person in control of the premises. As a contractor, you support them by maintaining equipment competently.
Is third-party certification required?
Not by law in most cases, but buyers frequently ask for it. The policy refers to certification where you hold it.
How often should fire alarms be serviced?
BS 5839-1 recommends periodic inspection and servicing at intervals not exceeding six months, subject to risk assessment. The policy refers to the servicing regime agreed with each client.
How much does the Fire Safety Compliance Policy template cost?
£19.99 per policy, or £199 for all 39 policies. It is a one-off payment with no subscription, and you download branded PDF and editable Word files straight away.
General information, not legal advice. Requirements differ between buyers and change over time; always check the tender documents.