Keeping an office compliant means keeping track of lots of checks, each with its own timetable. Here's a plain-English guide to the ones most offices need.
Every building is different. Your fire risk assessment and the competent people who service your systems will set out exactly what applies to yours.
Fire Risk Assessment
The person responsible for the premises must have a fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. It should be kept under review, especially after changes to the building or how it's used. If you have five or more employees, the significant findings must be written down.
Fire Alarms
- Weekly: test the alarm from a different call point each week.
- Every six months: a service by a competent person, in line with BS 5839-1.
Emergency Lighting
- Monthly: a short functional test, often called a flick test.
- Annually: a full test for the system's rated duration, usually three hours, in line with BS 5266-1.
Fire Extinguishers
- Monthly: a quick visual check that they're in place, undamaged and not discharged.
- Annually: a service by a competent person, in line with BS 5306-3.
Electrical Installation (EICR)
The fixed wiring should be inspected and tested periodically. For offices and shops this is typically every five years, and more often for some types of premises or where the report recommends it.
Portable Appliances
There's no fixed legal interval for PAT testing. The frequency should be based on risk, such as how the equipment is used and how often it's moved.
Gas Safety
Gas appliances and pipework must be kept in a safe condition. An annual inspection and service by a Gas Safe registered engineer is the usual way to show this.
Water Hygiene And Legionella
You need a legionella risk assessment, reviewed regularly and whenever something changes. Control measures often include monthly temperature checks at key outlets and flushing little-used outlets.
Air Conditioning
- F-gas leak checks: how often depends on the size of the system. Larger systems need checking at least once a year, and more often as they get bigger.
- Energy assessment (TM44): air conditioning systems over 12kW need an inspection by an accredited assessor at least every five years.
Let Us Keep Track
With SmartFix, your maintenance plan covers every check your building needs, with reminders before anything is due and every certificate filed in One View. Not sure where you stand? Talk to us and we'll help you find out.
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