A fire extinguisher mounted on a wall is not, by itself, evidence of compliance. If it is the wrong type for the risks present, overdue for servicing or positioned where staff cannot reach it safely, it may fail when it matters most. Fire safety regulations require duty holders to look beyond equipment and take practical steps to protect people, premises and business continuity.

For businesses and landlords in Scotland, fire safety is a legal responsibility that needs active management. The right approach combines a suitable fire risk assessment, effective precautions, maintained equipment, staff awareness and clear records. It is not about creating paperwork for its own sake. It is about ensuring people can escape safely and that suitable firefighting equipment is ready for immediate use where it is appropriate to tackle a small fire.

Who is responsible for fire safety?

Under the Fire (Scotland) Act 2005 and the Fire Safety (Scotland) Regulations 2006, the person with control over relevant premises has duties to assess fire risk and put suitable measures in place. In a workplace, this may be the employer, business owner, facilities manager, managing agent or landlord. More than one person can have responsibility, particularly in shared buildings or commercial lets.

The key point is that responsibility cannot simply be passed on and forgotten. A contractor may carry out servicing, testing or a fire risk assessment, but the duty holder remains responsible for acting on the findings and keeping fire safety arrangements effective.

Relevant premises include most non-domestic buildings, such as offices, shops, workshops, warehouses, hospitality venues and common areas of multi-occupied residential properties. The precise duties and level of control will depend on the building and tenancy arrangements. A landlord, for example, may control communal escape routes while a tenant is responsible for their own workplace activities.

Fire safety regulations start with a risk assessment

A fire risk assessment is the foundation of compliance. It should identify potential sources of ignition, combustible materials and people who could be at risk, then consider whether existing controls are sufficient. The assessment must lead to action, not sit in a folder after it has been completed.

A suitable assessment considers the whole premises. This includes electrical equipment, cooking facilities, hot works, storage practices, waste, flammable liquids, battery charging, smoking controls and the way people move through the building. It should also examine escape routes, fire doors, alarms, emergency lighting, signs, evacuation arrangements and the provision of extinguishers.

Particular attention is needed for anyone who may need additional support during an evacuation. This can include visitors unfamiliar with the premises, lone workers, people with mobility or sensory impairments, and staff working in isolated areas. A safe plan for the average person is not automatically a safe plan for everyone.

The assessment should be reviewed whenever there is a significant change. That may be a refurbishment, new machinery, altered layout, change in occupancy, new work process or a fire incident or near miss. Even where little has changed, regular review is sensible. An annual review is often a practical way to confirm that controls remain suitable, although the required frequency should reflect the level of risk and changes at the site.

Record findings and close the gaps

Written records help demonstrate that fire risks have been considered and managed. They should show the significant findings, the precautions in place, any actions required and who is responsible for completing them. Dates matter. An unresolved action with no owner or deadline is unlikely to improve safety.

For a small, low-risk office, the actions may be straightforward: remove items from corridors, replace a damaged fire door closer and arrange extinguisher servicing. A workshop with welding, fuel storage or lithium-ion battery charging may require more detailed controls. Fire safety should be proportionate, but it should never be assumed that a smaller premises has no meaningful risk.

Maintaining extinguishers is a compliance requirement

Portable fire extinguishers are designed to control a small fire at an early stage, where it is safe to do so. They are not a substitute for evacuation, and staff should never be expected to fight a fire. Their role is to provide a first response where trained people can use the correct equipment without placing themselves in danger.

The extinguisher provision must match the hazards present. Water-based extinguishers may be suitable for materials such as paper, wood and textiles, but they are not suitable for live electrical equipment or flammable liquids. Carbon dioxide extinguishers are commonly provided near electrical risks, while foam, wet chemical and other specialist units may be necessary depending on the activity. The wrong extinguisher can make an incident worse.

British Standard BS 5306 provides recognised guidance for the selection, siting and maintenance of portable fire extinguishers. In practical terms, equipment should be clearly visible, easy to access, correctly signed where needed and located along escape routes or near specific risks without obstructing movement. A unit hidden behind stock, blocked by furniture or placed inside a locked room cannot be relied upon.

Maintenance is equally important. Extinguishers require regular inspection and competent servicing, with records kept to show what has been checked and when. Some units also require extended servicing or replacement at defined intervals. Corrosion, damaged hoses, broken seals, loss of pressure and out-of-date components can all affect performance.

A quick visual check by a responsible member of staff between professional services is good practice. They should look for obvious damage, missing units, obstructed access, tampering and pressure indicators outside the normal range. Any concern should be reported promptly rather than waiting for the next planned visit.

Escape routes, fire doors and alarm arrangements

A reliable escape route is often more important than the number of extinguishers on site. Routes should be kept clear, adequately lit and capable of being used quickly by everyone who may be in the building. Storage in corridors, wedging open fire doors and locked final exits are common failures that create serious risk.

Fire doors need particular care. They are intended to slow the spread of fire and smoke, protecting escape routes and buying time for evacuation. A fire door that is propped open, does not close fully, has damaged seals or has unsuitable alterations may not perform as intended. Routine checks should form part of the premises’ fire safety arrangements.

The alarm system must also suit the building and the people in it. Staff need to know what the alarm sounds like, where to go, who will call the fire and rescue service, and how roll calls will be managed. A written evacuation procedure is useful, but it must be communicated and practised. Drills can expose issues that are easy to miss on paper, such as unclear assembly points, poor visitor arrangements or a door that cannot be opened from the inside.

Training should be practical, not a tick-box exercise

Employees should receive fire safety information when they start work and whenever arrangements change. This includes the location of exits, the alarm procedure, the assembly point and the instruction to leave immediately when the alarm sounds. Those with designated responsibilities, such as fire wardens, need suitable additional training.

Extinguisher training should explain when not to intervene as clearly as it explains how to use equipment. A person should only attempt to tackle an incipient fire if there is a safe escape route behind them, the extinguisher is suitable, and they have been trained and feel confident to act. Evacuation remains the priority.

The business case for staying compliant

Poor fire safety can lead to enforcement action, prosecution, injury, property damage and prolonged closure. It can also affect insurer confidence, particularly where equipment has not been serviced or known issues have not been addressed. The financial impact of a fire is rarely limited to the cost of replacing damaged stock or fittings. Lost trading, cancelled contracts, staff displacement and reputational harm can continue long after the building is reopened.

A planned approach is usually less disruptive and less costly than reacting to failures. Regular risk assessment reviews, documented extinguisher maintenance and prompt action on defects give duty holders a clear picture of their position. They also provide reassurance that equipment will be ready if an emergency occurs.

For workplaces in Glasgow and the surrounding area, EXSERVICE provides fire risk assessments and extinguisher servicing focused on the practical duties that keep businesses protected and compliant. The value lies in knowing what needs attention, having suitable equipment in place and retaining the records to demonstrate responsible management.

Fire safety is best treated as a routine operational responsibility, not a task reserved for inspection day. When risks change, equipment is maintained and staff know what to do, a business is in a far stronger position to protect its people and keep trading after an incident.