Evacuation Plan and Response

A well-prepared evacuation plan saves lives. It ensures that everyone in your building knows how to respond when the fire alarm sounds and can reach a place of safety quickly and calmly.

This guide explains the key elements of an effective evacuation plan, your legal responsibilities, and practical options for managing alarm response safely.

 

Why evacuation planning matters

Even the best fire alarm system is only as effective as the plan that supports it. When alarms sound, confusion or delay can put people at risk. A clear evacuation procedure allows trained staff to act quickly, verify alarm causes, and coordinate with emergency services when needed.

The Responsible Person must ensure procedures are in place for safe evacuation. These should be based on a suitable fire risk assessment and reflect the building’s design, occupancy, and fire protection systems.

Types of evacuation plans

Evacuation strategies vary depending on building layout and use. Common approaches include:

  • General evacuation – everyone leaves the building immediately when the alarm sounds.

  • Phased evacuation – occupants leave in stages, typically starting with those closest to the source of risk.

  • Progressive horizontal evacuation – used in healthcare or care settings where moving people to a safe area on the same level is safer than using stairs.

Your fire risk assessment will help determine which method is most appropriate.

 

Managing alarm response

Managing how you respond when an alarm sounds is a vital part of your plan. Many systems now include features that allow short investigation periods before full evacuation. Examples include:

  • Delayed alarms – give fire wardens time to investigate the cause safely
  • Confirmed alarms – require two devices to trigger before alerting everyone
  • Pre-alarms – warn designated staff that a potential issue is developing

Only trained and authorised staff should carry out investigations. They must know how to check the indicated zone safely and confirm whether there is a fire. If there is any doubt, the priority must always be to evacuate and call 999.

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Roles and responsibilities

Effective evacuation depends on clear roles and communication. You should:

  • Appoint trained fire wardens or marshals for each area or floor
  • Ensure all staff understand evacuation routes and assembly points
  • Provide regular fire drills to test procedures
  • Keep a record of every drill and any improvements identified
  • Review your plan whenever the building layout or occupancy changes

Everyone on site, including visitors and contractors, must be able to evacuate quickly and safely.

 

Coordination with the Fire & Rescue Service

Once an alarm is confirmed as genuine, call the Fire & Rescue Service immediately. Do not assume they will automatically attend unverified alarms.

If you use an Alarm Receiving Centre (ARC), ensure they have:

  • Up-to-date contact details for key staff
  • Information about building use and risk areas
  • Clear instructions on how to act when a fire signal is received

Good communication with your local Fire & Rescue Service helps ensure the right response when it matters most.

 

After an Evacuation

Once the incident is over:

  • Record what happened in your fire log book
  • Note how long evacuation took and any issues encountered
  • Debrief staff and update procedures if required
  • Arrange maintenance or investigation if equipment faults were involved

Continuous improvement keeps your plan effective and your people safe.