Office Fire Safety Checklist

Office fires do not always begin with an obvious mistake. Often, nobody has regularly checked the wiring, fire extinguishers, escape routes or emergency lighting. The Labour Department's workplace fire prevention guidance calls for adequate escape routes, suitable firefighting equipment and staff who know how to respond. Prepared by Fire Station, Hong Kong fire extinguisher specialists, this practical checklist separates the responsibilities of business owners and administrators from those of property managers and building management offices. Daily, monthly, quarterly and annual schedules help you review office fire safety systematically.

Contents

1. Why do you have to have a fire safety checklist in the building?
2. Relevant legislation and guidelines
3. The owner and the manager: Who's responsible for what?
4. Company owner/administrative inspection list
5. Property Management/Management Service inspection list
6. Staff training and fire drills
7. Daily, monthly, quarterly, annual inspection schedule
8. Records and document management
9. The eight most common fire-fighting problems in the building
10. How can fire extinguishers be bought for the office and deliveries arranged?
11. Common problems FAQ

I. Why does it have to have a fire safety checklist in the building?

The office is safe and secure, but the fire risks are hidden on the surface of the day-to-day operation: plug-in overload, boxes filled with corridors, fire extinguishers expired, exit lights are broken, fire doors are blocked. The Fire Department's work review in 2025 indicates that the main cause of fire in disaster buildings is electrical failure (about 42 per cent) and the same human factor (about 25 per cent). And the office is exactly where electrical appliances and towboards are most dense.

There's a fixed check list to help you:

• To ensure that important projects are covered on a regular basis, rather than "do it first".
• It is clear that some of the sides are corporate management responsibilities, while others are property management.
• Fire protection work done on a day-to-day basis can be clearly demonstrated when there is an accident, an insurance inquiry or a fire patrol.
• When staff move, newcomers can follow the same standards.

II. Relevant legislation and guidelines

Regulation / Guidance	Focus related to the office
Fire Protection (Equipping and Equipment) Regulations (Chapter 95B)	Hand-held fire extinguishers, blankets to be approved by the Chief of Fire Services Department, may be supplied or sold; fire-fighting installations and equipment must remain in operational condition at all times and be inspected at least once every 12 months by the registered contractor; certification of FS251 is issued by the contractor within 14 days of completion of the work and copies sent to the Fire Services Department
Fire Safety (Commercial Places) Ordinance (Chapter 502)	Regulation of commercial buildings identified by commercial premises (commercial buildings built or first presented on or before 1 March 1987) where the Fire Services Department and the Buildings Department can issue fire safety instructions for improvement
Department of Labour, Fire at Work Guidelines	Duty stations need to have adequate escape routes; appropriate fire extinguishers are provided to address different fire risks; equipment needs to be properly maintained and placed in accessible and unblocked locations; and employees need to know the location of fire extinguishers, their use and the actions to be taken when they are used
Building Fire Safety Code 2011	Design requirements such as fire lanes, fire doors, fire-resistant structures; renovations and inter-spacing changes

If you want to know how many fire extinguishers you want to place in your office, you can see Fire Extinguisher Planning for Shops & Offices; common laws and regulations are misinterpreted to see Hong Kong Fire Safety Regulations: Common Myths.

III. OPERATORS AND OPERATORS: Which one is responsible for what?

The following table shows the general division of labour, depending on the terms of the lease, contract and law.

Item	Company owner/administrative	Property Management/Management Service
Unit fire extinguishers	• Purchase, placement, annual inspection, preservation of FS251	—
Public part throats, fire extinguishers	Don't block it. We've got damage alert.	Maintenance, annual inspection
Intra-unit passage and exit	Keep it open.	—
Corridors, smoke-resistant stairs, fireproof doors	Don't pile anything. Don't hold the fire doors.	Inspection, clean-up, maintenance
Fire alarms, flower sprinklers.	Don't cover the detector with the flowers.	Maintenance, annual inspection
Emergency lighting, exit lights	Unit equipment (if any)	Public sector testing and annual testing
Power safe.	Trailboards, appliances, server rooms	Public electrical watch room, machine room
Staff training, exercises	• Organization and participation	• Coordinated full-seat exercises

List of company owners/administrative inspections

1. Number and coverage of fire extinguishers

• Is there a fire extinguisher near each of the main entrances?
• Are there any additional fire extinguishers near print areas, document storage areas, tea rooms, server rooms?
• Is it reasonable for staff to move to the nearest fire extinguisher from any place of work and without obstacles?
• Were the fire extinguishers blocked in front of the boxes, chairs or miscellaneous items?
• Is there a fire extinguisher sticker in the vicinity of each fire extinguisher?

2. Are the types of fire extinguishers misused?

Location	Main risks	Recommended fire extinguishers
Reception, general office areas	Paper, private, computer.	Fire Extinguishers & Fire Safety Products
Server room, computer room	Electrical equipment	Fire Extinguishers & Fire Safety Productsno powder spent)
Print area, photocopy room	Photocopier overheating, paper	Carbon dioxide or dry powder extinguishers
Tea room.	Microwave ovens, hot water stoves, multistores	Dry powder extinguishers; blankets for fire if cooked
Documentary warehouse, archives	Lots of paper.	Dry powder extinguishers

3. Fire extinguisher status (monthly visual)

• Pressure gauges in green range? (CO2 extinguishers usually have no pressure table)
• Do you have any dents, rusts or paint peels?
• Is the last annual check date of the label still within 12 months?
• Insurance plugs and seals are intact. They're not removed?
• No cracks in the nozzle, no plugs?
• Did anyone use the fire extinguisher without reporting it?

If a fire extinguisher is found to be obsolete, damaged or used, it should be arranged as soon as possible for the registered contractor to inspect or replace the fire extinguisher. The old cartridge can be processed with Fire Station Fire Extinguisher Recycling Service, as Fire Extinguisher Inspection & Replacement.

4. Fire passage and exit

• Is the passage to the nearest exit open from any location in the office?
• Do you have long-term boxes, miscellaneous items or old privates in the corridors?
• The exit door can be opened without a key at work?
• Do fire doors remain closed and not held up by doors, garbage cans or mattresses?
• Do employees know at least two different routes of escape?
• Has the escape route been affected by renovation or re-pacing?

5. Electricity security

• Do you have a towboard to "rebutt"? The fire department warns not to do so.
• Are there any signs of heat, colour change or burn on the towboard, plugs?
• Did the wires come under private pressure or across the passageway?
• Did you pull the charger and the fire cow when they didn't use it?
• Do you have any electrical items that you don't need before work starts?
• Is there any groceries in front of the switchbox?

6. Server room and computer room

• Is there a CO2 extinguisher outside the door?
• Is it normal to spread heat and cool air?
• Do you have any boxes or bags in the machine room?
• Did UPS and backup batteries swell, smell or overheat?
• Do you know if you're gonna run out of carbon dioxide extinguishers in a small, shut-down room and leave as soon as possible and ventilate?

7. Flammable substances and smoking

• Do cleaning agents, alcohol handwashing, spray, etc. are stored in centralized storage, far from the heat source?
• Is there anyone in the office who smokes illegally?
• Has the trash can been cleaned regularly, and there is no significant accumulation of paper?

V. List of inspections by Property Management/Management Service

1. Fire-fighting devices in public locations

• Are fire-throwers and fire extinguishers in corridors, smoke-proof stairs, complete and easily accessible?
• Is there a suitable fire extinguisher in front of the electric watch room, machine room, garbage room?
• Did the fire-fighting kit get locked or blocked by miscellaneous items?
• Did the fire alarm buttons and alarms break or are covered?
• When was the last annual inspection by a registered fire operator?

2. Emergency lighting and exit lights

The Department’s guidelines state that the escape route must be sufficiently illuminated and clearly marked.

• Are all the exit lights on every level of the corridor in the right direction?
• Is there an emergency light on the smoke-proof stairs? Will it be automatically lighted when the power goes out?
• Do you regularly press the test button to ensure that batteries are still electrical?
• Are there any arrangements for the replacement or upgrading of frequent bad lights or flashes?
• Emergency lighting is also a fire-fighting device, which is inspected every 12 months by the registered contractor.

If you want to understand the division of labour, you can see Emergency Lighting & Exit Signs Explained; the replacement device can refer Emergency Lighting & Exit Signs.

Smoke-resistant stairs, corridors and fireproof doors

• There's no groceries, bicycles or abandoned homes on the stairs or in the corridors?
• The fire doors are working, so the doors can be completely closed?
• The exit door was not locked or chained?
• Do you want to keep the roof exit open, if it's an escape route?

4. Additional attention to old-fashioned commercial buildings

If the building is built on or before 1 March 1987 or is presented for the first time, it may belong to the designated commercial building of Chapter 502.

VI. Staff training and fire drills

The Department of Labour directs that, in addition to requiring fire-fighting equipment, it also emphasizes that employees need to know how fire extinguishers are placed on the side, how they should be used, and what action should be taken in case of a fire.

1. Induction fire profiles for new staff

• There are fire extinguishers, fire extinguishers, fire extinguishers, etc. inside the office.
• This post is part of our special coverage Global Voices 2011.
• Reminds us not to take risks by dealing only with the initial fire in a safe environment.
• What happens when the fire alarm rings: stop working, go near the stairs, don't lift the elevator, go to the rally point.
• Which is the head of the fire department on the floor or the command of evacuation.

2. Fire drills

It is recommended that they be held at least once a year, in conjunction with the overall arrangements of the Building Management Service; a large staff member or a new staff member’s building should be arranged as soon as possible. The exercise will help staff to familiarize themselves with escape routes, stairs and assembly points.

3. Designation of fire wardens

• Each level or department designates one to two fire wardens, as well as replacements.
• Responsible for monthly sightings, alerting colleagues, hours of exercise.
• The person in charge receives more complete training in fire extinguishers.

Training content and processes can be used to refer Fire Extinguisher & Staff Fire Safety Training. How to Use a Fire Extinguisher: PASS & Common Mistakesbe found in Small-Fire Response: Extinguish or Evacuate?.

VII. Daily, monthly, quarterly, annual inspection schedule

Frequency	Head	Check items
Daily	Last time I left a colleague.	Closure of non-required appliances and trailers; no miscellaneous items at the same exit
Monthly	Head of the floor fire department.	Fire extinguisher position, pressure table, seals to be inserted, no cover in front; fire lanes open; towboards unbuttoned
Quarterly	Chief of Administration/Security	Reconcile annual inspection due dates; co-management information on the status of building fire installations; fire profiles for new staff; organize improvements
Annual	Company management + registered contractor	Annual fire extinguisher inspection and FS251; fire alarm exercises; review of number of fire extinguishers at the same location
Refurbishment/after relocation	Administrative + Contractor	Re-evaluate fire extinguisher placements, escape routes and instructions

VIII. RECORDS AND DOCUMENT MANAGEMENT

If you want to do anything, you need to have a record.

• List of fire extinguishers: number, location, type, capacity, date of production, date of annual inspection
• Calendar FS251 Certificate
• Monthly inspection of records and follow-up
• Records of employee fire profiles and exercises (date, number, evacuation time)
• Maintenance, replacement and recovery records

These documents are useful for fire patrols, insurance claims or staff enquiries.

IX. Most common 8 fire-fighting problems in the office

1. Trailboards: A string of trailers beneath the desk, a high-risk position for electrical fire alarm.
2. Fire extinguishers are blocked by boxes: loads are moved, loads are stacked on the wall after receipt.
3. No one knows that the fire extinguisher has expired: no one is responsible for checking the date of the annual inspection.
4. The fire doors were blocked: the door was opened for ease of access.
5. Server room variety: cardboard boxes stacked with old computers.
6. Waste extinguisher treatment of electrical fires: of high type, at risk of electrocution.
7. The employee does not know where to gather: no drills have been performed.
8. Used fire extinguishers are back in place: internal pressure and fire extinguishers are no longer sufficient.

How can fire extinguishers be bought and deliveries arranged for the office?

Fire Station is a specialized fire extinguisher shop located in Tsuen Wan with a fire-fighting equipment supplier, supplying fire-fighting department-approved fire extinguishers and other fire-fighting equipment, with customers including malls, parking lots, logistics companies and serial brands.

What we can offer.

• Purchase of fire extinguishers: dry powder, carbon dioxide fire extinguishers and blankets approved by the Fire Services Department
• Fire extinguisher delivery: all products have been packaged for basic delivery, and all goods are delivered by the Hong Kong New Territories
• Updoor installation: Proposed placement, mounted with a sticker
• Annual inspection maintenance: inspected by a level III fire operator and issued FS251 certificates
• Recovery replacement: recovery of old cartridges when new cylinders are delivered
• Emergency lighting: Emergency Lighting & Exit SignsRetailing, installation of same-year inspections
• During the removal of the building, Fire Extinguisher Rental in Hong Kong

Please provide when searching

• Write the address of the building, the size of the floor.
• Number of employees, any server room or tea room
• Number and type of fire extinguishers available as at last year ' s inspection date
• Services required: new purchase, annual inspection, replacement, recovery or emergency lighting

Once you have the information, you can do it.WhatsApp 96309976Call.3464 3987Or go.Contact Fire StationLeave a low profile. You can go if you want to see an example of a business customer.Customer Fire Safety Case Studies。

Common issues FAQ

How often do you have to check the fire extinguishers in the building?

In accordance with the Fire Protection (Equipment and Equipment) Regulations, fire protection installations and equipment at the premises are kept in operational condition at all times and are inspected at least once every 12 months by a registered fire protection contractor. The contractor is required to issue the FS251 certificate within 14 days of its completion and send a copy to the Fire Services Department. The company should also observe itself on a monthly basis.

The fire safety of the office is the responsibility of the owner's estate management?

Both are responsible. Public parts of the building, such as corridors, stairs, throats, fire alarms and emergency lighting, are generally the responsibility of the owner, the legal corps or the management company; fire extinguishers, access, electricity and staff training within the tenant unit are the responsibility of the employer or occupier, depending on the same law as the lease.

What is the employer's responsibility for writing a building to protect itself from fire?

The ILO Fire at Work Guidelines state that there should be sufficient escape routes for duty stations to provide suitable fire extinguishers to cope with different fire risks, that fire extinguishing equipment should be located in locations that are easily accessible and unblocked, and that employees should be made aware of the use of fire extinguishers, as well as of the action taken in case of fire alarms.

Should the office use dry dusting of CO2 extinguishers?

General office areas can be used for dry powder extinguishers, with the broadest scope of application; electrical intensive locations such as server rooms, computer rooms, photocopying areas are more suitable for carbon dioxide extinguishers, run out of powder and have less impact on electronic equipment.

Can a Fire Door Be Wedged Open?

No. The fire doors are designed to prevent fire and smoke from spreading, and the use of wedges, garbage cans or mats to hold the doors will render them ineffective. They should remain closed at all times and be automatically closed.

How often should the office conduct a fire drill?

It is recommended that this be done at least once a year and in conjunction with the overall arrangements of the Building Management Service; if there is a large staff movement or a new move to the building, arrangements should be made as soon as possible.

How do we check the emergency lights?

Emergency lighting is also a fire-fighting device, which is checked every 12 months by a registered fire-fighting contractor.

Where can I get a qualified fire extinguisher for the office?

Fire Station at G/F, Karrie Industrial Centre, Pak Tin Par Street, Tsuen Wan The supply of dry powder and carbon dioxide extinguishers, approved by the Fire Services Department, has been packaged and delivered to the Hong Kong New Territories, which can arrange for door-to-door installation, annual inspection and the issuance of FS251 certificates by a level III fire operator. 3464 3987 ，WhatsApp 96309976 。

Translating fire safety checks into a regular practice is not an additional burden for companies, but a basic act of accountability to employees, customers and themselves. This list will be added to the to-do list, starting with the next regular office meeting, with the designation of the responsible person, which will be scheduled on the same monthly and annual dates. Need qualified fire extinguishers or professional advice, welcome Contact Fire Station.