Universal Fire Alarm Logbook
A fully brandable, BS 5839-1:2025-compliant fire alarm logbook — free to download, ready to print, and designed to keep your premises legally covered.
Download Your Free Logbook
Open the logbook, upload your company logo in seconds, fill in your site details, then print or save. Fully compliant with BS 5839-1:2025 and the Regulatory Reform (Fire Safety) Order 2005.
Why You Must Keep a Fire Alarm Logbook
A fire alarm logbook is a legal obligation, not optional paperwork. Multiple pieces of UK legislation and British Standards make it a duty on the "responsible person" for any non-domestic premises.
Regulatory Reform (Fire Safety) Order 2005
Article 11 requires the responsible person to record fire safety arrangements, including maintenance of fire detection and alarm systems. Failure to maintain records can constitute a criminal offence.
BS 5839-1:2025
The latest revision of the UK's primary fire detection and alarm standard. It mandates a logbook be kept on-site, near the main control panel, and available for inspection by the Fire & Rescue Service at any time.
Fire Safety Act 2021
Extended fire safety duties to buildings containing two or more sets of domestic premises. Responsible persons in these buildings must maintain documentation of all fire safety measures, including alarm systems.
Fire Safety (England) Regulations 2022
Introduced additional requirements for high-rise and multi-occupied residential buildings, including obligations to keep records of all fire safety information and to make them available to residents on request.
Health & Safety at Work Act 1974
Employers have a general duty to provide and maintain safe systems at work. A fire alarm logbook is accepted as evidence of due diligence in managing fire safety obligations.
BS 5839-1:2025 — Digital Logbooks
The 2025 revision now formally permits digital and electronic logbooks, provided they remain accessible to engineers, fire risk assessors, the Fire & Rescue Service, and premises management at all times.
Important: The logbook must be kept on-site at all times — typically adjacent to the main fire alarm control panel. It must be made available immediately to Fire & Rescue Service officers, fire risk assessors, and your maintenance engineer on every visit.
What Must Be Recorded in Your Logbook
BS 5839-1:2025 specifies an enhanced logbook template with clear guidance on what needs to be recorded, by whom, and when. The table below covers every mandatory category.
| Entry Type | What to Record | Who Records It | Frequency |
|---|---|---|---|
| Weekly Test | Date and time; call point zone and device number operated; whether alarm sounded; any defects noted; initials of person carrying out test | Responsible Person or nominated staff member | Weekly |
| False Alarms | Date and time; zone and device that activated; probable cause (e.g. cooking fumes, dust, accidental); action taken to prevent recurrence | Responsible Person or member of staff | Each occurrence |
| Faults & Defects | Date fault reported; nature of fault; device or zone affected; action taken; date fault rectified and by whom | Responsible Person; rectification details by engineer | Each occurrence |
| Periodic Inspection & Service | Date of visit; name and company of engineer; work carried out; devices tested (by zone/device reference); any defects found and remedial action; certificate number or reference | Competent fire alarm engineer | 6-monthly minimum |
| System Modifications | Date; description of modification (e.g. new detector added, panel replaced); reason for change; engineer's name and company; updated drawings reference | Competent fire alarm engineer | Each occurrence |
| Commissioning Record | Date of system commissioning; commissioning engineer's name and certification number; system category; number and type of devices; control panel details; any departures from BS 5839-1 | Commissioning engineer | Once (at installation) |
| Departures from Standard | Any agreed deviation from BS 5839-1 recommendations; written justification; responsible person's acknowledgement and signature | Competent fire alarm engineer and Responsible Person | Each occurrence |
| Fire Evacuations | Date and time; reason for evacuation (genuine alarm, drill, test); number of occupants; time to evacuate; any issues encountered | Responsible Person | Each occurrence |
| Battery & Power Supply Tests | Date tested; battery voltage (if tested); standby duration confirmed; result (pass/fail); action taken if failed | Competent fire alarm engineer | Every 6 months |
| System Site Record | Building address; system category (L1–L5 or M or P); number of detection zones; control panel type; installed by; maintenance contractor details | Commissioning or maintenance engineer | Once / updated as needed |
BS 5839-1:2025 update: The revised standard now includes an enhanced logbook template providing clearer guidance on recording responsibilities. It also formally permits electronic/digital logbooks, provided they are always accessible to all authorised parties.
Required Testing & Inspection Frequency
BS 5839-1:2025 sets minimum frequencies for all testing and inspection activities. All results must be entered in the logbook on the day they occur.
Manual Call Point Test
Operate one manual call point (rotating through all zones) to confirm the alarm sounds at the control panel. Record the zone, device reference, date, time, and initials. Each device should be tested at least annually through this rotation.
Visual Inspection of Control Panel
Check that the control panel shows a healthy/normal status with no fault or alarm indicators. Record the check date and result. Any faults found must be logged separately in the fault section.
Full Inspection & Service by Competent Engineer
A qualified, competent engineer must inspect and test the entire system at least twice a year. This includes testing all detectors, call points, sounders, and power supplies; checking cables and connections; reviewing the logbook; and issuing a written service report.
Full Device Coverage Test
Over the course of a year, every manual call point and automatic detector on the system must be tested and logged. The engineer must confirm coverage and note any devices that could not be tested, with reasons.
After Any Fault, False Alarm, or Modification
A logbook entry is required immediately after any false alarm, fault, or change to the system — no matter how minor. The entry must include the cause, action taken, and who attended.
How to Set Up & Use the Download
The logbook file opens in any web browser. No software installation needed — just open, brand, fill in, and print.
1. Download the File
Click the download button above. Save the HTML file to your computer — it works completely offline, no internet connection required once downloaded.
2. Upload Your Logo
Open the file in your browser, then click "Upload Your Logo" at the top of the logbook. Your logo appears on every page — giving you a fully branded document for your business or your clients.
3. Complete Site Details
Fill in your premises name, address, system category, control panel details, and responsible person information on the cover page. These details appear throughout the logbook.
4. Log Entries Weekly
Use the weekly test section to record each call point test. The logbook includes separate sections for faults, false alarms, service visits, modifications, and evacuations — matching BS 5839-1:2025 exactly.
5. Print or Save as PDF
Use your browser's Print function (Ctrl+P / Cmd+P) to print the logbook or save it as a PDF. The layout is optimised for A4 paper. Keep the printed copy on-site at all times.
6. Stay Compliant
A new logbook (or new pages) should be started each year. Keep completed logbooks for a minimum of three years, or for the life of the system if required by your fire risk assessor.
We Can Manage Your Fire Alarm Compliance
If you'd rather leave the logbook, testing schedule, and BS 5839-1 compliance in the hands of a specialist, our engineers cover the North West of England for routine servicing, fault-finding, and annual inspections.