Master UK Fire Safety Logbook

Responsible for fire safety? This Master UK Fire Safety Logbook keeps every alarm test, emergency lighting check, extinguisher check, fire door check, drill and fault in one spreadsheet, and works out what is due, what is overdue and which call point to test next.

For the responsible person or duty manager at small hotels, guest houses, pubs, cafés, shops, offices, clubs and the common parts of HMOs and blocks of flats. Based on the Regulatory Reform (Fire Safety) Order 2005 in England and Wales; the same routine checks are typical in Scotland and Northern Ireland. It is a record-keeping tool, not a fire risk assessment.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Dashboard: checks overdue, open faults, last fire drill and evacuation time, training expired, call-point rotation, checks due, open faults and training to renew, with three charts (checks and faults per month, checks by status, training by status)
• Schedule: 12 typical routine checks ready to edit, up to 25, each with its own interval in days, weeks or months
• Last done, last result, next due date and status (OK, due soon, overdue, never done, fault open) worked out from the log
• Log (3,000 rows): date, check, call point or item, pass or fault, details, who did it, action needed and action done, plus drill evacuation time and number of people
• Call-point rotation: when each call point was last tested and which one to test next
• Training (300 rows): renew-by dates from your course list, with expired and due-soon flags; renewed rows are marked automatically
• Settings: premises, responsible person, fire risk assessor, warning days, call points and courses
• Start Here tab with a health check, data validation and protected formulas (no password)

How it works (3 steps)

1. Settings: premises, responsible person, fire risk assessor, call points and training courses (about 3 minutes)
2. Schedule: keep or change the routine checks and how often each is done, following your fire risk assessment
3. Log and Training: add a row each time a check or drill is done and each time someone is trained; the Dashboard does the rest

What's included

• Fire-Safety-Logbook.xlsx: filled with a fictional example hotel so you can see how it all works
• Fire-Safety-Logbook-BLANK.xlsx: empty, with the 12 typical checks ready to edit
• Works in Google Sheets: upload the .xlsx to Google Drive and open it with Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• Checked on GOV.UK in November 2026: the responsible person must carry out and regularly review a fire risk assessment, maintain fire safety measures and give staff fire safety instruction and training
• Since 1 October 2023 (Building Safety Act 2022, section 156) every responsible person must record the full fire risk assessment, their fire safety arrangements and the name of anyone who helped make it. The Settings tab has a field for the assessor
• The example intervals follow common GOV.UK guidance (weekly alarm test with a different call point each time, monthly emergency lighting, annual full-duration test, at least one drill a year). Always follow your own fire risk assessment and contractors
• FAQ: Does it replace my fire risk assessment? No. It records the checks your assessment says to do
• FAQ: Can several staff use it? Yes. Upload it to Google Drive and open it with Google Sheets, then share it with your team
• More UK health and safety tools from PHKSheets.
• One licence for one business

DISCLAIMER

This workbook is a record-keeping tool, not fire safety advice or a fire risk assessment. Follow your own fire risk assessment, British Standards and competent contractors. Rules are based on GOV.UK guidance checked in November 2026. All names and figures in the example file are fictional.

Licence: Licensed for use by one business (any number of premises it runs). Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.