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FORM_EVAC_01 — Evacuation Drill Field Sheet

Document Information

Field Value
Document Reference FORM_EVAC_01
Issue Number 3
Issue Date 29 September 2026
Next Review 29 September 2027
Controlled By Leanne Mason (Director)
Approved By Aaron Mason, Director

Print this and take it to the drill

One page. Fill it in on the clipboard while the drill is running.

Download FORM_EVAC_01 (.pdf)

Type it into HS_FM_20 afterwards. That is the record

HS_FM_20 Fire Evacuation Drills & Training Log on the forms portal is the record of the drill. This sheet is the capture: you write on it during the drill and type it in straight after. It is not filed and not retained, so there is only ever one record of any drill.

The Regulatory Reform (Fire Safety) Order 2005 does not prescribe a form. It expects the responsible person to show the arrangements were tested and that what the test found was acted on.

The sheet

Premises: Unit 1 ☐ Unit 2 ☐ Yard ☐ Date: ............ Drill run by: ............................

Alarm raised: ........ Last person out: ........ Time to clear: ........ Alarm tested: Yes ☐ No ☐

On site: ........ At the assembly point: ........ (count everyone — visitors, delivery drivers and contractors, not just staff; cross-check office staff against the reception sign-in book)

# Check Yes No Notes
1 Escape routes clear and unobstructed ☐ ☐
2 Final exits opened first time ☐ ☐
3 Fire doors closed properly, none wedged ☐ ☐
4 Alarm audible everywhere occupied, including the yard ☐ ☐
5 Emergency lighting operated (if tested in low light) ☐ ☐
6 Everyone knew the route without being told ☐ ☐
7 Everyone knew the assembly point ☐ ☐
8 Visitors and contractors accounted for ☐ ☐
9 Roll call completed from a current list ☐ ☐
10 Fire Marshal cover present and in date ☐ ☐
11 Yard occupants heard the alarm and evacuated ☐ ☐

Anything ticked No goes below, and into the issues field on HS_FM_20.

Issue found Owner By when

Signed: .............................. Typed into HS_FM_20 on: ............

Afterwards

  1. Submit HS_FM_20 with the times, the headcount and every "No" written into the issues field.
  2. Raise anything found into APP_21 with an owner and a date.
  3. If the drill found a problem with the fire risk assessment itself, that goes to Sean Ashton.

How often

Premises Frequency Basis
Unit 1 and Unit 2 Annually, minimum Small single-storey units, short travel distances, low occupancy. Annual is proportionate and is what AMWS already does
Yard Annually, from the next drill Not previously drilled. Open action, Leanne Mason, 31/12/2026
After any material change On change New layout, new storage, a change of occupancy, or a near miss involving escape

Audit trail

Issue Date Approved By Summary
3 29/09/2026 Aaron Mason, Director Reissued as a one-page field sheet. Issue 2 was guidance with no capture fields, which meant the person running the drill had nothing to write on and was expected to hold eleven checks, two headcounts and three times in their head until they reached a screen. The sheet now carries the times, the headcount, the eleven checks and the issues found, and is typed into HS_FM_20 immediately afterwards and not retained. HS_FM_20 remains the single record of any drill, so the duplication that Issue 2 removed does not return. Distributed as a print-ready PDF rather than a Word file.
2 15/09/2026 Aaron Mason, Director Reissued as guidance. The review of the business forms found HS_FM_20 already live at Issue 2, capturing the date, location, conductor, participants, outcome, issues identified and actions required. Issue 1 duplicated all of that and would have created a second record of the same event. The record-capture sections were removed. Found and corrected the same day it was issued.
1 15/09/2026 Aaron Mason, Director Initial issue as a drill record sheet. AMWS already timed and recorded its annual evacuation but captured only the time, not what the drill found.

This document forms part of A M Water Services Limited's Integrated Management System. Paper copies are uncontrolled when printed.