All guides / Fire safety
How can fire safety firms use AI?
Start with office work, such as sorting checked site notes into report headings. AI can help prepare that draft. Keep findings, risk decisions and sign-off with the person trained to do the work. The first test should use made-up notes and a known answer.
The prompt below helps you find the lost time. Look at the steps from visit to final report. You can explore that without asking AI to decide whether a building is safe.
Try the promptMap the report. Preserve the findings. Keep the review.
Walk through the report process
Ask a site lead and the office team to follow a report from start to finish. Which parts need their skill? Which parts involve moving agreed text into the right place? Note where they search for files or chase a missing detail.
More on this step
Choose a small writing step with a clear end point. Ask what would make the draft easy to check. Keep a place for open questions. Saving typing time helps only when the site lead can still see what was found and what remains unknown.
Keep findings with the site lead
GOV.UK says the responsible person must carry out and review a fire risk assessment. If they lack the expertise or time, they need a competent person to help. Read the guidance for the premises and the part of the UK where you work.
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Agree who makes each finding and who approves the report. Keep AI’s role to the drafting task you set. A filled-in template cannot stand in for an assessment. Leave ratings and actions unchanged unless the site lead agrees a change.
Read the source: GOV.UK: fire risk assessments
Test the meaning of every note
Give the tool made-up notes. Ask your checker to review the pack first. Add a note about an item that staff could not reach. The draft should keep that limit and show the note number.
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Look for changed room names, softened findings and assumed ratings. Check every line against the source note. An empty heading needs a question, rather than an invented answer. Keep a list of errors and ask the checker whether the chosen task is worth another trial.
Not sure where to start?
Find a useful office task to test
Open this prompt to explore the report process. Make up the places and notes. Do not share private site photos or ask it to make a fire safety decision.
Try this in your AI app
ChatGPT
Claude
Gemini
CodexUsing Gemini? The button copies the prompt. Paste it into the new chat.
Help me find a small office task where AI could support our fire safety firm.
Interview me one question at a time about the work from booking a visit to issuing a checked report. Ask who records the findings. Who moves the text? Who checks the proof and signs it off?
Explore where staff lose time, repeat typing or wait for a missing note. Ask what each step is meant to achieve. Keep site findings and safety decisions with the people in charge.
Ask which checked template and made-up notes we could use for a test. Find out who can check that the draft keeps each finding, place, source link and stated limit.
Repeat the process back to me and wait for corrections. Then give me a short table of possible changes, input files, checkers and open questions.
Suggest a first trial and checks for missing facts or changed meanings. Do not infer that a site or item passed an inspection. Leave open points for the site lead.
Watch Warren's story
Warren started with the standards he knew
For Warren’s Leader Lab sessions, we added hotel standards to a Claude Project. We used that file to check its answers. Warren learnt to apply AI to his role, then built a dashboard for his reporting work.
Read the source: Warren’s Leader Lab story
Testimonial · 0:24
"I’ve learned more than I have playing around with it in the last couple of months."
Warren Lavender · Luxury hospitality
Worked example
Keep the finding and the product facts intact
A fire protection firm tests how notes move into a report. One sample note says an item could not be accessed. The draft must keep that limit and its note number. The trained reviewer rejects any wording that turns the missing check into a pass.
A supplier of offshore safety equipment tests a product reply from a checked sheet. The sheet gives no rating for the proposed use at sea. The draft must leave that point for the product expert. It must not borrow a rating from a similar item. The team checks the source and the draft side by side.
Made-up example.
Source record
Keep report findings and product facts clear.
Writing draft
Leave untested points and ratings open.
Expert review
Check the claim before using the text.
A few more things to know
Check how photos and records are handled
Ask which files the trial needs. Make up the first test pack. Use fake note numbers too. Avoid sending a client’s full photo folder just because it is easy to attach.
The ICO’s AI guidance covers the security and limited use of personal data. Review real records with the person who looks after your data before uploading them. Check who can see source notes, drafts and checked reports. Agree how to take a wrong copy out of use.
Read the source: ICO: AI and personal data
Use an awkward test pack
Add two similar room names, an old finding and a later note that changes it. Keep the correct version on a separate review sheet. Ask whether the draft keeps the right order and shows what is still open.
Record missed references as well as changed wording. Check the result with the site lead’s checked copy. Count review time in the trial cost. If the draft makes an unclear point sound settled, pause and change the task. Make the test small enough for a person to check each line.
Can AI carry out the fire risk assessment?
Keep that work with the responsible person and competent help where needed. Use the official guidance for the premises. A writing tool can help arrange text after the needed findings have been made.
What should the trial leave us with?
Aim for a draft the checker can trace to its notes. Keep the faults, review time and open questions. Use those records to decide whether the writing step is useful enough to test further.