PEEPs for Employers & HR

Fulfil your legal duties and protect employees with effective emergency evacuation planning

Your Legal Duty to Provide PEEPs

As an employer, you have legal obligations under both the Equality Act 2010 and the Regulatory Reform (Fire Safety) Order 2005 to ensure all employees, including disabled employees, can evacuate your workplace safely in an emergency. Personal Emergency Evacuation Plans (PEEPs) are not optional extras – they are reasonable adjustments that you are legally required to provide.

Why Employers Must Implement PEEPs

Legal compliance: Failure to provide adequate PEEPs can result in discrimination claims, health and safety enforcement, and prosecution
Duty of care: Employers have a fundamental duty to protect all employees’ health, safety and welfare
Equality Act 2010: PEEPs are anticipatory reasonable adjustments that must be made for disabled employees
Fire Safety Order 2005: Your fire risk assessment must consider how disabled people will evacuate
Reputational protection: Demonstrates commitment to diversity, inclusion, and employee wellbeing
Business resilience: Effective emergency planning protects productivity and business continuity

Legal Consequences of Non-Compliance:Employers who fail to provide adequate PEEPs face serious consequences including Employment Tribunal claims for disability discrimination (unlimited compensation), Health and Safety Executive enforcement notices, prosecution under Fire Safety regulations (unlimited fines), and corporate manslaughter charges if failures lead to death. Don’t wait for an incident to expose your vulnerabilities.

Understanding Your Legal Requirements

Equality Act 2010 – Reasonable Adjustments Duty

The Equality Act 2010 requires employers to make reasonable adjustments for disabled employees. This duty is both anticipatory (planning ahead) and reactive (responding to individual needs).

The Three Requirements

Remove physical barriers: Where a physical feature puts a disabled person at a substantial disadvantage, take reasonable steps to avoid that disadvantage
Provide auxiliary aids: Provide auxiliary aids or services where these would help overcome substantial disadvantages
Adjust policies and procedures: Change workplace practices, policies or procedures that disadvantage disabled people

PEEPs incorporate all three requirements – they may require physical changes (accessible escape routes), aids (evacuation equipment), and procedural adjustments (allowing extra evacuation time).

When the Duty Arises

Anticipatory duty: Before recruiting, employers should consider how disabled applicants might evacuate
During recruitment: If a disabled candidate is appointed, discuss evacuation needs during onboarding
Existing employees: Review needs regularly through occupational health, return to work, or upon request
Visitors and contractors: While the duty is strongest for employees, consider visitors’ evacuation needs too

What is “Reasonable”?Reasonable adjustments are those that are effective, practical, and affordable relative to the employer’s resources. Large organisations are expected to do more than small businesses. However, cost alone is rarely a complete defence – employers must show they explored alternatives and genuinely could not afford any solution.

Regulatory Reform (Fire Safety) Order 2005

The Fire Safety Order places legal duties on “responsible persons” (usually employers, building owners, or facilities managers) to:

Legal Requirement	What This Means for PEEPs
Article 8: Duty to take general fire precautions	Must reduce the risk of fire and ensure people can evacuate safely if fire occurs
Article 9: Risk assessment	Must conduct fire risk assessment that specifically considers disabled people’s evacuation needs
Article 11: Means of escape	Escape routes must be appropriate for all persons, including disabled employees and visitors
Article 13: Fire-fighting and detection	Fire detection systems must be appropriate for all persons (visual alarms for deaf employees)
Article 15: Emergency routes and exits	Routes and exits must be kept clear, maintained, and usable by all persons at all times
Article 21: Training	Staff must be trained in evacuation procedures, including how to assist colleagues with PEEPs

Fire Risk Assessment Requirements

Your fire risk assessment must specifically address:

Identification of people at particular risk (including disabled employees)
How these people will be warned of fire
How these people will evacuate safely
Whether additional equipment or personnel are needed
Whether escape routes are suitable for all potential occupants

Fire Safety Enforcement:The Fire and Rescue Service enforces the Fire Safety Order. They can issue Enforcement Notices requiring immediate action, Prohibition Notices closing premises until risks are addressed, and prosecute responsible persons. Maximum penalties include unlimited fines and up to two years imprisonment for serious breaches.

Health and Safety at Work Act 1974

Section 2 places a general duty on employers to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees. This includes:

Providing safe systems of work (including emergency evacuation)
Providing necessary information, instruction, training and supervision
Maintaining safe workplace conditions
Providing adequate welfare facilities

PEEPs are an integral part of fulfilling these duties for disabled employees.

Management of Health and Safety at Work Regulations 1999

Regulation 3 requires employers to assess risks to employees’ health and safety, including risks arising from emergency situations. This explicitly requires planning for evacuation, particularly for vulnerable individuals.

Case Law Principles

Employment Tribunals have established important principles:

Anticipatory duty: Employers can’t wait until a disabled person applies – planning should be proactive
Consultation required: Employers must discuss needs with the individual and consider their preferences
Expert evidence: Occupational health advice may be needed for complex cases
Trial periods: Where adjustments are uncertain, trial periods should be offered
Multiple adjustments: If one adjustment doesn’t work, try alternatives
Cost not determinative: Expensive adjustments may still be reasonable for large employers

Who Needs a PEEP in the Workplace?

Categories of Employees Requiring PEEPs

Consider creating PEEPs for any employee who might face barriers to evacuating independently and safely. This includes:

Category	Examples	Typical Adjustments
Mobility Impairments	Wheelchair users, walking frame users, arthritis, post-surgery recovery	Evacuation chair, buddy system, accessible routes, ground floor workspace
Visual Impairments	Blind or partially sighted employees	Tactile guidance, buddy assistance, audio alarms, familiar routes
Hearing Impairments	Deaf or hard of hearing employees	Visual alarm devices (VADs), vibrating pagers, buddy alerts, text alerts
Cognitive/Neurodiverse	Autism, ADHD, learning disabilities, acquired brain injury	Clear instructions, social stories, familiar buddy, reduced sensory stimulus
Mental Health Conditions	Anxiety disorders, PTSD, panic disorders	Advance warning of drills, designated support person, alternative exit if crowded
Temporary Conditions	Broken limbs, pregnancy, post-operative recovery	Time-limited assistance, temporary workspace changes, extra evacuation time
Respiratory Conditions	Severe asthma, COPD, lung conditions	Priority evacuation, access to medication, rest points on routes
Cardiac Conditions	Heart disease, recovered heart attack patients	Slower evacuation pace, rest points, priority evacuation, medical alert
Other Health Conditions	Epilepsy, diabetes, chronic fatigue, pain conditions	Individualised based on condition; may include medical equipment access

Proactive Identification

Don’t wait for employees to request PEEPs. Build identification into your HR processes:

During Recruitment

Ask all applicants if they require any adjustments for emergency evacuation
Include PEEP discussion in pre-employment health questionnaires
Discuss during job offer and onboarding process
Never use need for PEEP as reason not to hire (direct discrimination)

For Existing Employees

Regular workplace assessments (annually or when circumstances change)
Occupational health referrals and assessments
Return to work meetings after illness or injury
Reasonable adjustment reviews
Employee self-disclosure (voluntary and confidential)
Management observation (with sensitivity and consent)

Changes Requiring PEEP Review

Employee’s health condition changes or deteriorates
Temporary injury or health event (broken leg, pregnancy complications)
Workplace relocation or desk move (especially floor changes)
Building alterations affecting escape routes
Working arrangements change (new working hours, different building)
After any evacuation incident or near-miss

Creating an Open Culture:Many employees, particularly those with “invisible” disabilities, may be reluctant to disclose. Create a supportive culture where employees feel safe requesting adjustments. Make it clear that PEEPs are normal, non-stigmatising safety measures. Lead by example with senior leaders discussing evacuation needs openly.

Visitors, Contractors, and Temporary Staff

While your primary duty is to employees, consider:

Regular contractors: Treat similarly to employees; conduct PEEP assessments
Temporary workers: Include in PEEP processes; provide induction training
Visitors with disabilities: Ask about evacuation needs when booking meetings; assign staff to assist
Members of public: If workplace is public-facing, have generic procedures for assisting customers with disabilities

The PEEP Development Process

Step-by-Step Implementation

IdentificationIdentify all employees who may need PEEPs through recruitment processes, self-disclosure, occupational health referrals, or workplace assessments. Maintain confidentiality throughout.
Initial DiscussionHave a sensitive, private conversation with the employee. Explain what PEEPs are, why they’re needed, and how they’ll be used. Listen to the employee’s own assessment of their needs and preferences.
Workplace AssessmentConduct a physical assessment of the employee’s workspace, usual routes, and escape routes. Identify barriers, hazards, and the specific assistance needed. Walk through evacuation routes together if possible.
Consultation with SpecialistsIf needed, consult with occupational health professionals, fire safety advisors, access consultants, or equipment specialists. For complex cases, seek expert guidance on appropriate adjustments.
PEEP Document CreationComplete a written PEEP document using a standard template. Include all relevant information about the employee’s needs, the assistance required, and the specific procedures to follow.
Employee AgreementReview the completed PEEP with the employee. Ensure they understand and agree with the plan. Make any amendments based on their feedback. Both employee and manager should sign the document.
ImplementationPut all necessary measures in place: procure equipment, assign buddies, brief relevant staff, update fire risk assessment, inform fire wardens, arrange training.
CommunicationShare the PEEP with those who need to know (fire wardens, assigned buddies, immediate team) while respecting the employee’s privacy. Only share information necessary for evacuation.
Training and PracticeTrain all involved parties in their roles. Practice the PEEP during fire drills. Give the employee confidence that the plan will work when needed.
Review and UpdateReview PEEPs at least annually, whenever circumstances change, after drills or real evacuations, or at the employee’s request. Keep documentation current.

Conducting an Effective PEEP Conversation

Preparation

Choose a private, comfortable location
Allow sufficient time (45-60 minutes)
Explain the purpose positively (safety, not limitation)
Have blank PEEP template ready
Assure confidentiality

Key Questions to Explore

Can you explain your disability/condition and how it might affect your ability to evacuate?
Can you evacuate independently, or would you need assistance?
What type of assistance would be most helpful?
Are there times when your needs might change (fatigue, time of day, medication)?
Do you use any mobility aids or equipment?
How do you prefer to be assisted (physically, verbally)?
Are there any specific concerns you have about emergency evacuation?
Would you be comfortable with assigned buddies knowing about your needs?
Have you had emergency evacuation plans in previous roles? What worked or didn’t work?

Sensitive Topics

Dignity concerns: Address respectfully; emphasize maintaining dignity during evacuation
Disclosure anxiety: Reassure about confidentiality and need-to-know basis
Independence: Balance assistance with maintaining autonomy where possible
Fluctuating conditions: Create flexible plans that adapt to good and bad days

Person-Centred Approach:The employee is the expert on their own needs. Your role is to listen, facilitate, and implement. Avoid making assumptions about what they need or can do. Always defer to their lived experience and involve them in decisions.

Workplace PEEP Templates

Essential Elements of a Workplace PEEP

Complete PEEP Document Checklist

Employee name and job title

Department and usual work location(s)

Description of disability or condition affecting evacuation (with employee consent)

Nature and level of assistance required (independent, guided, carried, etc.)

Awareness of alarms (can they hear/see standard alarms?)

Evacuation method (walk, wheelchair, evacuation chair, carried)

Designated evacuation route(s) from each work location

Alternative routes if primary route blocked

Assembly point and any special considerations there

Names of designated buddies (primary and backup)

Role of buddies and specific assistance to provide

Equipment needed (wheelchair, walking frame, evacuation chair, etc.)

Location where equipment is stored

Communication method during evacuation (verbal, written, signing)

Use of refuge areas (if applicable)

Procedure if employee is alone when alarm sounds

Procedure if designated buddies are unavailable

Any medical considerations (medications, equipment needs)

Employee’s emergency contact details

Who has been informed of the PEEP (with employee consent)

Date of assessment and assessor’s name

Review date (maximum 12 months, sooner if needed)

Signatures of employee and manager confirming agreement

Sample PEEP Template

Downloadable Template Available:A comprehensive, editable PEEP template is available for download. The template includes sections for all essential information, guidance notes, and space for custom additions specific to your workplace.

Template Sections

Section 1: Employee Information

Name, job title, department
Usual work location(s) and any alternative locations
Work pattern (full-time, part-time, shift work, days/hours)
Emergency contact details

Section 2: Disability/Health Condition

Brief description of condition affecting evacuation (with consent)
How this affects evacuation ability (mobility, awareness, communication, stamina)
Whether condition fluctuates or is consistent
Any medications or treatments relevant to evacuation

Section 3: Alarm Awareness

Can the employee hear standard fire alarms? If not, what alternatives are needed?
Can the employee see visual alarm devices?
Does the employee need someone to alert them personally?
Alternative alert method (vibrating pager, text message, buddy notification)

Section 4: Evacuation Method

Can the employee evacuate independently? (Yes/No)
If not, what assistance is required? (Verbal guidance, physical support, carrying, equipment use)
Method of evacuation (walking, wheelchair, evacuation chair, carried by multiple people)
Approximate time needed to evacuate (for planning purposes)

Section 5: Evacuation Routes

Primary evacuation route from main work location
Alternative routes if primary is blocked
Routes from other locations employee regularly uses (meeting rooms, breakrooms, toilets)
Any specific hazards or barriers on routes
Accessible assembly point location

Section 6: Personal Assistance

Names and roles of designated buddies (minimum two people)
Specific actions buddies should take
What to do if buddies unavailable (backup plan)
How to provide assistance respectfully and safely

Section 7: Equipment Requirements

What equipment is needed (evacuation chair, wheelchair, etc.)
Where equipment is stored and who has access
Who is trained to use the equipment
Equipment maintenance and inspection schedule

Section 8: Special Considerations

Use of refuge areas (if applicable)
Communication needs during evacuation
If employee works alone, specific procedures
Any other relevant information

Section 9: Information Sharing

Who needs to know about this PEEP? (fire wardens, buddies, line manager, etc.)
Employee consent for information sharing
How information will be communicated

Section 10: Review and Signatures

Date of this assessment
Name of person conducting assessment
Review date (within 12 months)
Employee signature confirming agreement
Manager signature confirming implementation

Customising Templates for Your Organisation

Add your organisation’s branding and contact details
Include specific locations, floor plans, or maps
Reference your fire risk assessment and procedures
Add section for building-specific considerations
Include relevant policy references
Adapt language for your workplace culture

Staff Training Guidance

Who Needs Training and What They Need to Know

All Employees (Annual Training)

Basic fire safety awareness
What PEEPs are and why they’re important
How to respond if they encounter someone needing assistance during evacuation
Never leave anyone behind
Who to contact if concerned about evacuation arrangements

Fire Wardens/Marshals (Enhanced Training)

Identifying employees with PEEPs in their area
Coordinating assistance during evacuations
Checking all areas are clear
Roll call procedures including PEEP individuals
Communicating with emergency services about vulnerable people

Designated Buddies (Specific Training)

Details of the specific PEEP they’re supporting
How to provide assistance respectfully
Use of evacuation equipment (e.g., evacuation chairs)
Manual handling awareness
What to do if they’re unavailable during alarm

Line Managers (Management Training)

Legal duties and organisational policies
How to identify employees needing PEEPs
Conducting PEEP assessments and conversations
Implementing and reviewing PEEPs
When to seek HR or OH support

HR Personnel (Specialist Training)

Equality Act and fire safety legal requirements
Reasonable adjustment principles
PEEP policy development and implementation
Managing complex cases
Record keeping and data protection
Tribunal risk management

Health & Safety Team (Technical Training)

Fire risk assessment including PEEPs
Building and escape route assessments
Equipment selection and maintenance
Liaison with fire service
Emergency planning and drills
Incident investigation

Training Frequency and Refreshers

Induction: All new starters receive fire safety and PEEP awareness training on day one
Annual refresher: All staff receive annual fire safety training including PEEP awareness
Role-specific: Fire wardens and buddies receive additional training when appointed and annually
Equipment training: Anyone using evacuation equipment receives competency-based practical training
Management training: Managers receive PEEP assessment training when appointed and every 2-3 years
Post-incident: Additional training after any evacuation incident or near-miss

Practical Training Methods

Classroom/Online Training

Legal framework and organisational policies
Types of disabilities and evacuation challenges
PEEP process and documentation
Case studies and scenarios
Question and answer sessions

Hands-On Equipment Training

Demonstration of evacuation chairs, slides, and other equipment
Supervised practice using equipment
Competency assessment before being designated as trained user
Refresher sessions annually

Fire Drills and Simulations

Practice evacuations including employees with PEEPs
Desktop exercises for complex scenarios
Announced drills for confidence building
Unannounced drills for realistic testing
Post-drill debriefs to identify learning points

Role-Play and Scenarios

Practicing PEEP conversations (for managers)
Responding to different disability types
Handling challenging situations (resistance, panic, equipment failure)
Communication skills development

Training Records:Maintain comprehensive training records showing who has been trained, when, what topics were covered, and any competency assessments passed. This evidence demonstrates due diligence if challenged and helps identify who needs refresher training.

Creating a Training Plan

Annual Training Schedule Checklist

Training needs analysis completed (identify who needs what training)

Training calendar created with dates for all sessions

Training materials developed or sourced (presentations, handouts, videos)

Trainers identified and briefed (internal or external providers)

Practical equipment available for hands-on sessions

Booking system for staff to register for sessions

Attendance tracking system in place

Follow-up process for non-attenders

Competency assessments for equipment users

Evaluation forms to gather feedback

Records archived securely

Training effectiveness reviewed annually

External Training Providers

Consider engaging external specialists for:

Evacuation equipment training: Manufacturers often provide certified training
Fire safety consultants: For technical fire risk assessment training
Disability awareness trainers: To develop staff understanding and empathy
Legal specialists: For HR and management training on employment law
Occupational health professionals: For assessment and clinical aspects

Risk Assessment Tools

Integrating PEEPs into Fire Risk Assessments

Your fire risk assessment must specifically address how disabled people will evacuate. PEEPs are the mechanism for implementing the findings of your risk assessment.

Fire Risk Assessment Process

Identify Fire HazardsWhat could cause fire? (Electrical equipment, cooking facilities, flammable materials, smoking, arson, etc.)
Identify People at RiskWho is at risk? Pay particular attention to: disabled employees, employees with temporary injuries, pregnant employees, elderly or frail individuals, children, visitors with disabilities.
Evaluate, Remove, Reduce and ProtectEvaluate the risk of fire occurring. Remove or reduce fire hazards. Protect people from fire if it occurs. Install and maintain fire detection and suppression systems. Ensure escape routes are suitable for ALL people.
Record, Plan, Inform, Instruct and TrainRecord significant findings. Create emergency plan including PEEPs. Inform all employees of risks and measures. Train staff in emergency procedures. Practice evacuation via drills.
Review and UpdateReview risk assessment regularly (annually minimum). Update after any significant changes. Revise after any fire or near-miss incident. Update PEEPs as employee circumstances change.

PEEP-Specific Assessment Questions

Your fire risk assessment should explicitly address:

Have we identified all people who may need PEEPs?
Are our escape routes suitable for people with mobility impairments?
Can everyone hear/see our fire alarms?
Do we have adequate evacuation equipment?
Are staff trained to assist people with PEEPs?
Have we tested our PEEPs in fire drills?
Do we have refuge areas where needed?
Is there adequate staffing at all times to implement all PEEPs?

Workplace Assessment Tool

Use this tool to assess whether your workplace is suitable for employees requiring PEEPs:

Assessment Area	Questions to Consider	Actions Needed
Building Layout	Is the building single or multi-storey? Are there lifts? Are escape routes wide enough for wheelchairs? Are there steps or obstacles?	Consider ground floor workspaces, stair widths, ramp installation, corridor widening
Escape Routes	Are routes clear and unobstructed? Are floor surfaces suitable (not slippery)? Is lighting adequate? Are routes signed clearly?	Remove obstructions, improve lighting, install contrast markings, clear signage with pictograms
Doors	Can all doors be opened easily? Are they too heavy? Do they have vision panels? Are they kept locked?	Install automatic door openers, adjust closers, ensure accessible handles, review locking policy
Stairs	Are handrails fitted both sides? Is contrast marking present on nosings? Is there suitable lighting? Are stairs wide enough for equipment?	Install/improve handrails, add contrast markings, improve lighting, consider evacuation chair width
Alarm Systems	Are alarms audible throughout? Are visual alarm devices (VADs) installed? Can deaf employees be alerted by other means?	Install VADs, provide vibrating pagers, implement buddy alert system, test alarm adequacy
Signage	Is signage clear and visible? Does it include pictograms? Is it accessible to visually impaired people? Are refuge points signed?	Upgrade signage, add tactile signs, ensure colour contrast, multilingual where needed
Assembly Points	Is assembly point accessible to wheelchair users? Is ground surface suitable? Is there shelter available? Can everyone reach it safely?	Improve surfaces, provide accessible route, designate alternative points if needed
Refuges	Are refuges available on upper floors? Do they have communication systems? Are they signed? Are they of adequate size?	Create refuge areas, install emergency phones, clear signage, ensure adequate space
Equipment Storage	Is evacuation equipment available and accessible? Is it well-maintained? Do staff know where it is? Is there sufficient quantity?	Procure additional equipment, improve storage locations, create equipment register, maintenance schedule
Staffing Levels	Are there enough staff at all times to assist with all PEEPs? What about nights, weekends, holidays? What if staff are absent?	Review staffing ratios, cross-train multiple staff, create contingency plans, mutual aid arrangements

PEEP-Specific Risk Assessment Matrix

Use this matrix to assess the risk level for each PEEP and prioritise actions:

Likelihood of Fire	Consequence if Unable to Evacuate	Risk Level	Action Required
High	Severe (death/serious injury)	Critical	Immediate action; may need to relocate employee or change work arrangements until risk reduced
High	Moderate (injury)	High	Urgent action within days; implement temporary measures immediately
Medium	Severe (death/serious injury)	High	Urgent action within days; implement temporary measures immediately
Medium	Moderate (injury)	Medium	Action required within weeks; plan and implement adjustments
Low	Severe (death/serious injury)	Medium	Action required within weeks; plan and implement adjustments
Low	Moderate (injury)	Low	Action required within months; monitor and review regularly

How to Use the Risk Matrix

Assess the likelihood of fire in the specific work area (high in kitchens/workshops, low in typical offices)
Assess the consequence if the employee cannot evacuate (consider floor level, escape route complexity, employee’s specific needs)
Plot on the matrix to determine risk level
Prioritise actions for critical and high-risk scenarios
Implement control measures to reduce risk
Reassess after controls implemented

Interim Measures:If a high-risk situation is identified but permanent solutions take time to implement, put interim measures in place immediately. This might include temporarily relocating the employee to a lower-risk area, increasing staffing levels, or implementing enhanced monitoring. Never leave a high-risk situation unaddressed.

Equipment Assessment Tool

Determine what evacuation equipment your workplace needs:

Equipment Needs Assessment

Multi-storey building with wheelchair users → Evacuation chairs required

Deaf or hard of hearing employees → Visual alarm devices (VADs) and/or vibrating pagers

Blind or visually impaired employees → Tactile way-finding, audio alarms

Mobility-impaired employees who can transfer → Wheelchairs available on each floor

Bed-bound or very heavy employees → Evacuation sheets/sleds, sufficient trained staff

Employees with fluctuating conditions → Walking aids, wheelchairs available as needed

Multiple PEEPs in one area → Sufficient equipment for all simultaneous evacuations

Refuges on upper floors → Emergency communication devices

Large campus or complex → Multiple sets of equipment at strategic locations

Equipment Maintenance Schedule

Daily: Visual check that equipment is in designated location and appears undamaged
Weekly: Quick functional check (wheels move, straps intact, etc.)
Monthly: Thorough inspection using manufacturer’s checklist
Quarterly: Deep clean and full operational test
Annually: Professional service or replacement per manufacturer guidance
After each use: Inspect for damage, clean, return to service or repair/replace

Buddy Systems and Personal Assistance

Establishing an Effective Buddy System

Many PEEPs rely on designated “buddies” or “personal assistants” to help during evacuations. This system requires careful planning and implementation.

Selecting Appropriate Buddies

Willing volunteers: Never force someone to be a buddy; they must volunteer
Physically capable: Able to provide the required assistance safely
Usually available: Work same shifts/days; desk is nearby
Trained: Received appropriate training in evacuation procedures and equipment
Trustworthy: Respectful of confidentiality and dignity
Good communicator: Can give clear instructions and reassurance

Number of Buddies Required

Minimum two buddies per person: Primary and backup for absences
Consider three or more: For shift work or high absence rates
Multiple people may assist: Some evacuations need 2-4 people simultaneously
Buddy coverage maps: Ensure every workday/time has buddy coverage

Buddy Responsibilities

Be aware when assigned buddy is at work
Know the person’s PEEP procedures
Alert the person if fire alarm sounds (if needed)
Provide agreed assistance during evacuation
Ensure person reaches assembly point safely
Report if person is not accounted for
Attend training and practice drills
Report any concerns about the PEEP or their ability to help

When Buddies are Unavailable

Create contingency plans for when designated buddies are absent:

Backup buddies automatically take over
Fire wardens aware they may need to assist
Team briefed that anyone may need to help
Person with PEEP knows to call for help if buddies not present
Never cancel a person’s PEEP because buddies are away; find alternatives

Buddy Welfare:Being a buddy is a responsibility. Check in with buddies regularly about how they feel about their role. Offer refresher training, opportunities to practice, and reassurance. If a buddy is uncomfortable or unable to continue, find alternatives without pressuring them.

Alternative Support Models

Team-Based Approach

Rather than named individuals, the whole team shares responsibility for assisting any team member who needs help. Works well for smaller teams with good cohesion.

Fire Warden Responsibility

Fire wardens are designated to check on and assist any person with a PEEP in their area. Suitable for larger organisations or when buddies are impractical.

Self-Managed with Available Support

Some employees prefer to manage their own evacuation but knowing help is available if needed. Clear communication about when and how to call for assistance.

Professional Assistance

In some settings, security staff, first aiders, or facilities teams are trained to provide evacuation assistance as part of their role.

Communication and Information Sharing

Balancing Safety with Privacy

PEEPs contain sensitive personal information about disability and health. You must balance the need to share information for safety with the employee’s right to privacy.

General Principles

Need to know: Only share with people who need the information to keep the employee safe
Employee consent: Discuss with employee what will be shared and with whom; seek their agreement
Minimum necessary: Share only the information needed, not full medical details
Respect dignity: Frame information respectfully without labeling or stigma
Secure storage: Keep PEEP documents secure; comply with GDPR
Regular updates: Inform employee when sharing with new people (new buddy, transferred manager)

Who Typically Needs to Know

The employee themselves: Must have a copy of their own PEEP
Line manager: Responsible for implementation and review
Designated buddies: Need to know how to provide assistance
Fire wardens: Should know which people in their area have PEEPs
HR/health and safety: For policy implementation and monitoring
Reception/security: May need to know for visitors or contractor badging
Occupational health: For assessment and review purposes

What to Share with Each Group

Audience	Information to Share	What to Withhold
Designated Buddies	How to provide assistance, type of help needed, equipment use, communication preferences	Medical diagnosis, unnecessary health details
Fire Wardens	Who has a PEEP, general type of assistance needed, location of equipment	Detailed medical information, specific diagnoses
Wider Team	“[Name] has a PEEP; if alarm sounds, [buddy names] will assist them. If you see them alone during evacuation, please offer help or alert a fire warden”	Any health or disability details, unless employee wishes to share
Senior Management	Number of PEEPs in place, resources needed, training completion, compliance status	Individual identities unless necessary

GDPR Compliance

PEEPs contain “special category” personal data (health information) under GDPR. You must:

Lawful basis: Process under legitimate interests (safety) and/or explicit consent
Data minimisation: Collect and share only necessary information
Security: Store securely with restricted access
Retention: Keep only as long as needed; delete when employee leaves (retain for 6 years for legal purposes)
Transparency: Inform employees how their data will be used
Rights: Employees can request copies, corrections, or deletion (subject to safety requirements)

Communication Methods

Written Communication

Formal PEEP document (with employee)
Summary sheet for fire wardens (anonymised if possible)
Equipment location lists
Emergency contact cards

Verbal Communication

Team meetings mentioning general evacuation procedures
One-to-one briefings for buddies
Induction sessions for new starters
Handovers if employee moves teams

Visual Communication

Discreet symbols on desk areas (if employee agrees)
Fire warden boards showing PEEP locations (not names)
Equipment storage signage
Evacuation route maps with accessible routes highlighted

Employee Control:Wherever possible, let employees control disclosure. Some people are comfortable with their team knowing about their PEEP; others prefer privacy. Work with each individual to find the right balance between safety and their dignity.

Review, Monitoring and Continuous Improvement

PEEP Review Schedule

PEEPs must be living documents that are regularly reviewed and updated:

Mandatory Reviews

Annual review (minimum): Every PEEP reviewed at least once per year
Change in condition: When employee’s health or mobility changes
Change in workplace: If employee moves desk, floor, building, or role
Building changes: If escape routes, alarms, or building layout change
After incidents: Following any real evacuation or fire drill issue
Equipment changes: When new evacuation equipment acquired or decommissioned
Staffing changes: If designated buddies leave or change roles
On request: Whenever employee or manager requests review

Review Process

Schedule review meeting with employee
Check all information still accurate
Discuss any changes in employee’s needs or workplace
Test current arrangements still work (including during fire drills)
Update document with any changes
Communicate changes to relevant people
Set new review date
Document that review occurred

Organisational Monitoring

HR and health and safety teams should monitor PEEP implementation across the organisation:

Key Metrics to Track

Number of current PEEPs in place
Percentage of employees offered PEEP assessments
PEEPs overdue for review
Training completion rates (all staff, fire wardens, buddies)
Fire drill participation by employees with PEEPs
Equipment availability and maintenance compliance
Incidents or near-misses involving PEEP individuals
Employee satisfaction with PEEP arrangements
Time taken to implement PEEPs (from identification to completion)

Regular Reporting

Monthly: PEEP coordinator reviews overdue PEEPs and equipment checks
Quarterly: Report to health and safety committee on PEEP status
Annually: Comprehensive report to senior management on compliance and improvements
After incidents: Immediate investigation and reporting

Fire Drill Analysis

Every fire drill is an opportunity to test and improve PEEPs:

Post-Drill Evaluation Questions

Were all employees with PEEPs successfully evacuated?
Did the evacuation take longer than expected?
Were designated buddies available and did they know what to do?
Was equipment available, functional, and used correctly?
Were escape routes suitable?
Did everyone reach the assembly point safely?
Were there any difficulties or near-misses?
What worked well and what needs improvement?
Do any PEEPs need updating based on the drill?

Learning from Drills

Gather feedback from employees with PEEPs, buddies, fire wardens
Document observations and issues
Create action plan with responsibilities and deadlines
Update PEEPs and procedures as needed
Share learning across organisation
Re-test problematic areas in future drills

Continuous Improvement Culture

Excellence in PEEP Management

Senior leadership visibly champions PEEP policy

PEEPs integrated into all HR and safety processes

Employees feel safe disclosing evacuation needs

Managers confident in PEEP assessment and implementation

Regular training keeps everyone competent

Equipment is well-maintained and accessible

Fire drills include PEEP testing

Lessons learned from every drill and incident

PEEPs reviewed proactively, not just when required

Feedback actively sought and acted upon

Innovation encouraged (new equipment, better methods)

Success celebrated and shared

Benchmarking and External Review

Peer organisations: Learn from others in your sector
Fire service liaison: Invite fire safety officers to review arrangements
Disability organisations: Consult with disability charities for best practice
Health and safety audits: Include PEEP review in formal audits
Accreditation schemes: Consider Disability Confident or similar schemes
Legal reviews: Periodic review by employment law specialists

Common Challenges and Solutions

Challenge	Solution
Employees reluctant to disclose disability	Create inclusive culture; senior leaders share their own needs; emphasize PEEPs are normal safety measures, not labels; assure confidentiality; demonstrate support for disabled colleagues
“We don’t have anyone who needs PEEPs”	Challenge this assumption; many disabilities are invisible; implement proactive identification processes; conduct workplace accessibility audits; review recruitment practices
Managers don’t know how to assess PEEPs	Provide comprehensive training; create simple templates and guidance; offer HR/OH support for assessments; develop case studies and examples
Difficulty finding willing buddies	Emphasize importance and simplicity; provide proper training; recognize buddies’ contributions; ensure they’re not overburdened; consider team-based approaches
Equipment expensive or hard to obtain	Cost is rarely a complete defense to reasonable adjustments; explore funding (Access to Work); hire/lease options; prioritize critical needs; seek grants
Building not suitable for evacuation	Consider workspace relocation to ground floor; install refuges; improve escape routes; in extreme cases, may need to consider building move (but this is last resort)
Lone workers or out-of-hours staff	Risk assess carefully; may need to prohibit lone working for high-risk individuals; alternative arrangements (remote monitoring, buddy calls, security patrols)
Employees don’t want to practice evacuations	Explain importance; make drills as comfortable as possible; offer table-top walkthrough instead; never force, but document refusal and communicate risks
PEEPs not being updated	Implement automated reminders; assign clear responsibility; include in performance objectives; audit compliance; integrate into existing review processes
Information sharing concerns	Work with employee on what they’re comfortable sharing; use need-to-know principle; anonymize where possible; focus on functional information, not diagnoses
Temporary staff or high turnover	Include PEEPs in induction; simplified assessment process for temporary needs; clear handover procedures; maintain backup systems that don’t rely on specific individuals
Multi-site or mobile workers	Create portable PEEP card; assess each regular location; brief local managers; ensure equipment available at all sites; consider employee carrying personal equipment

Legal Pitfalls to Avoid

Actions That Can Lead to Legal Claims:Direct discrimination: Refusing to hire someone because they’d need a PEEP; Failure to make adjustments: Not providing PEEP when needed and reasonable; Victimisation: Treating someone worse after they request a PEEP; Harassment: Making negative comments about someone’s PEEP needs; Health and safety breach: Not having adequate fire safety arrangements; Unfair dismissal: Dismissing someone for needing evacuation assistance; Personal injury: Employee injured in evacuation due to inadequate PEEP.

Protecting Your Organisation

Document everything (assessments, decisions, training, reviews)
Show you’ve considered alternatives and consulted with employee
Demonstrate genuine efforts to implement PEEPs
Act quickly when issues identified
Seek expert advice when needed
Train managers in equality law and reasonable adjustments
Have clear policies and procedures
Monitor compliance and take corrective action
Learn from near-misses and complaints
Take employee concerns seriously

Policy Development

Creating a PEEP Policy

Every employer should have a written PEEP policy that sets out the organisation’s approach. Your policy should cover:

Essential Policy Content

Policy Statement: Commitment to providing PEEPs for all who need them
Scope: Who the policy applies to (employees, contractors, visitors)
Legal Framework: Reference to relevant legislation
Responsibilities: Clear roles for HR, managers, employees, fire wardens, facilities
Identification Process: How employees needing PEEPs are identified
Assessment Procedure: Step-by-step process for conducting PEEP assessments
Implementation: How PEEPs will be put into practice
Training: Who needs what training and how often
Review Process: When and how PEEPs are reviewed
Confidentiality: How personal information is protected
Equipment: Provision and maintenance of evacuation equipment
Fire Drills: How PEEPs are tested
Monitoring: How effectiveness is measured
Complaints: What to do if someone is unhappy with their PEEP
Review Date: When the policy will be reviewed (annually recommended)

Policy Approval and Communication

Consult with employees, unions, and disability network groups
Senior leadership endorsement
Board or equivalent approval
Publish on intranet and share with all staff
Include in employee handbook
Cover in induction training
Reference in fire safety policy
Make available to inspectors and auditors

Integration with Other Policies

PEEPs should be integrated with related policies:

Fire Safety Policy: PEEPs as part of overall fire safety strategy
Equality and Diversity Policy: PEEPs as reasonable adjustments
Health and Safety Policy: Duty of care and risk assessment
Occupational Health Policy: Health assessment and support
Recruitment Policy: Discussing PEEPs with new hires
Flexible Working Policy: Link between adjustments
Lone Working Policy: Additional risks for those with PEEPs
Data Protection Policy: Handling sensitive personal information

Governance and Accountability

Assign Clear Ownership

Board level: Named director with overall accountability
Senior management: Head of HR or Facilities responsible for implementation
Day-to-day coordinator: Named person managing PEEP system
Line managers: Responsible for their team members’ PEEPs

Committee Oversight

Regular reports to health and safety committee
Updates to equality/diversity committee
Board-level review annually
Union consultation where applicable

Ready to Implement Effective PEEPs?

Protect your employees, fulfil your legal duties, and demonstrate your commitment to equality and safety. Access our comprehensive employer toolkit including templates, training materials, and implementation guides. Download Employer PEEP Toolkit

Quick Reference Summary for Employers

10 Essential Steps to PEEP Compliance

Develop a PEEP policy: Written policy approved by senior leadership
Conduct fire risk assessment: Specifically addressing disabled people’s needs
Identify employees needing PEEPs: Proactive and reactive identification
Assess individual needs: Consultation with each employee
Create written PEEPs: Using standard templates with all necessary information
Implement adjustments: Provide equipment, assign buddies, make physical changes
Train all staff: Everyone knows their role in emergency evacuation
Test through fire drills: Regular practice including employees with PEEPs
Review regularly: Annual minimum, more often if circumstances change
Monitor and improve: Track metrics, learn from experience, continuously enhance

Your Legal Duties in Brief

Equality Act 2010: Make reasonable adjustments including PEEPs for disabled employees
Fire Safety Order 2005: Ensure all persons can evacuate safely; conduct fire risk assessment
Health and Safety at Work Act: Ensure employee safety including during emergencies
Management Regulations 1999: Assess risks including emergency situations

Red Flags – Seek Immediate Help If:

Warning Signs:You identify someone who cannot evacuate but have no plan in place; You’ve been asked to provide a PEEP and don’t know how; An employee has requested adjustments and you’ve done nothing; Your building cannot accommodate someone who needs a PEEP; You’ve had a near-miss or incident involving evacuation; You’re facing an Employment Tribunal claim; The Fire Service has issued an enforcement notice; You have no fire risk assessment or it doesn’t mention disabled people.

Resources and Support

Fire and Rescue Service: Free advice and workplace visits
HSE: Guidance on fire safety and workplace health and safety
ACAS: Advice on employment law and reasonable adjustments
Equality and Human Rights Commission: Guidance on Equality Act duties
Access to Work: Government funding for disability-related workplace adjustments
Occupational health providers: Assessment and advice
Fire safety consultants: Expert advice on complex situations
Disability organisations: Insights from disability community
Employment law solicitors: Legal advice for complex cases

Remember:Effective PEEPs are good for everyone. They protect vulnerable employees, demonstrate your commitment to equality, reduce legal risks, and create a safety-conscious culture. When implemented well, PEEPs become a natural part of your workplace operations, not a burden. Start with your policy, identify who needs PEEPs, create individual plans, train your staff, and practice regularly. With the right approach, PEEP compliance is entirely achievable for every employer.