emergency exit sign

Step-by-Step Guide to Create Your First PEEP

Getting Started with Personal Emergency Evacuation Plans

Creating a Personal Emergency Evacuation Plan doesn’t need to be complicated or time-consuming. This practical guide will walk you through the essential steps to create your first PEEP, ensuring that you capture all the critical information needed to keep someone safe during an emergency evacuation.

Whether you’re an employer creating a PEEP for an employee, a building manager preparing plans for residents, or a facilities coordinator responsible for workplace safety, this straightforward approach will help you get started quickly and effectively.

Before You Begin: What You’ll Need

To create an effective PEEP, you’ll need to gather the following information before you start:

Essential Information:

  • The individual’s full name and usual location within the building (office number, floor, department, or flat number)
  • Details of their disability, impairment, or condition that affects evacuation
  • Emergency contact details for next of kin or family member
  • Building floor plans showing evacuation routes and refuge areas
  • Details of available evacuation equipment
  • Names of potential designated assistants

Helpful to Have:

  • Previous medical or occupational health assessments (if available)
  • Access to the building’s fire risk assessment
  • Contact details for your fire safety officer or building manager

Having this information ready means you can complete the PEEP efficiently without interruptions to search for details.

Step 1: Record Basic Personal Details

Begin your PEEP by documenting the essential personal information that identifies who the plan is for and where they can be found.

What to Record:

Full Name: Record the individual’s complete name as it appears in employment or tenancy records.

Location: Be specific about where the person spends most of their time. For workplaces, this might be “Office 3.14, Third Floor, East Wing” or “Workstation 27, Open Plan Area, Second Floor.” For residential buildings, record the flat or apartment number.

Contact Details: Include the person’s mobile phone number and email address, along with emergency contact information for a family member or friend who should be notified in case of emergency.

Date of Plan Creation: Record when the PEEP was created so you can track when it needs reviewing.

Example Entry:

  • Name: Sarah Mitchell
  • Location: Office 2.08, Second Floor, Marketing Department
  • Mobile: 07700 900123
  • Emergency Contact: James Mitchell (husband) – 07700 900456
  • PEEP Created: 2 January 2026

This foundational information ensures that anyone reading the PEEP knows exactly who it relates to and can quickly locate the person or contact them if needed.

Step 2: Describe the Disability or Condition

Provide a clear, factual description of how the person’s disability or condition affects their ability to evacuate. You don’t need extensive medical details – focus on the practical impact on evacuation.

Key Questions to Answer:

  • Can the person walk independently? If not, do they use a wheelchair, walker, or other mobility aid?
  • Can they manage stairs? If so, how many steps before they need to rest?
  • Are there stamina or breathing limitations that affect how quickly they can move?
  • Does the person have visual or hearing impairments that affect their awareness of alarms?
  • Are there cognitive factors that might make it difficult to understand or respond to emergency instructions?

What to Write:

Be concise but specific. Instead of “has mobility problems,” write “uses a manual wheelchair full-time and cannot transfer independently” or “can walk short distances with a walking frame but cannot manage stairs.”

Example Entries:

  • “Uses a powered wheelchair. Cannot use stairs. Requires evacuation chair and two trained assistants to evacuate from second floor.”
  • “Has severe asthma. Can walk slowly on flat surfaces but becomes breathless on stairs. Needs frequent rest breaks during descent.”
  • “Profoundly deaf. Cannot hear fire alarms. Requires visual alert via vibrating pager or visual alarm beacon.”
  • “Has anxiety disorder and autism. May freeze or become distressed in chaotic evacuation situations. Needs calm, clear instructions from familiar designated assistant.”

The description should give anyone reading the PEEP an immediate understanding of what support the person needs without unnecessary medical detail.

Step 3: Confirm Awareness of Alarm Systems

Establish whether the person can detect that an emergency is happening through the building’s standard alarm systems, or whether additional measures are needed.

Standard Questions:

  • Can you hear the fire alarm from your usual location?
  • If you have a hearing impairment, do you have a vibrating pager or other alerting device?
  • Can you see visual alarm beacons if fitted in the building?
  • Are there any situations where you might not be aware an alarm has sounded (for example, when wearing headphones or working in a noisy area)?

What to Record:

Document whether standard alarms are sufficient or whether additional alert methods are needed.

Example Entries:

  • “Can hear standard fire alarm system. No additional alert required.”
  • “Cannot hear audible alarms. Uses vibrating pager linked to fire alarm system.”
  • “Visual alarm beacons installed in office. Can see these clearly from workstation.”
  • “Works with noise-cancelling headphones. Designated assistant will alert directly if alarm sounds.”

If additional alerting equipment is needed but not yet in place, note this as an action point that must be addressed before the PEEP can be considered complete.

Step 4: Identify the Evacuation Route

Map out the specific route the person will take to reach safety, including any alternative routes if the primary route is blocked.

What to Consider:

Primary Route: Start from the person’s usual location and trace the most direct accessible route to a final exit and assembly point. Note each stage clearly.

Alternative Route: Identify at least one alternative route in case the primary route is blocked by fire or smoke. This is particularly important for people with mobility limitations who may have fewer options.

Obstacles: Identify any potential obstacles along the route such as heavy fire doors, narrow corridors, or areas that might become congested during evacuation.

Refuge Areas: If the person cannot immediately evacuate (for example, if they need to wait for evacuation equipment or assistance), identify the nearest evacuation refuge area where they can wait safely.

Example Route Description:

“Primary Route: Exit office via main door, turn left along corridor, through double fire doors, into protected stairwell B, descend to ground floor using evacuation chair, exit through main reception to assembly point in car park.

Alternative Route: If corridor blocked, exit office and turn right to reach protected stairwell A, descend using evacuation chair, exit through side door to assembly point.

Refuge Area: If immediate evacuation not possible, wait in evacuation refuge area on second floor landing of stairwell B. Use refuge communication system to inform fire service of location.”

Make the route description clear enough that someone unfamiliar with the building could follow it.

Step 5: Determine Evacuation Method

Specify exactly how the person will evacuate – whether independently, with assistance, using equipment, or a combination of methods.

Options to Consider:

Independent Evacuation: The person can evacuate without assistance but may need more time or must use specific accessible routes (such as evacuation lifts where available, though note these are rarely permitted during fires).

Assisted Evacuation: The person needs human assistance such as guidance, steadying support, or someone to carry belongings so they can hold handrails.

Equipment-Based Evacuation: The person requires specialist evacuation equipment such as an evacuation chair, evacuation sled, or stretcher to descend stairs.

Staged Evacuation: The person moves to a refuge area first, then completes evacuation with assistance or equipment once the main evacuation flow has passed.

What to Record:

Be specific about what assistance or equipment is needed and how it will be deployed.

Example Entries:

  • “Will evacuate independently using primary and alternative routes. May take 5-10 minutes longer than able-bodied evacuees.”
  • “Requires evacuation chair (stored in second floor equipment cupboard) operated by two trained designated assistants. Assistant 1 controls descent from rear, Assistant 2 stabilizes from front.”
  • “Designated assistant will provide verbal guidance and physical support (arm steadying) during evacuation. Person will hold handrail and descend stairs slowly with frequent rest breaks.”
  • “Will move to refuge area in stairwell B with powered wheelchair. Fire service will complete evacuation using evacuation chair or carry chair once they arrive.”

The evacuation method should be realistic, practised, and based on available resources and trained personnel.

Step 6: Designate Trained Assistants

Identify specific individuals who will provide assistance during evacuation, ensuring you have both primary and backup assistants.

Who Should Be Designated:

Choose colleagues or staff who are regularly present when the person requiring the PEEP is in the building, work nearby or on the same floor, are physically capable of providing the assistance needed (especially for equipment operation), have received appropriate training, and have agreed to take on this responsibility.

How Many Assistants:

As a minimum, you need one primary assistant and one backup assistant in case the primary person is absent or unavailable during an emergency. For equipment-based evacuations requiring two operators (such as evacuation chairs), you need two primary assistants and ideally two backup assistants.

What to Record:

List each designated assistant by name, department, and contact details. Confirm that they have received training and note when this training took place.

Example Entry:

“Primary Assistants:
1. David Chen, Marketing Manager, Office 2.12, Ext: 2234, Mobile: 07700 900789 – Evacuation chair trained: 15 November 2025
2. Emma Williams, Senior Designer, Office 2.06, Ext: 2219, Mobile: 07700 900321 – Evacuation chair trained: 15 November 2025

Backup Assistants:
1. Michael O’Brien, Marketing Coordinator, Office 2.15, Ext: 2245, Mobile: 07700 900654 – Evacuation chair trained: 22 November 2025
2. Lisa Patel, Creative Lead, Office 2.03, Ext: 2207, Mobile: 07700 900876 – Evacuation chair trained: 22 November 2025″

Remember that designated assistants must be formally trained and should never be expected to attempt evacuation assistance without proper instruction, especially when equipment is involved.

Step 7: Specify Equipment Requirements

Document any specialist evacuation equipment needed to implement the PEEP, where it is stored, and its maintenance status.

Common Equipment Types:

Evacuation Chairs: Lightweight chairs designed for stair descent, typically requiring one or two trained operators. Specify the model and storage location.

Evacuation Sleds or Mats: Low-friction devices for moving people down stairs in a supine position.

Vibrating Pagers: Personal alert devices for people with hearing impairments, linked to the building’s fire alarm system.

Visual Alarm Beacons: Additional visual alert systems for areas where standard beacons are insufficient.

Refuge Communication Systems: Two-way communication panels in refuge areas allowing contact with fire service or building management.

What to Record:

List each piece of equipment, its location, who is trained to use it, and when it was last inspected or maintained.

Example Entry:

“Equipment Required:
– Evacuation chair: Evac+Chair model 300H
– Storage location: Second floor equipment cupboard (opposite lift lobby), clearly marked with signage
– Trained operators: See designated assistants above (all four assistants trained on this model)
– Last inspection: 10 December 2025
– Next inspection due: 10 June 2026″

If required equipment is not yet in place, this must be flagged as an urgent action. A PEEP cannot be considered complete or operational without the necessary equipment being available and accessible.

Step 8: Plan Communication During Evacuation

Establish how the person will communicate with emergency services, designated assistants, and building management during the evacuation process.

Key Communication Points:

Initial Alert: How will the person know an evacuation is taking place? (Covered in Step 3)

Requesting Assistance: If in a refuge area, how will the person communicate their location and need for help?

Updates: How will the person receive information about the emergency or evacuation progress?

Confirming Safety: How will the person confirm they have reached safety once evacuated?

Example Entries:

  • “If waiting in refuge area, will use refuge communication panel to contact fire service and building management. Panel provides two-way voice communication.”
  • “Carries mobile phone at all times. Will call designated assistant and building security once safely evacuated to confirm location at assembly point.”
  • “Has speech-generating communication device. Fire wardens briefed on how to communicate with this individual during emergency.”
  • “Designated assistant will provide verbal updates throughout evacuation process and confirm when person has reached assembly point.”

Clear communication protocols reduce anxiety and ensure that everyone knows where the person is and whether they need additional help.

Step 9: Set Review Date and Conditions

PEEPs must be reviewed regularly and whenever circumstances change. Set a clear review schedule and identify what changes would trigger an immediate review.

Standard Review Schedule:

Set an annual review date as a minimum. Many organisations review PEEPs every six months or termly in educational settings to ensure they remain current.

Triggers for Immediate Review:

  • The person’s condition or mobility changes significantly
  • The person moves to a different location within the building
  • Building alterations affect evacuation routes or refuge areas
  • Designated assistants leave or are no longer available
  • Evacuation equipment is changed or relocated
  • A practice evacuation reveals problems with the plan
  • Changes to fire safety systems or alarm arrangements

What to Record:

“PEEP Review Due: 2 January 2027 (annual review)

Immediate review required if:
– Change in mobility or medical condition
– Office relocation
– Designated assistant unavailability
– Changes to building layout or evacuation routes
– Any incident where PEEP proves inadequate”

Setting clear review triggers ensures the PEEP remains accurate and effective over time.

Step 10: Obtain Signatures and Distribute

Complete the PEEP by obtaining agreement from all parties and ensuring everyone who needs a copy receives one.

Who Should Sign:

The Individual: The person the PEEP relates to should read, agree with, and sign the plan. This confirms their involvement and understanding.

Designated Assistants: Each designated assistant should sign to acknowledge they understand their role and have received appropriate training.

The Responsible Person: The employer, building manager, or facilities coordinator should sign to confirm the PEEP has been authorised and resourced.

Distribution List:

Ensure copies are provided to:

  • The individual the PEEP relates to
  • Each designated assistant
  • Fire wardens or fire safety coordinator
  • Building security or reception (if they coordinate emergency response)
  • Line manager or supervisor (in workplace settings)
  • Health and safety department
  • Facilities management team

A master copy should be held securely but accessibly, typically with the fire safety coordinator who maintains all PEEPs for the building.

Example Signature Section:

“I have been fully consulted in the development of this PEEP and agree with the arrangements outlined.

Individual: Sarah Mitchell, Signed: [signature], Date: 2 January 2026

I understand my role as designated assistant and confirm I have received appropriate training.

Primary Assistant 1: David Chen, Signed: [signature], Date: 2 January 2026
Primary Assistant 2: Emma Williams, Signed: [signature], Date: 2 January 2026

I confirm this PEEP has been authorised and all necessary resources are in place.

Responsible Person: Jane Foster, HR Director, Signed: [signature], Date: 2 January 2026″

Your PEEP is Complete – Now What?

Congratulations! You’ve created your first Personal Emergency Evacuation Plan. However, creating the document is only the beginning. To ensure the PEEP actually works when needed, you must take the following essential follow-up actions:

Practice the PEEP

Include the PEEP in your next fire drill. This is the only way to confirm that the plan works in practice. During the drill, check that designated assistants know where to find equipment, can operate it correctly, the evacuation route is truly accessible, timing is realistic, and the person feels safe and comfortable with the arrangements.

If problems emerge during practice, revise the PEEP immediately to address them.

Train All Involved Parties

Ensure designated assistants receive comprehensive training on any equipment they will use, safe manual handling techniques if physical support is required, how to communicate effectively during the stress of an evacuation, and what to do if the primary plan cannot be implemented.

Training should be refreshed at least annually and whenever equipment or procedures change.

Communicate with Fire Wardens

Make sure fire wardens and fire safety coordinators know which individuals in the building have PEEPs, where these individuals are normally located, what assistance they need, and where evacuation equipment is stored.

In some buildings, particularly residential settings, this information should also be shared with the local fire and rescue service.

Monitor and Update

Don’t wait for the scheduled review date if circumstances change. Keep the PEEP under ongoing monitoring and update it immediately if the person’s condition changes, they move location, designated assistants become unavailable, or any other factor affects the plan’s viability.

Build It Into Onboarding

For workplaces and educational institutions, integrate PEEP creation into your onboarding process. When new employees or students with disabilities join, creating their PEEP should be a standard part of induction, completed within the first week.

Common Mistakes to Avoid

Even with a straightforward process, certain mistakes can undermine PEEP effectiveness:

Being Too Generic: Avoid template language like “will be assisted to evacuate by designated assistant.” Be specific about names, equipment, and exact procedures.

Forgetting About Absence: Your primary designated assistant might be on holiday or working from home when an emergency occurs. Always have backup assistants identified and trained.

Ignoring the Individual’s Input: Never create a PEEP without fully involving the person it relates to. Their insight into their own capabilities and needs is invaluable.

Assuming Equipment Will Be Available: Confirm that required equipment is actually on-site, accessible, and in working order before finalising the PEEP.

Creating the Document and Forgetting It: A PEEP filed away and never practised is almost worthless. Regular drills are essential.

Overlooking Visitor Needs: Don’t focus solely on permanent occupants. Have a system for creating temporary PEEPs for visitors with disabilities.

Quick Reference PEEP Checklist

Use this checklist to ensure you’ve covered everything:

  • Personal details recorded (name, location, contacts)
  • Disability/condition described with evacuation impact
  • Alarm awareness confirmed or additional alerts specified
  • Primary evacuation route identified and described
  • Alternative evacuation route identified
  • Refuge areas located and noted
  • Evacuation method specified
  • Primary designated assistants identified and named
  • Backup designated assistants identified and named
  • Required equipment listed with storage location
  • Equipment inspection dates recorded
  • Communication methods during evacuation specified
  • Review date set
  • Review triggers identified
  • Signatures obtained from all parties
  • PEEP distributed to everyone who needs a copy
  • Practice evacuation scheduled
  • Training arranged for designated assistants

Moving Forward with Confidence

Creating a PEEP is easily achievable when you follow a structured approach and have the necessary information to hand. While this guide provides a quick-start method, remember that some PEEPs may require more detailed consideration, particularly for individuals with complex needs or in buildings with challenging layouts.

The most important principle is to start. Too often, PEEPs are delayed because organisations feel they need more information or more time. A simple PEEP created quickly and then refined through practice is far better than a perfect PEEP that never gets written.

Every person who cannot evacuate independently deserves a clear, practical plan that ensures their safety. By following this process, you’re taking an essential step toward fulfilling your legal obligations and, more importantly, protecting someone’s life.

Templates and Further Assistance

While this guide provides the structure and content for creating a PEEP, you may find it helpful to work with a template document that provides formatted fields for each section.

Many fire and rescue services provide downloadable PEEP templates, and health and safety organisations offer guidance specific to different building types and industries.

Remember that while templates are useful starting points, every PEEP must be personalised to the individual’s specific needs and the particular building they occupy. Never simply fill in a template without properly considering whether the standard suggestions are appropriate for your situation.

If you’re creating PEEPs for the first time, consider requesting support from your local fire and rescue service, a fire safety consultant, or an occupational health professional who can provide expert guidance tailored to your circumstances.

The time you invest in creating a PEEP could save a life. Make that investment today.