Common PEEP Template Mistakes to Avoid

When you’re filling in a PEEP template, it’s easy to miss critical details or make assumptions that sound reasonable but won’t work in a real emergency. This guide walks you through the nine most common mistakes and shows you exactly how to fix them before you submit your completed PEEP.

Where Mistakes Happen: Your PEEP Completion Journey

Follow this simple flowchart to see where each common mistake typically occurs:

The flowchart above shows the five main steps of completing a PEEP template. The most common mistakes happen at each stage. Keep this flowchart in mind as you work through your template.

The Nine Mistakes Explained in Detail

Mistake 1: Vague Personal Descriptions

What you might write: “Employee has mobility issues”

Why it fails: “Mobility issues” could mean a sore knee, difficulty climbing stairs, or complete inability to walk. In an emergency, responders won’t know whether to offer an arm, a walking stick, or an evacuation chair.

What to write instead: “Uses manual wheelchair full-time. Cannot walk or transfer independently. Requires two trained people to operate evacuation chair for stair descent.”

Other examples to fix:

• “Has a heart condition” → “Severe angina triggered by exertion. Cannot manage stairs without resting. Carries medication and must avoid physical exertion during evacuation.”
• “Is deaf” → “Profoundly deaf. Uses British Sign Language. Cannot hear fire alarms. Must be alerted visually via flashing beacon or vibrating pager.”
• “Has anxiety” → “Severe anxiety disorder. May freeze or panic in chaotic situations. Requires calm, clear instructions from a familiar person. Needs 5-10 minutes notice before emergency procedures.”

Mistake 2: Wrong or Incomplete Contact Information

What you might write: “Office extension 2145” or “Work email only”

Why it fails: During a real emergency, building phones may not work. Office email might be inaccessible. You need multiple contact methods that work regardless of building systems.

What to write instead: “Mobile: 07700 900123 | Home: 01234 567890 | Emergency contact: Sarah Smith (daughter) 07700 901234”

Why this works: Responders can reach the person or their family through multiple methods, even if the building’s systems are down.

Mistake 3: Medical Descriptions Instead of Practical Impact

What you might write: “Has cerebral palsy affecting motor control”

Why it fails: Cerebral palsy affects people very differently. One person might walk slowly; another might be completely unable to walk. The diagnosis doesn’t tell responders what to do.

What to write instead: “Has cerebral palsy affecting coordination on right side. Can walk slowly but movement is unsteady. Uses walking stick for balance. Cannot manage stairs independently. Needs handrail support and one trained assistant. Speech is affected but fully understands instructions.”

Key principle: Translate medical conditions into practical evacuation information. Focus on what the person CAN and CANNOT do, not the name of their condition.

Mistake 4: Incomplete Fire Alarm Detection Information

What you might write: “Can hear alarms”

Why it fails: This ignores all the situations where standard alarms won’t be heard: wearing headphones, working in a noisy area, in the toilet, in a meeting room with doors closed, at different locations on different days.

What to write instead: “Can hear fire alarm from main office. Works from home Wednesdays (needs remote alert method that day). Sometimes wears noise-cancelling headphones; when doing so, must be alerted directly by designated assistant. If away from desk, designated assistant will search for them.”

Why this works: You’ve identified all scenarios where standard alarms won’t work and specified what needs to happen in each case.

Mistake 5: Vague Evacuation Route Descriptions

What you might write: “Exit via stairwell to ground floor”

Why it fails: A stranger couldn’t follow this. Which stairwell? From where? Which direction? In heavy smoke, with visibility down to metres, this is useless.

What to write instead: “From Office 3.14: Exit office via main door, turn LEFT along East Corridor (20 metres), go through HEAVY FIRE DOOR marked ‘Stairwell B – Emergency Exit’, descend to GROUND FLOOR (8 flights), exit through main reception doors, proceed to assembly point in car park near RED FLAGPOLE.”

Why this works: Someone unfamiliar with the building can follow these directions. Capitalised landmarks are easy to spot even in poor visibility.

Always include:

• Starting point (office number or specific location)
• Every turn (left/right, corridor names)
• Door descriptions (heavy fire doors, locked doors needing key)
• Distances if helpful
• Floor numbers when descending stairs
• Distinctive landmarks (flagpole, red postbox, large tree)
• Final assembly point with specific location detail

Mistake 6: No Alternative Evacuation Route

What you might write: Only a primary route, with no backup

Why it fails: Fire, smoke, or structural damage might block the primary route. Without an alternative, the person is trapped.

What to write instead:

“PRIMARY ROUTE: Office 3.14 → East Corridor → Stairwell B → Ground Floor → Car Park

ALTERNATIVE ROUTE: Office 3.14 → West Corridor → Stairwell A → Ground Floor → Rear Exit to Side Garden”

Why this works: If primary route is blocked, responders immediately know the backup plan without hesitation.

Mistake 7: Unrealistic Designated Assistants

What you might write: “Manager John Smith will assist. John works Monday-Friday, 9am-5pm.”

Why it fails: Alarms don’t follow a schedule. If this person needs to evacuate at 6:30pm Friday or 3am Saturday, John won’t be there. The plan is useless when it matters most.

What to write instead:

“PRIMARY ASSISTANT: John Smith, Office 2.05, Ext 2150, Mobile 07700 123456

SECONDARY ASSISTANT: Sarah Brown, Office 1.10, Ext 2110, Mobile 07700 123457

TERTIARY ASSISTANT: Any trained staff member on duty (evacuation chair training completed annually)

IF NO NAMED ASSISTANT AVAILABLE: Use evacuation chair with any two trained staff members. All building staff complete annual training.”

Why this works: You’ve named specific people for predictable times, but also provided backup options so the person can always evacuate.

Mistake 8: Equipment That Doesn’t Actually Exist

What you might write: “Uses evacuation chair. Evacuation chair available in building.”

Why it fails: Is there really a chair? Where exactly? Has anyone been trained to use it? Can it be accessed in 30 seconds?

What to write instead: “Uses evacuation chair. Building has TWO chairs: one in locked cupboard outside Stairwell B, Second Floor (marked RED SIGN ‘EMERGENCY EQUIPMENT’); second on Fifth Floor near Stairwell A. All designated assistants trained in operation (certificates valid until December 2027). Chairs serviced quarterly (last service: June 2026).”

Why this works: You’ve confirmed the equipment exists, specified exact locations, confirmed training, and demonstrated maintenance is happening.

If equipment doesn’t exist yet: Write: “Evacuation chair REQUIRED but not yet installed. ACTION: Purchase by 31 August 2026.” Then actually order it. The PEEP is incomplete until the equipment is in place.

Mistake 9: Not Updating the PEEP

What happens: You create a PEEP and file it away. Years pass. Nothing changes on paper, but everything has changed in reality.

Why it fails: People’s conditions change. Staff leave. Buildings are renovated. Equipment breaks. An outdated PEEP is almost worthless.

What to do instead: Set a maximum review date of 12 months. Mark your calendar. Review sooner if:

• The person’s health or mobility changes
• They move to a different location
• A designated assistant leaves
• Building layout changes
• Equipment breaks or is replaced
• An evacuation drill reveals issues
• Fire safety regulations change

Document each review: “REVIEWED: 15 June 2026. No changes required. Next review due: 15 June 2027.”

Right vs Wrong: A Complete Example

WRONG Way to Complete a PEEP

Name: David

Condition: Has disability affecting mobility

Can hear alarms: Yes

Evacuation route: Use stairwell to ground floor

Assistance: Manager will help

Equipment: Evacuation chair if needed

Review date: When necessary

CORRECT Way to Complete a PEEP

Name: David Chen, Office 4.12, Accounts Department

Contact: Mobile 07700 900456, Home 01234 567123, Emergency: Margaret Chen (mother) 07700 900457

Condition: Uses manual wheelchair full-time. Cannot walk or transfer independently. Requires two trained staff and evacuation chair to descend stairs. Understands English clearly. No cognitive or anxiety issues affecting evacuation response.

Fire alarm: Hears standard audible alarm from workstation. Works from home Wednesdays (remote alert required that day via phone call).

Primary route: From Office 4.12, exit via main door, turn LEFT along East Corridor (20 metres), through HEAVY FIRE DOOR marked ‘Stairwell B’, descend to GROUND FLOOR (7 flights), exit main reception, proceed to car park assembly point near FLAGPOLE.

Alternative route: If East Corridor blocked, exit office, turn RIGHT to West Corridor, proceed to STAIRWELL A, descend to ground floor, exit via rear door to side garden assembly area.

Evacuation method: Evacuation chair REQUIRED. Cannot use stairs independently. Needs two trained staff members.

Primary assistant: Tom Wilson, Manager, Office 4.05, Ext 2145, Mobile 07700 123456

Secondary assistant: Sarah Johnson, HR, Office 1.10, Ext 2110, Mobile 07700 123457

Tertiary assistant: Any staff member with current evacuation chair certification (all staff trained annually)

If assistants unavailable: Evacuation chair operation by any two trained staff members; all building staff hold current certification.

Equipment: Evacuation chair stored in LOCKED CUPBOARD outside STAIRWELL B, SECOND FLOOR (RED SIGN ‘EMERGENCY EQUIPMENT’). Building has second chair on Fifth Floor. Both inspected and serviced quarterly (last service: June 2026). Staff training: Tom Wilson, Sarah Johnson, all building staff hold current certificates.

Wednesday remote work: Works from flat in Eastgate (01234 567123). No evacuation chair needed at home. Remote alert: Phone call to 07700 900456.

Review: REVIEWED 15 June 2026. No changes. Next review due: 15 June 2027. Changes triggered if: David’s mobility alters, he moves office, assistants leave, building layout changes, equipment updated.

Next Steps

Use this mistakes guide as a checklist before you submit your completed PEEP. Review your template against all nine mistakes to ensure your PEEP is both legally compliant and actually functional in an emergency.

For step-by-step instructions on how to complete your PEEP, return to the Step-by-Step Guide to Create Your First PEEP.