Evacuation drill report template (PDF) with observation checklist
Two-page report for an evacuation drill (Räumungsübung) – with planning and scenario, timings from the alarm to the completed headcount, 16 observation points on the alarm, escape routes, helpers and assembly point, and a defects table.
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Where an escape and rescue plan (Flucht- und Rettungsplan) is required, German law requires drills based on that plan at appropriate intervals (Section 4 (4) of the Workplaces Ordinance, ArbStättV). The Technical Rule for Workplaces ASR A2.3 requires regular evacuation drills and lists five points every drill should check as a minimum – from raising the alarm to whether all areas are empty at the end. DGUV Information 205-033 recommends observing the drill, timing it and recording the results in a report.
This report takes you through the whole drill: planning with scenario, drill coordinator, observation posts and the bodies informed, the timings from the alarm to the end of the drill, an observation checklist and a table that turns every defect into an action with an owner and a deadline.
What the template contains
- Two-page PDF report in portrait format with header data, scenario and type of alarm
- Planning checklist: instruction, announcement, informing the fire brigade or control centre, assistance needs, visitor list
- Tables for observation posts and timings, plus fields for evacuation time and number of people
- 16 observation points on the alarm, escape routes, doors, lifts, helpers, assembly point and headcount
- Defects and actions table, date of the next drill and signatures
How to use the template
- 1
Prepare the drill
Enter the area, scenario and drill coordinator, assign the observation posts and work through the planning checklist – above all, agree the drill with the fire brigade or control centre if the fire alarm system is connected to them.
- 2
Observe and time
Give every observer a copy of page 2. The drill coordinator records the timings; observers tick what they see at their post and note anything unusual in the free-text field.
- 3
Evaluate and follow up
Combine the sheets in the debrief, enter every defect with an action, owner and deadline and share the results with employees. Set the date of the next drill straight away.
Legal basis
- Section 4 (4) of the Workplaces Ordinance (ArbStättV): escape and rescue plan, drills at appropriate intervals
- ASR A2.3 no. 11: instruction and evacuation drills with minimum checks, proven interval of two to five years
- Section 10 of the Occupational Safety and Health Act (ArbSchG): evacuation measures, appointing employees for evacuation tasks
- Section 22 DGUV Regulation 1: planning, implementing and monitoring emergency measures
- ASR V3a.2 Annex A2.3: taking the needs of employees with disabilities into account in evacuation drills
Frequently asked questions
Does an evacuation drill have to be documented?
The Workplaces Ordinance does not prescribe a specific form. DGUV Information 205-033, however, provides for recording the timeline and documenting the results and the follow-up in a report. The report shows that you are meeting the drill requirement under Section 4 (4) ArbStättV and is the basis for corrective actions and for updating the risk assessment (Gefährdungsbeurteilung).
How many observers does an evacuation drill need?
DGUV Information 205-033 recommends enough observers, for example one per floor or fire compartment, one at every building exit and one at the assembly point. They follow the drill without intervening and note their observations on a prepared form – which is what page 2 of this template is for.
How long may an evacuation take?
There is no statutory maximum time. What matters is whether everyone can use the escape routes quickly and safely and the areas are completely cleared (ASR A2.3 no. 11 (2)). Compare the times measured with earlier drills and look into delays, such as congestion on stairs or late reactions to the alarm.
You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.
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