The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2009 (CDG 2009) and the European agreement ADR which together regulate the carriage of dangerous goods by road are highly prescriptive. The regulations were substantially restructured for 2009 with direct referencing to ADR for the main duties. CDG 2009 now cross-refers almost totally to ADR, and it is ADR that contains the detailed requirements. We are not experts in this field and this legislation is very complicated, so always ensure that you double check the information stated. The following are simple images of the signs (Labels) used.

Class 1 Explosive substances and articles containing explosives

Explosive substances and articles used to produce explosions or pyrotechnic effect

	1.1 – Explosives with a mass explosion hazard		Division 1.2 – Explosives with a severe projection hazard
	Division 1.3 – Explosives with a fire, blast or projection hazard but not a mass explosion hazard		x = Place for compatibility group – to be left blank if explosive is the subsidiary risk
	Division 1.4 – Explosives with a minor fire or projection hazard		Division 1.5 – An insensitive substance with a mass explosion hazard
	Division 1.6 – Extremely insensitive articles		x = Place for compatibility group – to be left blank if explosive is the subsidiary risk

Class 2 Gases

	Division 2.1 – Flammable gasWhite on red or Black on Red		Division 2.2 – Non-flammable, compressed gasBlack on green or White on Green
	Division 2.3 – Toxic gas

Class 3 Flammable liquids

Division 3 – Flammable liquidsWhite on Red or Black on Red

Class 4 Flammable solids

	Division 4.1 – Flammable solids self-reactive substances and solid desensitized explosives		Division 4.2 – Substances liable to spontaneous combustion
	Division 4.3 – Substances which, in contact with water, emit flammable gasesWhite on Blue or Black on Blue

Class 5 Oxidising agents

Class 5.1 – Oxidizing substances

Class 5.2 – Organic peroxidesSymbol Black or White

Class 6 Toxic substances and Infectious substances

Class 6.1 – Toxic substances

Class 6.2 – Infectious substances

Class 7 Radioactive material

	Radioactive material Category I-WHITE (Symbol 7A)		Radioactive material Category II-YELLOW (Symbol 7B)
	Radioactive material 7 Category III-YELLOW (Symbol 7C)		Radioactive material Criticality safety index label (Symbol 7E)

Class 8 Corrosive substances, 9 Miscellaneous dangerous substances and articles

Class 8 – Corrosive substances

Class 9 – Miscellaneous dangerous substances and articles

Further labels

	Orange-coloured plates, with hazard-identification number and UN-Number		Indicating elevated temperature (liquid state at a temperature equal to or exceeding 100 °C, in a solid state at a temperature equal to or exceeding 240 °C)
	Orientation arrows, black or red

PLACARDS AND PLATE MARKINGS FOR NATIONAL CARRIAGE

United Kingdom Tankers (Road)

Continental Tankers (Road)

A plate known as a orange-coloured plate and displayed on vehicles and containers carrying hazardous loads is now included in the latest regulations (CDG 2009) It is designed to help the emergency services to deal with incidents involving such vehicles or containers.

The UK orange-coloured plate has more information than the continental plate and the first panel (1), which provides instant information for responding emergency crews, uses a different code than the continental plate. The UK uses a Emergency Action Code also known as Hazchem Code and the continental panel (1) uses a Hazard Identification Number also known as the Kemler Code. The both use the same system in the second panel (2) which is the UN Substance Identification Number.

All about Labeling (Signs) the Official information

Further Information

This legislation is very complicated and If you need information on this subject I have provided links which should prove useful.The most useful to start with is Development of dangerous goods legislation and the following links all relate to the subject.

The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2009

The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2007

Department for Transport Dangerous Goods Transport

Vehicle Type Approval Authority

Carriage of Dangerous Goods Manual

As a business owner, there is a lot you can do to protect yourself through good housekeeping. Each year there are over 3,100 arson attacks on small businesses. It is estimated that up to 80% of businesses are seriously affected following a major fireand 45% is considered to be as the result of an arson attack. You can help prevent your business becoming one of these statistics with a few simple precautions. The following information is based from a leaflet produced by the Arson Prevention Bureau ‘ Arson Alert – Stop Your Business Becoming an Arson Statistic!’ and the latest version is available free of charge from The Arson Prevention Bureau.

Follow this simple guide and checklist to help reduce the risk of your business going up in smoke.

Arson Prevention – For Small and Medium Businesses

The owner or employer in every non domestic premises has legal responsibility for carrying out a fire risk assessment. This includes identifying the risk of arson and acting to reduce it. By doing this you can protect your business, the jobs and safety of your employees, your stock, your premises and the service you provide to the community.

The first step is to carry out a very simple risk assessment. You do not need to go through this page like a list. Instead, try and think about where your premises are particularly vulnerable. If there is a secured fire-door at the back and open access on the front, concentrate on the front. A sensible ranking of your particular risks will enable you to make best use of the time you can devote to reducing your risk of arson. This will be more fruitful than putting things off until you can deal with everything at once.

Once you have identified where you may be particularly vulnerable (rubbish piled up, flat roofs next to your premises and so on), use this following information as an action plan to help ensure that your business will be safe from arson. This will also help you to comply with your legal duties and use the checklist as an Aide-mémoire.

Take responsibility

In any business the owner or employer is responsible for fire safety. As the responsible person, you need first to think of all the ways in which someone could start a fire deliberately – inside or outside the premises.

• Have there been any small fires in your premises.
• Have you heard about other fires occurring locally, if so, tell the police, and be on the look-out. Small fires are all too often a warning of worse to come.
• Be on the look out for other forms of vandalism. If graffiti or damage is not cleared up immediately, it can make the area a target for minor arson – which can quickly become more serious.
• As part of staff training remind all employees of the arson threat and ask them to report any suspicious behaviour, by anyone!

Check and check again!

• The first thing each business day is to ensure that fire extinguishers and hose reels are ready for use, fire escape doors are unlocked and fire doors are not wedged open.
• Carry out periodic inspections to ensure that all parts of the premises are safe.
• If your business welcomes numerous customers or suppliers onto the premises, ensure that they do not have access to staff-only areas.
• Before locking up for the night, make sure that there are no obvious dangers left behind and that no combustible material is lying around, no unauthorised people are left on the premises, all doors and windows are securely fastened, alarms and security lighting are switched on.
• Each week, check that the security system, smoke alarm and sprinkler system are fully operational. Be vigilant!

Are you a target?

Most arson fires affecting businesses start outside the premises. – The culprits are often young vandals who’s motive is to cause trouble. They are opportunists who light their fires with anything readily to hand – rubbish, packaging, waste in open skips. How easily could a fire be started or an incendiary device be concealed?

Arsonists also strike inside the premises – A member of staff with a grudge, or others trying to make a point or cover up another crime.

How safe are you?

This checklist will help you to reduce your chances of suffering an arson attack:

• Limit the number of entrances in use – but do not lock fire exits!
• Keep a watch on what’s going on. Larger businesses may consider having a security guard at main entrances. In smaller businesses you and your staff should be vigilant.
• If you are based in a mall or on an industrial or retail park, talk to the security manager of the whole site. Make sure the site is secured at night and report any signs that it is not.
• Ensure that doors and windows are in good repair and that locks are working.
• Gaps under doors to the street should be as narrow as possible to stop lighted paper or fuel being pushed under them.
• Letter openings in entry doors should have an anti-arson letterbox fitted on the inside to contain any fires from lighted rags, paper or fireworks.
• Keep a list of people holding keys. Chase up any that are missing.
• Identify entry routes for intruders – via yards, drain pipes, flat roofs. What can you do to prevent such access?
• Special danger areas include storage and warehousing. Make it a rule that access is only available to authorised members of staff.
• All perimeter security must be maintained and secure. Good security, prevents arson as well as theft.
• Is there a system, if not, there should be for leaving lights on at night.
• Don’t let rubbish become a threat – packaging, waste or rubbish must not be left to accumulate anywhere on the premises. It should be moved regularly to a safe storage place. Safe storage means metal bins with closed lids – preferably locked away in their own compartment.
• Arrange regular collections of refuse and waste by the Local Authority or a contractor.
• Help and advice on protecting yourself against arson can be obtained from your local Fire Brigade, Crime & Disorder Reduction Partnership (via the Police) or your insurer.
• Local intelligence helps too. Local businesses sharing information and experience of crime prevention can benefit everyone.

For a monthly checklist for site managers go to Questionnaire 3 it may be of some assistance.

If you own or manage a business or if you are responsible for fire safety or security in any kind of building you should know that the most serious fire risk you face today is from ARSON which is an ever present threat to shops, offices, storage premises, factories, hotels, restaurants, hospitals, schools, churches. No building is immune. Much of the arson is associated with vandalism and burglaries. You can greatly reduce the risk to your building by adopting the safeguards spelled out below.

Responsibility

• In any enterprise the owner/manager or a named individual of senior grade must be made responsible for fire safety including protection from arson attack
• Think about the ease with which intruders/arsonists could break into the premises and take immediate steps to strengthen your defences.
• If there have been any small fires on your own or neighbouring premises inform the police immediately as well as calling the fire brigade. A small fires could be a warning of something worse to come!

Security

• One entrance is better than two especially if that one entrance is manned throughout the day.
• Outer fences, walls and gates need to be high enough and strong enough to keep out intruders.
• Doors and windows must be in good repair and locked when not in use.
• Use good quality locks and padlocks.
• Gaps under doors should be as small as possible.
• Letter boxes should have metal containers fitted on the inside
• Know were all your keys are located, chase any that are missing.
• Stored material of any kind should not be stacked adjacent to fences or walls where it could be set alight from outside.

Employees

• Warn staff of the threat from arson fires.
• Ask them to challenge anyone who should not be on the premises and report any suspicious activities.
• Vet new employees.
• Keep an eye on outside contractors.

Visitors

• The movement of visitors within the building should be controlled

Fire protection

• Ensure equipment which you have installed – extinguishers, hose reels, alarms detectors, sprinklers – is in good working order and protected against sabotage attempts.

End of day checks

• You or a named individual must be responsible for securing the building at the end of each working day.
• Check that doors and windows are secure.
• No combustible materials is left lying around.
• Alarms switched on.
• Outside illumination on.
• Any flammable liquids locked away in secure store.

Information published by the Arson Prevention Bureau

The Bureau has been set up by the Home Office and the Association of British Insurers to spearhead a national programme of action against arson. Further information is available from the Bureau. The Arson Prevention Bureau
140 Aldersgate Street London, EC1A 4DD Tel 0171 600 1695

Arson Prevention Bureau

Help and advice on protection of your premises is available from:-

• Your insurer
• The fire safety department of your local fire brigade
• The crime prevention department of your local police force.

Fire Investigation

Thorough fire investigation is necessary to identify the cause of any fire and where arson is suspected it is essential.

Check List

Although not directly associated with arson you may find this check list a useful aide to memoir for basic fire safety matters.

The current standard is BS 1635 : 1990 and has been produced with the agreement of the Fire Standards Policy Committee and replaces BS 1635: 1970. During preparation the international standard ISO 6790 “Graphical symbols for fire protection plans”, was considered and those symbols have been used wherever possible, with consideration of the content of BS 1635 : 1970. The format uses the style as recommended in BS 1192 Part 3: 1987 and ISO 6790, and incorporates precedents that exist in best British drawing practice. The names given to symbols have wherever possible been derived from BS 4422 and the wording used in group 9, Fire safety signs, complies with BS 5499: Part 1. BS 1635:1990

The rationale they have used, is to produce simple icons that representing one piece of fire engineering and are called element. You then combine a number of these elements into a symbol, for example the element for any type of extinguisher is a triangle, insert into the triangle the element for water, a circle with a vertical line and you have a Water Extinguisher. You can make them more complex and they are then called applications. The symbol for a hose reel is a semicircle, with the water element inserted, add an outlet which is an arrow, and the element for length of hose in meters and you have an application.

The application for a hose reel shows the length of the hose in metres in the upper right hand corner and although contrary to the standard I believe it should be also apply to portable extinguishers.

The above is only a very brief introduction and the symbols are simple sketches produced by me consequently you need to research the British Standard by purchasing a copy or use the local reference library who may have copies.

Note. The symbols taken from ISO 6790 without modification are noted with an asterisk.

Group 1 – Information

Table 1.1 – Convention for indicating zones

Conventions
	1.101	Behind cutting plane – Hidden
	1.102	Behind cutting plane – Visible
	1.103	Beyond cutting plane – Visible
	1.104	Beyond cutting plane – Hidden

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Group 2 – Fire Extinguishers

Table 2.1 – Portable and transportable

Elements
	Water2.1E1	*	Halon Gas2.1E7
*	Foam2.1E2	*	Carbon Dioxide Gas2.1E8
*	Powder Any Type2.1E3		Wall Mounted2.1E9
	BC Powder2.1E4		Transportable,Wheel or Skid Mounted2.1E10
*	ABC Powder2.1E5		Fire Blanket2.1E11
*	Gas Any Type2.1E6

Symbols
*	Any Type2.101	*	Any type Gas Extinguisher2.101 + 2.1E6
	Portable Free standing Water Extinguisher2.101 + 2.1E1	*	Halon Gas Extinguisher2.101 + 2.1E7
*	Portable Free standing Foam Extinguisher2.101 + 2.1E2	*	Carbon DiOxide Extinguisher2.101 + 2.1E8
*	Dry Powder Extinguisher2.101 + 2.1E3	*	Water Bucket2.110
	BC Dry Powder Extinguisher2.101 + 2.1E4	*	Sand Bucket2.111
*	ABC Dry Powder Extinguisher2.101 + 2.1E5		Fire Blanket2.101 + 2.1E11
Applications
	Portable free standing Water Extinguisher2.101 + 2.1E1 + 3.1E6		Transportable Halon Gas Extinguisher2.101 + 2.1E7 + 2.1E10 + 3.1E6
	Portable wall mounted BC Powder Extinguisher2.101 + 2.1E4 + 2.1E9 + 3.1E6

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Group 2 – Fire Extinguishers

Table 2.2 – Fixed Installations

Elements
*	Outlet 2.2E1		Hydraulic Operation2.2E6
*	Inlet 2.2E2		Manual Operation2.2E7
*	Total Application2.2E3		Mechanical Operation2.2E8
	Actuator Any Type2.2E4		Pneumatic Operation2.2E9
	Electrical Operation2.2E5		Thermal Operation2.2E10

Symbols
*	Fixed System Any Type2.201		Hydraulic Actuator2.2E4 + 2.2E6
	Fixed System Water2.2E3 + 2.1E1		Manual Actuator2.2E4 + 2.2E7
*	Fixed System Foam2.2E3 + 2.1E2		Mechanical Actuator2.2E4 + 2.2E8
*	Fixed System Powder2.2E3 + 2.1E3		Pneumatic Actuator2.2E4 + 2.2E9
*	Fixed System Gas2.2E3 + 2.1E6		Thermal Actuator2.2E4 + 2.2E10
	Electrical Actuator2.2E4 + 2.2E5
Applications
*	Fixed System any Type Local Application2.201 + 2.2E1		Fixed System Manually Actuated2.201 + 2.2E7
	Drencher System Any Type2.201 + 2.2E1

Group 3 – Fire Fighting

Table 3.1 – Fire Fighting Equipment

Elements
	Pipe Below Ground3.1E1 (See 1.104)		Indicator or Meter3.1E5
	Pipe Above Ground3.1E2		Length of hose in metres3.1E6
	Chamber in Ground3.1E3		Non Return Check Valve3.1E7
*	Valve3.1E4

Symbols
*	Fire Main or Riser Any Type3.101		Ground Hydrant in Chamber Double3.1E3 + 3.1E1 + 3.1E4 + 2.2E1
*	Fire Main Dry3.102		Pillar Hydrant Single3.1E1 + 3.12 + 3.1E4 + 2.2E
	Fire Main Wet3.101 + 2.1E1		Pillar Hydrant Double3.1E1 + 3.12 + 3.1E4 + 2.2E
*	Fire Main Foam3.101 + 2.1W2	*	Fire Point3.109
	Ground Hydrant in Chamber Single3.1E3 + 3.1E1 + 3.1E4 + 2.2E1		Hosereel3.110
Applications
	Dry Fire Main Landing Valve3.101 + 3.1E4 + 2.2E1		Underground Fire Main3.1E12.1E2
	Foam Inlet3.102 + 2.2E2		Hosereel 45m long3.110 + 3.1E6 + 2.1E1 + 2.2E1
	Underground Fire Main3.1E1 + 2.1E1		Under ground Fire Main with Metered by Pass3.1E1 + 3.1E3 + 3.1E4 + 3.1E5

Group 4 – Fire Alarm

Table 4.1 – Control and Indicating Equipment

Elements
*	Sounder4.1E1	*	Illuminated Signal4.1E2
Symbols
*	Control Panel Any Type4.101	*	Control Panel Illuminated Signals4.101 + 4.1E2
*	Control Panel Sounders4.101 + 4.1E1	*	Control Panel Sounders and Illuminated Signals4.101 + 4.1E1 + 4.1E2

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Group 4 – Fire Alarm

Table 4.2 – Initiating Equipment

Elements
*	Smoke4.2E1		Beam4.2E3
	Flame4.2E2

Symbols
*	Detector Any Type4.201	*	Gas Detector4.201 + 2.1E6
	Heat Detector4.201 + 2.2E10		Fire Alarm Manual Call Point4.201 + 2.2E7
*	Smoke Detector4.201 + 4.2E1		Beam Detector4.201 + 4.2E3
	Flame Detector4.201 + 4.2E2

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Group 4 – Fire Alarm

Table 4.3 – Warning Equipment

Elements
	Manual Sounder4.3E1	*	LoudSpeaker4.3E3
*	Electric Bell4.3E2	*	Telephone4.3E4

Symbols
	Warning Device Any Type4.301	*	Warning Device Loudspeaker4.301 + 4.3E3
	Warning Device Manual Sounder4.301 + 4.3E1	*	Warning Device Telephone4.301 + 4.3E4
*	Warning Device Sounder4.301 + 4.1E1	*	Warning Device Visual4.301 + 4.1E2
*	Warning Device Bell4.301 + 4.3E2
Applications
	Telephone with Flashing Light4.301 + 4.3E4 + 4.1E2

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Group 5 – Means of Escape

Table 5.1 – Routes

Elements
	Directional Arrow5.1E1
Symbols
*	Escape Route5.101	*	Escape Route, Final Exit5.103
*	Escape Route, Direction to Follow5.102

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Group 6 – Risk Areas

Table 6.1 – Fire and Explosion

Elements
	Flammable Materials6.1E1		Explosive Materials6.1E3
	Oxidizing Materials6.1E2

Symbols
	General Hazard Warning6.101		Oxidizing Materials Risk Area6.103
	Flammable Materials Risk Area6.102		Explosive Materials Risk Area6.104

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Group 7 – Fire Precautions

Table 7.1 – Building Elements

Elements
	Ramp Gradient7.1E1		Self Closing Automatic Release7.1E8
	Fire Resistance in Minutes7.1E2		Vision Panel7.1E9
	Fire Resisting Glazed Element7.1E3		Guarding Handrail7.1E10
	Security Lock7.1E4		Push Bar Door Ironmongery7.1E11
	Key in Box7.1E5		Fusible Link7.1E12
	Free From Fastenings7.1E6		Fire Resisting7.1E13
	Self Closing7.1E7		Smoke Resisting7.1E14

Symbols
	Wall Opening with Window7.101		Door set, Sliding Leaf7.111
	Wall Opening with Roller Shutter7.102		Door set, Revolving Leaves7.112
	Wall Opening with Up and Over Door7.103		Door set, Sliding/folding, End Hung7.113
	Door Set, Hinged Leaf7.104		Door set, Sliding/folding, Centre Hung7.114
	Door set, Hinged leaf (alternative)7.105		Stairway, Arrow Indicates Up Direction7.115
	Door set, Hinged Leaf, Normally Closed7.106		Ramp, Arrow Indicates Up Direction7.116
	Door set, Hinged Leaf, Normally Open7.107		Fire Damper7.117
	Door set, Hinged Leaf, O[opening Either Way7.108		Fire Resisting Construction 30 min7.118
	Door set, Hinged Leaf, Opening 1807.109		Fire Resisting Construction 30 min’s (for small scale drawings)7.119
	Door set, Two Hinged Leaves7.110
Applications
	Fire Resisting Glazed Screen7.1E2 + &.7.1E3 7.101 + 7.118		Final Exit Door set Double Leaves Single Swing with push bar door ironmongery7.110 + 7.1E11
	Fire Damper in Ductwork7.117		Ramp Showing Direction of Rise and Gradient7.116 + 7.1E1
	30 min Fire Resisting Door set, Single Leaf, Single Swing7.118 + 7.104 +7.1E2 + 7.113		Guarding Rail along side of open Stairwell7.115 + 7.1E10
	60 min Fire Resisting Door set, Single Leaf, Single Swing7.118 + 7.104 +7.1E2 + 7.1E13 + 7.1E14		Wall Opening with Roller Shutter 30 min’s Fire Resistance operated by Fusible Link7.102 + 7.1E13 + 7.1E12
	30 min Fire and Smoke Resisting Door set, Double Leaf, Single Swing, Self Closing. Normally held open on electro magnetic devices7.118 + 7.110 + 7.1E2 + 7.1E8 + 7.1E13 + 7.1E14

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Group 8 – Emergency Lighting

Table 8.1 – Lighting

Elements
	Luminaire Any Type8.1E1		Luminaire Linear Any Type Enclosed8.1E4
	Luminaire Any Type, Enclosed8.1E2		Emergency / Safety8.1E5
	Luminaire Linear Any Type8.1E3

Symbols
	Emergency, Enclosed8.101		Emergency, Linear Self Contained8.104
	Emergency, Self Contained8.102		Emergency, Linear Enclosed8.105
	Emergency, Linear Any Type8.103		Exit Sign Internally Illuminated8.106

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Group 9 – Fire Safety Signs

Table 9.1 – Descriptions

Elements
	General Prohibition9.1E1		General Condition Sign9.1E21
	Smoking is Prohibited9.1E2		Fire Exit9.1E22
	Smoking and Flames Prohibited9.1E3		Slide to Open9.1E23
	Water as Extinguishing Agent Prohibited9.1E4		Break to Obtain Access9.1E24
	General Warning9.1E5		Push Bar to Open9.1E25
	Flammable Materials9.1E6		Directional Arrow (Green)9.1E26
	Oxidizing Materials9.1E7		Collection of Firefighting Equipment9.1E27
	Risk of Explosion9.1E8		Fire Alarm Call Point9.1E28
	No Means of Escape9.1E9		Fire Telephone9.1E29
	In the Event of a Fire, Avoid use of Lift9.1E10		Fire Hose Reel9.1E30
	General Mandatory Sign9.1E11		Fire Extinguisher9.1E31
	Fire Action Sign9.1E12		Foam Inlet9.1E32
	Fire Door Keep Shut9.1E13		Dry Riser9.1E33
	Fire Door Keep Locked9.1E14		Wet Riser9.1E34
	Automatic Fire Door Keep Clear9.1E15		Fireman`s Switch9.1E35
	Automatic Fire Door, Keep Clear, Close at Night9.1E16		Open Valve, in the event of a Fire9.1E36
	Door to be Secured Open9.1E17		Open Valve before running out Hose9.1E37
	Door to be Unlocked9.1E18		Fire Plan9.1E38
	Gangway Keep Clear9.1E19		Directional Arrow (Red)9.1E39
	Fire Escape Keep Clear9.1E20

Symbols
	Fire Exit9.101
Applications
	Fire Door to be kept shut 7.118 + 7.104 + 9.114		Fire Exit Door with Sign 7.118 + 7.110 + 8.106 + 9.1E22

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Group 10 – Smoke Control

Table 10.1 – Venting and Pressurization

Elements
	Smoke Vent on Plan10.1E1		Smoke Vent in Horizontal or Vertical Section10.1E5
	Smoke Vent over on Plan10.1E2		Fan10.1E6
	Roof Light Vent on Plan10.1E3		Flow Direction Extract10.1E7
	Roof Light Vent over on Plan10.1E4		Flow Direction Supply10.1E8

Symbols
*	Space Requiring Smoke Ventilation10.101		Replacement Air Intake10.111
*	Pressurized Space10.102		Window Smoke Release Manual10.112
	Pressurized Space, Single stage10.103		Window Smoke Release Automatic10.113
	Pressurized Space, Double Stage10.104		Pressure Air Supply Point10.114
	Smoke Reservoir10.105		Pressurizing Air Intake 10.115
	Pressure Differential Point10.106		Smoke Curtain Fixed10.116
	Smoke Vent Manually Actuated10.107		Smoke Curtain Automatically Actuated10.117
	Smoke Vent Automatically Actuated10.108		Smoke Extraction Fan10.118
	Smoke Extract Point10.109		Pressurizing Air Supply Fan10.119
	Smoke Discharge Point10.110

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British Standards are available from : – British Standards Online

When involved in Fire Safety it is an important skill to be able to read architectural drawings correctly and the following drawing conventions should help you in that task.

The source for these drawing conventions are BS 1192 : 5 : 1998. Construction drawing practice. Guide for structuring and exchange of CAD data. However the standard is now withdrawn and the current standard is BS 1192 : 2007 Collaborative production of architectural, engineering and construction information. Code of practice.

Demolition

Steps, Ramps and Slopes

Doors and Windows

Masonry

Timber

Site Former Materials

Manufactured Materials.

Landscape

Fire statistics

Department of Communities and Local Government fire statistics provide a general purpose description of all fires and false alarms attended by UK fire brigades based on information collected from fire reports. Data collected about serious reportable fires includes:

• Time and date of call
• Brigade or other geographical area
• Type of building or vehicle
• Most likely motive (accidental or malicious)
• Cause of fire (chip or fat pan fires, electrical, etc.)
• Source of ignition (cigarettes, cookers, etc.)
• Materials (furniture, etc.)
• The spread of fire (beyond room of origin, etc.)
• The nature of fire casualties
• Rescue information and method of extinction
• The effectiveness of automatic smoke detectors

This has been developed for brigade personnel, researchers from other government departments and other non-specialist users of fire statistics to access such data.

Fire Data

A reportable fire is an event of uncontrolled burning involving flames, heat or smoke attended by a UK fire brigade. Reportable fires are classified for data collection purposes by the Department of Communities and Local Government and by fire brigades into two main categories, the more serious primary fires for which data are collected about fires individually and secondary fires for which aggregate data are collected. Limited information about chimney fires is also collected.

Primary fires are generally more serious fires occurring in one or more of the following locations, buildings, caravans or trailers, vehicles and other methods of transport (not derelict). Outdoor storage, plant, machinery, agricultural, forestry property, other outdoor structures including post boxes, tunnels, bridges, etc., any fire involving casualties or rescues, or attended by five or more appliances, would also be categorised as a primary fire.

Secondary fires are generally small fires which start in, and are confined to, outdoor locations. Typically, they are fires in grass or heathland, fires involving rubbish, fires involving street or railway furniture and fires in derelict buildings or vehicles. Aggregated basic information is collected for secondary fires, chimney fires and false fire alarms from the monthly summary provided by brigades. However, fires in secondary locations which involve casualties or rescues or which are attended by five or more appliances are reported in the same way as a primary location.

Chimney fires are those where the damage caused is restricted to the chimney involved. Brigades record only the numbers of chimney fires.

Casualty data

Casualties from fires are categorised as fatal and non-fatal casualties. A fatal fire casualty is someone whose death is attributed to a fire, even if death occurred weeks or months later. However, it is possible that, in some cases, a subsequent death is not reported. The figures for fatalities are subject to revision as death certificates are received from the Office for National Statistics (ONS) and the Scottish and Northern Ireland Registrars General, which tends to increase the numbers. Conversely, information provided by the Fire Service is forwarded to ONS, etc. for confirmation that fire was the main cause of death, which latter information leads to a decrease in the number recorded, particularly for fires involving road vehicles.

Accidental or malicious fires

Brigades determine the most likely cause of fire on the basis of the evidence available. If the certain cause of fire is not known, brigades are asked to give the cause which could be most reasonably supposed, given the evidence available. Accidental fires make up the majority of fires in buildings, while malicious fires make up the majority of fires in road vehicles in recent years. Accidental fires include those where the cause was not known or unspecified. Malicious fires include those where malicious or deliberate ignition is merely suspected, and recorded by the brigade as “doubtful”.

Since 1994, the assessment of the cause of primary fires (accidental or malicious) was made by fire brigade personnel directly ticking the appropriate box on the fire report form FDR1 rather than by data input managers at the Department of Communities and Local Government making an assessment of a text description, as used previously. This changed the classification of certain types of primary fires, from accidental to malicious. The effect appeared most noticeable for building fires, where approximately 4,000 fires may have been categorised as malicious where they were previously classed as accidental.

Why collect fire data?

Fire statistics are produced to monitor the number and characteristics of fires attended by UK fire brigades, including the causes and effects of fire so that action can be taken to reduce the human and financial cost of fire. The effectiveness of such action can also be measured by fire statistics.

The Department of Communities and Local Government and local fire brigades use fire statistics in making operational decisions, policy development and in promoting public awareness about the dangers of fire.

The timely collection of fire statistics contributes to the stated aim of the Fire and Emergency Planning Directorate of the DCLG. To ensure the reduction of fire, deaths, injury damage, to ensure the safety of the public through civil protection.

Other Government Departments also use Department of Communities and Local Government fire data, for example, the Department of Trade and Industry use fire statistics to inform their research into consumer safety issues.

There are also a small number of parliamentary questions about fire each year.

Fire Statistics History

In 1978, the Fire Damage Report (FDR1) was introduced taking over from the K433 fire report form. From 1979, the fire statistical data collected by brigades was computerized in electronic format by the Home Office. The data for the years 1978 and 1980 were not complete due to industrial action. Complete fire datasets were available for analysis back to 1981. They published fire statistics going back to the mid-1940s. In 1988 and 1989, a shortened version of coding was used for type of property and for trade or business categories, reducing the amount of detail available in these years. In 1994, form FDR1 was revised involving many changes in the structure of the fire data collected by brigades, opening up the potential for electronic data interchange between brigades and the Department of Communities and Local Government which would make possible more detailed analyses of the causes and effects of fires.

What fire data was collected?

The details of each property fire and/or fire involving casualties attended by UK fire brigades were collected on detailed reports (FDR1). These reports are keyed into a database which amounts annually to about 200,000 more serious fires where data has been collected individually. Brigades also supplied monthly summary figures for small outdoor fires, chimney fires and false alarms. These are returned to the Department of Communities and Local Government on an aggregate form (FDR3).

The British Crime Survey (BCS) is a large sample survey which is mainly concerned with measuring the extent of crime against householders in England and Wales. However, on occasion, it also includes questions on recent experiences of having a fire at home. The results provide a useful supplement to the reports collected by brigades.

Customised analysis of fire data

It was possible to create customised tables and charts based on the fire statistics collected by the Department of Communities and Local Government. The information about primary fires recorded by brigades on the FDR1 was converted by the Department of Communities and Local Government into data items which make up an annual database of fire statistics (data exists in electronic format for analysis purposes from 1981 onwards). The data items are converted into analytic variables by using a statistical analysis package. On the basis of data items collected, it is possible to derive the location of fire, most likely cause, source of ignition, spread of fire, method of fire-fighting, time and day of call to brigade, risk to life, rescue information, the details of casualties and many other variables. Since 1994, FDR1 forms have been input on the basis of a systematic sample, with the following approximate sampling fractions: 1994 – 10 percent; 1995 – 40 percent; 1996 -20 percent; 1997 – 20 percent. Each fire record is weighted to agreed brigade totals, according to the brigade area and the time of year in which the fire occurs. However, all fires involving fatal and non-fatal casualties were input, making a 100% record of casualty fires. Both fire and casualty data are revised based on information received from brigades in the following year. During the year of input and initial publication, all data are regarded as provisional.

The Incident Recording System (IRS)

The present method is an electronic system called The Incident Recording System (IRS) and is a national project led by Communities and Local Government. The IRS modernises the existing fire and rescue incident data collection system by radically changing methods of data collection. With the active engagement of fire and rescue services (FRS’s) and other stakeholders this project will enable the data on all incidents attended by the UK Fire and Rescue Service to be collected electronically and verified at source, improving on the timeliness and accuracy of the previous manual collection.

Fire Statistics DCLG publications

The latest statistics can be found on the DCLG website and require an Acrobat Reader to to download them. If you would like to use the DCLG website click on DCLG and you can choose the relevant statistics you require. The National Statistics Online has datasets on fire related matters that may be of use.

To date over 96% of all central and local government organisations with an enforcement function have adopted the Enforcement Concordat. A guide to the enforcement concordat can be found on the Department for Business, Innovation and Skills.

Since 6 April 2008, several national regulators as well as all the local authorities in England have been under a statutory duty to have regard to Better Regulation principles and the Compliance Code when they carry out specified regulatory functions. The aim is to embed a risk-based, proportionate and targeted approach to regulatory inspection and enforcement among regulators. However after consultation it was decided to keep the voluntary enforcement concordat as well.

The Principles of Good Enforcement : Policy and Procedures

This document sets out what business and others being regulated can expect from enforcement officers. It commits us to good enforcement policies and procedures. It may be supplemented by additional statements of enforcement policy.

The primary function of central and local government enforcement work is to protect the public, the environment and groups such as consumers and workers. At the same time, carrying out enforcement functions in an equitable, practical and consistent manner helps to promote a thriving national and local economy. We are committed to these aims and to maintaining a fair and safe trading environment.

The effectiveness of legislation in protecting consumers or sectors in society depends crucially on the compliance of those regulated. We recognised that most businesses want to comply with the law. We will, therefore, take care to help business and others meet their legal obligations without unnecessary expense, while taking firm action, including prosecution where appropriate, against those who flout the law or act irresponsibly. All citizens will reap the benefits of this policy through better information, choice, and safety.

We have therefore adopted the central and local government Concordat on Good Enforcement. Included in the term “enforcement” are advisory visits and assisting with compliance as well as licensing and formal enforcement action. By adopting the concordat we commit ourselves to the following policies and procedures, which contribute to best value, and will provide information to show that we are observing them.

Principles of Good Enforcement : Policy

Standards

In consultation with business and other relevant interested parties, including technical experts where appropriate, we will draw up clear standards setting out the level of service and performance the public and business people can expect to receive. We will publish these standards and our annual performance against them. The standards will be made available to businesses and others who are regulated.

Openness

We will provide information and advice in plain language on the rules that we apply and will disseminate this as widely as possible. We will be open about how we set about our work, including any charges that we set, consulting business, voluntary organisations, charities, consumers and workforce representatives. We will discuss general issues, specific compliance failures or problems with anyone experiencing difficulties.

Helpfulness

We believe that prevention is better than cure and that our role therefore involves actively working with business, especially small and medium sized businesses, to advise on and assist with compliance. We will provide a courteous and efficient service and our staff will identify themselves by name. We will provide a contact point and telephone number for further dealings with us and we will encourage business to seek advice /information from us. Applications for approval of establishments, licenses, registrations, etc, will be dealt with efficiently and promptly. We will ensure that, wherever practicable, our enforcement services are effectively co­ordinated to minimise unnecessary overlaps and time delays.

Complaints about service

We will provide well publicised, effective and timely complaints procedures easily accessible to business, the public, employees and consumer groups. In cases where disputes cannot be resolved, any right of complaint or appeal will be explained, with details of the process and the likely time-scales involved.

Proportionality

We will minimise the costs of compliance for business by ensuring that any action we require is proportionate to the risks. As far as the law allows, we will take account of the circumstances of the case and the attitude of the operator when considering action.

We will take particular care to work with small businesses and voluntary and community organisations so that they can meet their legal obligations without unnecessary expense, where practicable.

Consistency

We will carry out our duties in a fair, equitable and consistent manner. While inspectors are expected to exercise judgment in individual cases, we will have arrangements in place to promote consistency, including effective arrangements for liaison with other authorities and enforcement bodies through schemes such as those operated by the Local Authorities Coordinating Body on Food and Trading Standards (LACOTS) and the Local Authority National Type Approval Confederation (LANTAC).

Principles of Good Enforcement : Procedures

Advice from an officer will be put clearly and simply and will be confirmed in writing, on request, explaining why any remedial work is necessary and over what time-scale, and making sure that legal requirements are clearly distinguished from best practice advice.

Before formal enforcement action is taken, officers will provide an opportunity to discuss the circumstances of the case and, if possible, resolve points of difference, unless immediate action is required (for example, in the interests of health and safety or environmental protection or to prevent evidence being destroyed).

Where immediate action is considered necessary, an explanation of why such action was required will be given at the time and confirmed in writing in most cases within 5 working days and, in all cases, within 10 working days.

Where there are rights of appeal against formal action, advice on the appeal mechanism will be clearly set out in writing at the time the action is taken (whenever possible this advice will be issued with the enforcement notice).

Current fire safety statutory provisions within the United Kingdom have evolved from measures introduced slowly over many years. Most fire safety legislation was introduced as the result of a major fire or fires that killed a large number of people. It is known as stable door legislation, because it was a response to an event that has already happened. For more information go to The History of Fire Safety Legislation.

The current legislation is The Regulatory Reform (Fire Safety) Order 2005, hereafter will be referred to as the Order in this document.

The Order should have come into force on the 1st April 2006 but was delayed until the 1st October 2006. It was in response to a call to rationalise and simplify fire legislation in the UK, It has been achieved by reforming and amending the previous United Kingdom`s fire safety legislation using the Regulatory Reform Act 2001. The order is designed to provide a minimum fire safety standard in non domestic premises such as places where people work, including, shared areas, workplace facilities, and the means of access to that workplace.

All premises or parts of premises used for non domestic purposes, which is used in connection with the carrying of a trade, business or other undertaking, for profit or not, with a few exceptions, will be subject to the Order. It designates a person usually, the employer or the owner and he is called the Responsible Persons. The Responsible Person, is required to carry out certain fire safety duties which include ensuring the general fire precautions are satisfactory and conducting a fire risk assessment. The Responsible Persons can have competent persons assisting them to perform their legal duties. If more than five persons are employed it has to be a written assessment.

Previous general fire safety legislation

This Order replaces previous fire safety legislation and any fire certificate issued under the Fire Precautions Act 1972 will cease to have any effect. If a fire certificate has been issued in respect of your premises or the premises were built to recent building regulations, as long as you have made no material alterations and all the physical fire precautions have been properly maintained, then it is unlikely you will need to make any significant improvements to your existing physical fire protection arrangements to comply with the Order.

However, you must still carry out a fire risk assessment and keep it up to date to ensure that all the fire precautions in your premises remain current and adequate. If you have previously carried out a fire risk assessment under the Fire Precautions (Workplace) Regulations 1997/1999 and this assessment has been regularly reviewed then all you will need to do now is revise that assessment taking account of the wider scope of the Order.

Your premises may also be subject to the provisions of a licence or registration in that case the fire authority may wish to review your risk assessment as part of the licensing approval process. Fire safety conditions within your licence should not be set by a licensing authority where the Order applies.

Guidance on new fire legislation

The new, risk-assessment based regime requires those persons responsible for premises used for carrying of a trade, business or other undertaking, for profit or not (including the self-employed and also members of the public) to take action to prevent fires, and protect them against death and injury should a fire occur.

This was the same duty currently imposed on employers by the Fire Precautions (Workplace) Regulations 1997, but under the new Order the duty will be extended beyond workplaces to include the majority of premises to which people have access.

To support the Order, the The Department of Communities and Local Government (DCLC) has published a suite of eleven new guidance documents. They will give advice on most types of premises where the duty to undertake a fire safety risk assessment under the Order applies.

Using the guidance contained in Fire Safety Advice Centre with the guidance above and there should be sufficient information to meet the minimum standards that are required by United Kingdom Legislation.

1. The Need For Guidelines

• 1.1. Aims
• 1.2. Using this Report

2. Communications

• 2.1. The Channel and the Message
• 2.2. The Writer
• 2.3. The Reader

3. The Structure of the Whole Document

• 3.1. The Title
• 3.2. The Content
• 3.3. The Summary
• 3.4. The Conclusions

4. The Body of the Report

• 4.1. The Material Content
• 4.2. The Drafting Framework
  • 4.2.1. Content Dependence
  • 4.2.2. Landmarks
  • 4.2.3. Parallel Concepts
  • 4.2.4. Numbering

5. Writing

• 5.1. Good English
• 5.2. Selection
• 5.3. Style
• 5.4. Revisions
• 5.5. Appendices
• 5.6. Diagrams
• 5.7. Some Don’ts

6. Action Programme Authors

Appendix 1 – Questionnaire

Appendix 2 – My Response to the above Questionnaire

Summary

1. Although not directly associated with Fire Safety report writing is a very important and necessary skill required by Fire Safety Officer and Consultants. It is important to inform the client in a concise and accurate form what is required of them and any action they need to implement. This page is also written in a report form to reinforce the
ideas of this article.

2. The inexperienced author needs guidelines to help him
write his early technical reports. This document provides such guidelines
and helps him to apply them.

3. First the information channel which carries the message between the writer and his reader is examined. This shows why it is important for the writer to be clear about his own aims and also to understand the viewpoint of his readers.

4. A technical report serves two groups of reader, those who want to grasp the essentials quickly, and those who wish to take a critical look at all its reasoning and conclusions before acting on its recommendations. It suggests that the, Title, Contents Page, Summary, and Conclusions should be able to stand alone to satisfy the first, often more important, class of readers.

5. For the second, more committed, readers this document examines how the material for a report should be assembled and then hung onto a drafting framework. This ensures that the contents are logically presented. It is shown how the reader is helped by being made aware of that framework.

6. Section five deals with a variety of topics concerned with writing the body of the report. These all emphasise the need to show consideration towards the reader. Only in this way will he get clear, interesting and factual information.

7. Finally an action programme is provided in which the new author is taken through the task of preparing his first technical report.

1. The need for Guidelines

1.1. Aims

Fire safety officers, consultants and those involved in fire safety matters will at sometime be required to write a report. The need to communicate with a client and provide an accurate and effective instructions or information is essential. This report therefore has the following aim,

TO PROVIDE GUIDELINES ON REPORT WRITING WHICH WILL ENSURE YOUR REPORT WRITING IS MORE EFFECTIVE.

It is also written so that it can be read through quickly before the writing begins and thus give an author a grasp of how to set about this task.

1.2. Using This Report

A practical problem faced by everyone who writes about report writing is that of too much generality. Illustrative examples must be introduced at times to avoid this. I have therefore used the fact that this document is itself a report which should be capable of illustrating the principles which it preaches. Occasionally, the reader will be invited to go back to some earlier passage where he will find a point of principle illustrated by words which he has already read in a different context.

Section six provides the action list for it is there that I make the transition between my writing and your writing.

2. Communication

2.1 The Channel and the Message

Report writing is part of a communication process. As figure 1 shows the principal parts are the writer at one end and the reader at the other. The report itself is the message that flows along the channel between them.

Fig.1 The written report seen as part of
a Communication Channel

Writing the report is thus a matter of aiming the message correctly, while reading it is a matter of accepting the message and correctly interpreting its meaning. With so much written work impinging on people the acceptance of a report is akin to opening a filter to allow the message through selectively. The first step in report writing must therefore be to consider both the writer and the reader.

2.2 The Writer

Here is a list of questions which you, the potential author, must answer before you put pen to paper. Moreover the answers must be kept in mind all the time the report is being written.

a. What action do you want your report to trigger off?
b. Who will be the readers?
c. How many of them are there?
d. What is their level of knowledge of the subject?

It is very important to answer these questions explicitly. Indeed it will pay to write down the answers. The appendix provides a questionnaire for that purpose. It also shows how I answered the questions when preparing this report.

When these questions have been answered a much more practical view of the task is obtained. You will realise which style of writing will be most appropriate, how much of other people’s time you are trying to capture and the size of the printing and reproduction job involved. Above all the reader is identified, and your own motives are made explicit.

But it is not enough simply to consider your motives and to take an external view of the reader, you must also try to put yourself in the reader’s shoes and think what it will be like to receive your report.

2.3 The Reader

Reading is demanding and time-consuming so that first question will be, WHY SHOULD I READ THIS?

Don’t forget that you will not be there to answer him all that he will have before him at this stage is the title on the front cover. It is only possible to answer this question in general terms. Thus he will only wish to open the front cover, and read on if he is led to believe that, he will gain insights into a subject of concern to him from which he will benefit in the future.

This makes the title very important. “Why should I read this?” emerges as a key question when thinking about report writing for it not only applies to the title but is ever-present in the reader’s mind. It is the criterion which must be used for STRUCTURING the whole of the report. It also serves as a reminder not to bore or burden the reader with difficulties in finding his way through the BODY OF THE REPORT finally it warns you against having your message misinterpreted or rejected through bad WRITING. These three aspects of report writing provide the next sections of this report. They do not follow in series, but should rather be thought
of as parallel themes which are then drawn together in section six.

3. The Structure of the Whole Document

3.1 The Title

I have already indicated why the title is important. Clearly it is not necessary to set down the exact words at the start. Indeed, it is best to wait until the report is close to completion before finally fixing it. Nevertheless it is worth while starting with a title in mind, and writing down modifications and improvements as the report develops. The title of this report went through a number of changes as the work progressed. They were:-

How to Write a Technical Report
Why should I read this?
Why read it?

When I re-read section two and three the words “How to Write a Technical Report” seemed best because it made a statement and did not ask a question. If your title persuades your reader to open the front cover, what will he be looking for? There are two things,

The Contents Page
A Summary

These two items should now be readily accessible. Each is discussed below.

3.2 The Contents Page

At this stage your reader will not be committed to reading the whole report and will only leave his filter open if you can reassure him very quickly that his time will be well spent.

A contents page can do this. It will of course be made up of the sub-titles of all the sections of the report. When those subtitles are first written they are set down in order to identify the contents of the sections which follow. That is what is needed on the contents page but when your report is written it may be necessary to re-phrase some of those headings so that the contents page stands as a meaningful document in its own right.

Also a contents page can communicate the structure of a report by the way it is set out. Look at the contents page of this report. From it you will discover where you have reached in your reading. Fortunately in reports this second role of the contents page in no way conflicts with the primary one of helping your reader to decide whether to read on. (This is not true in large books where a lengthy contents list may sometimes be used as an index).

3.3 The Summary

Suppose that your reader has discovered from the contents page that he may benefit by reading more, but he is still not fully committed to reading the complete document.

What he needs is a summary, so provide one. Try and make it one page only. In this way he can see at a glance the size of the reading task he has to take on. Also be sure that it will stand alone with a self-evident structure and clear cut paragraphs which are best with a subset of bulleted points which might, for example, outline the conclusions of the report.

You should write the Summary after the main report is written. Indeed, you should read through your report in one unbroken session just before your write the summary.

You might time yourself. If you anticipate fifty readers each setting aside one hour, then you can at least ask your own conscience whether you have valued other people’s time as highly as you value your own. For as I will stress later on, good report writing is very much concerned with consideration for others.

3.4 The Conclusions

If your reader has found that the contents and summary are relevant to his needs then he may be ready to read the main document. In later sections we deal with his demands on you.

However, there will be people who consider that reading the contents and summary is nearly enough. Such readers are often the most senior, with the broadest responsibilities, which can trigger off the actions your report, is intended to achieve. They will want one more item from your report an item which answers their additional question “SO WHAT SHOULD I DO? They will therefore look for one other section in the report. It will be entitled Conclusions, or Recommendations, or possibly Actions to be taken.

You will see that the Conclusions in this report have been recorded under the subtitle “Action Programme for Authors”.

You now have two types of reader, those who are going to read on, and those who will close the report when they have read the ‘conclusions’ section.

The needs of the latter group should be respected. This means that you should write so that the Title, Contents, Summary and Conclusions could stand alone as a self-explanatory document.

In this very special sense you are therefore writing two reports, the “Title, Contents, Summary and Conclusions” report
and the whole report. But the former cannot be started until you have written the body of the report.

You might find it helpful to close this report now and re-open it to decide to which group of readers you belong.

If as a result of that action you have returned to this point, then you will want to know how to start your own writing. The next two sections deal with two aspects: shaping the report and giving it substance.

4. The Body of the Report

4.1 The Material Content

No one can write a good report unless they have a stock of well thought out ideas, with some data and results to communicate and explain.

A very useful first step therefore is to write down all the points you wish to make. This list of words and phrases can then serve as a store of ideas to be drawn upon as and when needed. Make a note of any relevant thoughts you have immediately they occur to you and store them. It does not matter at this stage that the list has no logical order.

This report, for example, was developed out of a sheaf of notes, a book with markers for some passages, and a three-page typed note on the subject.

4.2 The Drafting Framework

4.2.1 Content Dependence

You now need to hang the potential material for the report onto a logical framework. In addition the shape of the framework needs to be self-evident for the reader’s benefit.

Subject matter plays an important part in defining what a suitable framework is. A technical report describing how someone should use a newly-designed piece of equipment might for example call for a framework on the lines of Fig 2. This shows how the subject matter may have to be broken into parallel themes although physically it will require a series presentation.

Fig.2 The framework which might be used for a report on how to use a new piece of equipment

The point to stress is that there can be no absolute right or wrong way of setting up the drafting framework. There will probably be two or three equally acceptable alternatives. What matters is that your reader is quickly made aware of the one you have selected. This means that you must tell him. The contents list is a useful guide which should, of course, be reflected in the layout, headings and insets of the report as the pages are turned.

4.2.2 Landmarks

You may need to give more guidance than these headings, so that your reader can always answer the question WHERE AM I IN THIS REPORT? As a guide, therefore, you should end some sections of your report with an indication of where the reader is going next and sometimes where he has been. This principle must of course be applied sparingly so that undue repetition and padding are avoided. Note for example how the closing sentences of sections 2.1, 2.2, 2.3, 3.1 and 3.4 of this report achieve this. Sometimes it is more appropriate to put these landmarks at the beginning of a section, as illustrated in 3.3 and 3.4.

4.2.3 Parallel Concepts

There is one very common situation where these landmarks are particularly important. I have called it the ‘parallel concepts’ problem. Briefly, it arises when the subject matter requires two or more distinct ideas to be explained before their implications can be brought together, or the report continued in a meaningful way.

Once the first of these concepts has been presented then you will have to change the subject to present the next. This may confuse the reader who might reasonably expect the report to follow on. When this problem arises the obvious solution is to tell the reader in advance what to expect. Figure 3 illustrates how these special landmarks should be introduced. Also, an example from this report will be found at the end of Section 2.3.

Fig.3 Introducing landmarks into a report to notify the reader that the subject requires development in parallel stages.

4.2.4 Numbering

This report demonstrates a hierarchical numbering system. One advantage of such an approach is the help it can give the reader in understanding the structure of the document. For example in this case the numbers 4.2.4 serve as a reminder of both the level of importance and the position of this section called ‘NUMBERING’ as a subject within this report.

Thus:
4. Body of the Report
4.1
4.2 The drafting framework
4.2.1
4.2.2
4.2.4 Numbering

Numbering can be overdone, however, and there will be occasions when some relaxation of such a system should be allowed. No reader is going to appreciate a further sub-set such as 4.2.4.1 – 4.2.4.2 etc, when the letter a) b) c) will serve the purpose equally well. Examples occur in sections 5.3 and 5.4. This type of numbering also helps to control the format of the written page. Nothing is more off-putting to the busy reader than a page of typescript which is perfectly rectangular in shape. If such pages still occur even with a numbering system check to make sure that you have not included too much material in one section or neglected some structuring of your idea which would help the reader.

5. Writing

5.1 Good English

In section 4.1, I pointed out that you must have material that is useful and well structured if you’re reporting is to hold its readers. But it is equally important to ensure that the reader does not close the report through boredom or irritation. Also, he must interpret your meaning correctly. These important additional requirements can only be met by thinking clearly as you write and by expressing these thoughts in good English. In this context good English means being clear, interesting and informative. Of course that needs a substantial vocabulary and an understanding of English grammar. These themes are not developed here. For the reader who needs that kind of help the following books are recommended.

REPORT WRITING by A. E. DARBYSHIRE published by EDWARD ARNOLD LTD.

PLAIN WORDS by SIR E. GOWER published by PENGUIN BOOKS LTD.

ROGETS’ THESAURUS published by PENGUIN BOOKS LTD.

ROGETS’ THESAURUS is the converse of a dictionary. That is to say, instead of telling you what a given word means, it provides alternative words to fit a meaning you already have in mind. For example the word “Roundabout” used in the next section was found by looking up “Long-winded” in the thesaurus. Finally you will need a dictionary or spell checker, both to check spellings which you doubt, and to ensure the meaning you are attributing to a word is correct.

5.2 Selection

Factual correctness and completeness are two important considerations in scientific writing and they must be respected. However, they can lead you into difficulties. Respect for correctness must not become an insistence on caveats because the writer is reluctant to omit some additional facet of the subject which has occurred to him. I provided an example of this at the end of Section 3.2. The passage in brackets serves no useful purpose and should have been omitted. Disruptions to the continuity of subject caused by such interjections should be avoided. It is your task to think about their relevance and not to impose that burden on your readers.

The fact that you spent many hours studying records which subsequently proved unnecessary may show your diligence and thoroughness. However, to include a lengthy description of that experience in a report means that you are failing to consider your reader’s needs.

The keys to avoiding these pitfalls have already keen discussed. In Section 2.2 I posed four questions. You should always carry the answers to these in mind. (See Appendix) The other safeguard is to make frequent reference to the drafting framework.

5.3 Style

This aspect of report writing can be explored at great depth, (see the reference in Section 5.1). In general, however, the choice of style for report writing reduces to one criterion: Consideration for the Reader. You should therefore write in a style which reflects that:

a) He is a busy person – so be brief and simple.
b) He is looking for facts – so be clear and informative.
c) He is likely to be a comparative stranger to you – so be appropriately formal.

Views differ on this last point. Some writers avoid personal pronouns completely in an effort to strike an impersonal note. Unfortunately it can lead to roundabout phraseology. You will see from this report that I did not consider such a style appropriate here.

By responding to the above considerations your writing will remain interesting. For interest does not derive- from complexity and the projection of the author’s personality, it rests on sending a clear message along the communication channel. The answers to the questions of Section 2.2 also indicate the style which is appropriate. (See Appendix)

5.4 Revisions

A good report will normally require: -

a) A first draft (read it and improve its structure and consistency).
b) A second draft (add the title and summary).
c) A third draft (get a second opinion from a constructive critic, eliminate errors and improve the format).
d) A carefully edited and corrected final version.

5.5 Appendices

Two main purposes can be served by appendices. The first is to provide detailed and specialised information for some of your readers. These readers will normally be your peers. They may wish to take the work on from where you have left off, or they may have to implement your recommendations. Your task, then, is to explain your assumptions, provide data and bring them to the same state of knowledge as yourself.

If this is the purpose of an appendix, it must be possible for the report to stand without it. Therefore, there must be a self-contained statement in the main report which enables the reader to follow your theme without reading the appendix.

The second purpose is to provide a source of information which is frequently needed in the report and which would otherwise have to be repeated several times. It is important to ensure that your reader has easy and quick access to the information. Under special circumstances this may require you to set the appendix on an extending page or provide it loose in a pocket at the back. This is the purpose of the Appendix to this report, and it is on coloured paper to help you find it when necessary. So far you have been referred to it three times.

5.6 Diagrams

Scientific readers usually find tables, graphs and drawings acceptable. They will often flip the pages searching for the key ideas of the report, pausing only to examine the diagrams. Other readers will not search for information in this way. They will tend to pass over diagrams very superficially.

The way to meet this double need is to ensure that the text and the associated diagram can stand almost independently. The main points about a diagram should therefore be stated in the text. Equally the diagram should be supported with a full title and be largely self-explanatory. In this way both mental attitudes are catered for. Providing the duplication of information is not excessive it will help to reduce the risk of misinterpretation. The figures in this report are given as examples.

5.7 Some Don’ts

Many reports begin with a section entitled ‘Introduction’. This word means “the act of leading in”. Your reader will be about to start on the first page when he reads it. But the word tells him nothing about the content of the section. He may be about to read:

a) An Historical Background
b) Aims of the report
c) The Terms of Reference of the Study.
d) How the Report is structured.
e) A confused mixture of these by an author who did not know how to get started.

Do not write a section called ‘Introduction’. Call the first section by a name which describes it. (As an example look at Section 1 of this report)

Similar remarks apply to the Preface. If it is a preliminary section concerned with acknowledgements, or the structure of the report, then say so. If there is a clear case for a preface then it should be on a left-hand page over-weighed by the content list or summary on the right.

These cautionary words complete the advice this report has to offer. You will recall that Section three discussed the parts of a report which might be selected by busy readers. Section four discussed the importance of structuring your material; while section five covered some of the practical points about writing it.

But you have to start writing if your report is ever to exist. So get your materials ready, retreat to a quiet corner, open section six and start.

6. Action Program for Authors

6.1 You and Your Reader

There is a blank form in the Appendix — Fill it in.

6.2 Your Material

Write down all the things you can think of which you consider should go into your report. Rough notes in any order will do. If you think of any more later add them to your list.

6.3 Your Drafting Framework

Either with a diagram or by means of a preliminary contents list design the framework which will guide and structure your writing. Figure four provides a broader structure within which your framework should fit. Now you have a picture of all the writing you have to do.

On your top sheet of paper write the following words “The aim of this report is to answer the following question” now you are on your own.

6.5 Your Style

Once you have written a few sentences you should consider the style of writing you are using. Check that it is appropriate for the number and type of readers you have in mind.

6.6 If you get stuck

You may feel unsure about exactly what to write in some of the sections you have defined in your drafting framework. If that happens, number the section and leave it blank. Move onto another section where you are clearer about what you have to write. Later you will find it easier to return and fill in the omission.

6.7 Your Conclusions

Assuming that you have now written the bulk of your report, review your aims before you write your conclusions. These aims are recorded in the appendix which you completed in section 6.1.

6.8 Your Contents Page

Systematically work through your report recording the headings and reading it as you go. Make sure that your numbering is correct. Are you satisfied with the structure? If so, complete the contents page and review it as a document in its own right. If not make the necessary changes.

6.9 Your Summary

Having just read through your report prepare a one-page summary. This is a very important part of your report so you should take particular care. Every word and phrase should be scrutinised to ensure that you have expressed clearly and briefly the essence of your report. Do not forget that it, too, needs a clear structure.

6.10 Your Diagrams and Typing

Typists are not artists nor are typewriters drafting machines, so do not expect your diagrams to re-appear in final form when you have handed your manuscript over to be typed. Talk to the typist, explain clearly what you want and seek her advice about the size and location of diagrams. Normally you will have to draw these for your self or use professional help. Add the title.

6.11. Revision

Now that you have a second draft you should show it to a constructive critic. Do not be surprised, angry, or discouraged if you are advised to make very extensive changes in form or content. Hopefully this report will have reduced the risk of that happening. Be reassured that it is the fate of most ‘first’ reports, and start again.

6.12 The Finishing Touches

Eventually you and your critic will be satisfied. At this point you should check every spelling you doubt with a dictionary, to make sure that all the numbering and cross-references are correct, put all the diagrams in their proper place and send it for reproduction.

Appendix 1

YOU’RE AIMS AND YOUR READERS
Questionnaire

What is the Title of Your Report? ………………………………………………………………………………………………………………

What action do you want this report to trigger off? …………………………………………………………………………………………

What group of people will be the readers? ……………………………………………………………………………………………………

How many of them are there? ……………………………………………………………………………………………………………………

What is their level of knowledge of the subject? ……………………………………………………………………………………………

Appendix 2

RESPONSE TO THE ABOVE QUESTIONNAIRE

What is the Title of Your Report?

How to Write a Technical Report
Why Should I read this?
Report Writing.

What action do you want this report to trigger off?

I want this web page to be read in order that visitors to this web site will understand some of the factors which will go into writing good reports and subsequently to use it as a set of guidelines to aid their own writing both now and in the future.

What group of people will be the readers?

In the first instance organisations and clients, but possible colleagues will find is page useful. Essentially it is for fire safety officers and fire consultants, secondary it is for and anybody who may find it useful, researchers and project leaders who might be helped in structuring their theses.

How many of them are there?

There is no answer to this question it could be nobody to thousands. However it is not so important as only one copy is required which can be read by as many person who wish to.

What is their level of knowledge of the subject?

Providing they are English speaking, they will have no difficulty in understanding the subject and the content. However people that do not have English as their first language may wish to read it so the content will need to emphasise the practice and planning of report writing.