For companies operating in Italy, emergency management is a core part of the occupational health and safety system. It is not limited to having an evacuation map on the wall or a first aid kit in the office. Italian law requires the employer to organise emergency measures, designate trained workers, define procedures and ensure that the workplace can respond effectively to serious and immediate danger.

This article explains how emergency teams work in Italy, with a focus on first aid officers, fire safety officers, appointment letters, training requirements and practical documentation. It is designed for foreign companies, HR teams, HSE managers, office managers and country managers who need a clear operational understanding of what must be organised locally in Italy.

The main legal framework is Legislative Decree No. 81/2008, especially Articles 18, 43, 45 and 46. First aid organisation is further regulated by Ministerial Decree No. 388/2003, while fire safety management and training of fire safety officers are regulated by the Ministerial Decree of 2 September 2021.

Emergency teams at a glance

Why emergency organisation matters in Italy

Foreign companies sometimes treat emergency management as a facility or building issue. In Italy, it is also an employer obligation under occupational health and safety law. The employer must organise the response to emergencies according to the nature of the activity, the size of the workplace, the number of workers and the specific risks identified in the Risk Assessment Document, known as DVR.

This means that emergency planning must be connected with the actual Italian workplace. A global emergency procedure can be useful, but it does not automatically replace the local arrangements required for an Italian office, warehouse, plant, laboratory, construction site or retail location.

From a business perspective, emergency organisation is often checked during audits, due diligence, tenders and client qualification. Companies are normally expected to show that emergency staff have been formally appointed, trained and updated, and that the emergency plan is coherent with the workplace and with the risks identified in the DVR.

The employer duty to designate emergency workers

Article 18 of Legislative Decree No. 81/2008 requires the employer to designate in advance the workers responsible for implementing fire prevention and firefighting measures, evacuation procedures, rescue, first aid and emergency management. Article 43 further regulates the general emergency management obligations.

In practical terms, the employer must identify a sufficient number of workers who can intervene in case of emergency, considering working hours, shifts, absences, remote work arrangements, multiple sites and the presence of visitors, contractors or customers.

The law does not define a single fixed number of emergency team members for every company. The number must be adequate to the workplace, risks and organisation. For this reason, companies should avoid appointing only one person without considering holidays, sickness, business trips or shift coverage.

First aid officers: what companies must organise

First aid in the workplace is regulated by Article 45 of Legislative Decree No. 81/2008 and by Ministerial Decree No. 388/2003. The employer must organise first aid according to the nature of the activity, the size of the company or production unit and the risk factors present.

Ministerial Decree No. 388/2003 classifies companies into Groups A, B and C. The classification affects the level of first aid organisation, equipment and training required for appointed first aid officers. Group A generally includes higher-risk activities and companies with specific accident indexes or relevant exposure profiles; Groups B and C apply to other companies depending mainly on size and risk classification.

The appointed first aid officers are not expected to replace emergency medical services. Their role is to provide the first organisational response, activate emergency services when necessary, assist the injured person within the limits of their training and support the company emergency procedure until professional help arrives.

First aid training and updates

The duration and content of first aid training are defined by Ministerial Decree No. 388/2003. Companies classified as Group A require a longer initial training course than Groups B and C.

In general business practice, first aid officers in Group A companies follow a 16-hour course, while first aid officers in Group B and C companies follow a 12-hour course. Refresher training is required every three years, at least for the practical intervention skills. The usual refresher duration is 6 hours for Group A and 4 hours for Groups B and C.

Foreign companies should verify their correct first aid group before assigning training. A certificate obtained for a lower group may not be sufficient if the Italian workplace falls into Group A. The classification should be documented and aligned with the DVR and with the company’s actual activities in Italy.

Fire safety officers and emergency fire management

Fire prevention and emergency fire management are regulated by Article 46 of Legislative Decree No. 81/2008 and by the Ministerial Decree of 2 September 2021, which defines criteria for fire safety management in workplaces and the characteristics of the specific fire prevention and protection service.

The employer must adopt suitable measures to prevent fires and protect workers in case of fire. This includes appointing workers responsible for fire prevention, firefighting and evacuation procedures, and ensuring that they receive adequate training and updates.

The fire safety organisation must be based on the fire risk level of the activity. For companies with simple office environments, the arrangements may be relatively straightforward. For warehouses, industrial sites, laboratories, production areas, locations with flammable substances or workplaces open to the public, the requirements may be more complex.

Fire safety training levels

The Ministerial Decree of 2 September 2021 sets out specific fire safety training and refresher courses for workers assigned to fire prevention, firefighting and emergency management duties. The training content must be linked to the activity level identified by the employer.

In practical terms, fire safety officer training is organised into three levels. Level 1 activities require a 4-hour training course, Level 2 activities require an 8-hour course, and Level 3 activities require a 16-hour course. Refresher training is required at least every five years, with duration and content depending on the level.

Theoretical parts may use certain innovative learning methods under the limits provided by the decree, but practical exercises are a key component of fire safety training. Companies should verify the admissible delivery method before relying on online or group-level training platforms.

Emergency plan, evacuation procedures and drills

Emergency procedures must be proportionate to the workplace and to the risks identified. In many cases, companies must prepare a written emergency plan describing the actions to be taken in case of fire or other emergency, the evacuation procedures, the roles of emergency team members and the instructions for workers and visitors.

The Ministerial Decree of 2 September 2021 also regulates emergency management during normal operation and in emergency conditions. Where a written emergency plan is required, workers must normally participate in fire drills at least annually. Even when the legal requirements are simpler, companies should ensure that emergency instructions are understandable and operational.

For foreign companies with small offices in Italy, this point is often underestimated. Emergency procedures should not be copied from headquarters without adapting them to the Italian location, building layout, assembly point, alarm system, emergency exits, visitors and local emergency contacts.

Appointment letters and internal records

Emergency roles should be documented through formal appointment letters or equivalent traceable records. These documents should identify the appointed worker, the role assigned, the workplace or site covered, the date of appointment and the relevant training path.

Companies should retain training certificates, refresher dates, emergency plan versions, fire drill records, first aid equipment checks, fire extinguisher and safety equipment maintenance evidence, and any communications relevant to emergency organisation.

This documentation is important not only for inspections. It is also useful for internal control, client audits and business continuity. If the emergency organisation depends on a person who has left the company or changed role, the documentation should be updated promptly.

Emergency coverage in multi-site and hybrid organisations

Many international companies operate in Italy with small teams, hybrid work patterns, shared offices, warehouses, project sites or multiple local premises. In these cases, emergency coverage must be evaluated carefully.

A single appointment at company level may not be sufficient if workers are distributed across different sites. Each workplace should have adequate coverage during the periods in which workers are present. If shifts, part-time arrangements, remote working or travel affect availability, the company should appoint and train enough people to maintain realistic coverage.

Where the company operates in a shared building or serviced office, the building’s emergency arrangements can support local management, but they do not automatically remove the employer’s duties under Italian occupational health and safety law. The company should understand how building-level procedures interact with its own obligations.

How emergency teams interact with DVR, training and RSPP

Emergency management should not be treated as a separate administrative task. It is connected with the DVR, the RSPP, worker training, fire risk assessment, first aid organisation and workplace procedures.

The RSPP supports the employer in identifying emergency measures and in aligning them with the risk assessment. The occupational physician may be involved where health surveillance or specific worker limitations affect emergency arrangements. The RLS should be consulted in the matters provided by law, including emergency organisation and training planning.

For this reason, the emergency team should be part of the company’s wider Italian compliance system. Appointment letters, training records and emergency procedures should be coherent with the DVR and with the real organisation of the workplace.

Common mistakes made by foreign companies

A common mistake is assuming that the landlord or building manager is responsible for all emergency obligations. Building management is relevant, but the employer must still organise emergency measures for its workers.

A second mistake is appointing emergency team members without checking whether their training is correct and still valid. Appointment without proper training is not a complete compliance measure.

A third mistake is using global fire safety or first aid training without verifying whether it meets Italian legal requirements for duration, content, practical exercises, documentation and update frequency.

Another frequent issue is failing to maintain coverage across shifts, absences or multiple sites. If the only trained person is not present, the emergency organisation may be ineffective.

Finally, companies sometimes forget to update emergency appointments after resignations, internal transfers, new premises, new activities or changes in fire risk level.

Practical compliance checklist

Foreign companies operating in Italy should verify whether first aid and fire safety officers have been formally appointed, whether the number of appointees is adequate, whether the workplace has been correctly classified for first aid and fire safety purposes, and whether training and refresher courses are complete and traceable.

They should also check whether emergency procedures are adapted to the Italian location, whether evacuation instructions are available and understandable, whether drills are carried out where required, and whether first aid equipment and fire safety equipment are properly maintained.

This review should be repeated when the company opens a new site, changes premises, introduces new activities, increases headcount, changes shifts, reorganises teams or receives new requirements from clients or authorities.

Training summary

FAQ

Are emergency teams mandatory for every company in Italy?

Yes. The employer must designate workers responsible for emergency measures, including first aid, fire prevention, firefighting and evacuation, according to Legislative Decree No. 81/2008.

How many first aid or fire safety officers must a company appoint?

Italian law does not provide one fixed number for every company. The number must be adequate to the workplace, risks, size, shifts, layout and organisation. Companies should ensure realistic coverage when workers are present.

Can the employer appoint only one emergency team member?

Only if this is adequate in practice. In many cases, appointing only one person is risky because absences, holidays, remote work or multiple sites may leave the workplace without coverage.

Can emergency team training completed abroad be used in Italy?

Not automatically. The company must verify whether the foreign training is equivalent to Italian requirements in terms of legal basis, duration, content, practical exercises, documentation and update frequency.

What is the difference between first aid officers and fire safety officers?

First aid officers manage the first organisational response to injuries or sudden illness at work. Fire safety officers support fire prevention, firefighting and evacuation procedures. The roles require different training paths.

How often must first aid training be updated?

First aid refresher training is required every three years, at least for practical intervention skills. The duration depends on whether the company is Group A or Groups B/C under Ministerial Decree No. 388/2003.

How often must fire safety training be updated?

Fire safety officers must receive refresher training at least every five years according to the Ministerial Decree of 2 September 2021.

Do office-based companies need emergency teams?

Yes. Even office-based companies must organise emergency measures. The level of complexity may be lower than in industrial environments, but first aid and fire safety appointments and training are still relevant.

Does a serviced office or shared building remove the employer’s duties?

No. Building-level emergency arrangements may support the company, but the employer must still manage its own obligations for employees working in Italy.

Should emergency roles be included in the DVR?

Emergency organisation should be coherent with the DVR and with the risks identified. The DVR and related procedures should show how emergency measures are organised for the workplace.

Are appointment letters necessary?

Formal appointment letters or equivalent traceable records are strongly recommended and are commonly expected during audits and inspections. They help demonstrate that roles have been assigned and communicated.

What should a foreign company check first?

The company should check the Italian workplace risk profile, first aid group, fire activity level, number of sites, working hours, existing appointments, training certificates and expiry dates.

How Frareg can support foreign companies

Frareg supports companies with employees or operating units in Italy in organising emergency teams, defining first aid and fire safety requirements, preparing appointment letters, planning training and checking documentation for audits or inspections.

For international companies, the objective is to make emergency management clear, traceable and aligned with Italian law, while integrating it with the company’s global HSE, HR and facility management processes.