Fire Risk Assessment: UK Legal Duties & Best Practice

A fire risk assessment is a legal requirement for virtually all UK businesses and organisations, designed to identify potential fire hazards and protect people from harm. Every responsible person must carry out and regularly review a fire risk assessment of their premises to identify what needs to be done to prevent fire and keep people safe.

This systematic evaluation goes beyond simply checking fire extinguishers. It examines everything from emergency escape routes to vulnerable people who might need extra help during an evacuation. The assessment must be documented in writing and forms the foundation of a building's entire fire safety strategy.

Whether managing an office, shop, factory, or care home, understanding fire risk assessments can prevent tragedy and ensure legal compliance. The process follows five clear steps that any competent person can learn, though complex premises may require professional expertise.

Key Takeaways

• Fire risk assessments are legally required for all UK business premises and must be documented in writing
• The assessment follows five steps: identify hazards, identify people at risk, evaluate risks, record findings, and review regularly
• Property owners can conduct assessments themselves using official guides or hire qualified professionals for complex buildings

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Fire Risk Assessment Template

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What Is a Fire Risk Assessment?

A fire risk assessment is a legally required inspection that evaluates the fire safety of a building. This systematic process identifies potential fire hazards, evaluates risks to people, and determines measures to eliminate or reduce those risks.

Purpose and Scope

The primary purpose of a fire safety risk assessment is to protect lives and property by identifying fire hazards before they cause harm. Every business in the UK must conduct these assessments regardless of size or industry.

A comprehensive assessment covers five key steps:

1. Identify fire hazards - spotting ignition sources like faulty electrical equipment
2. Identify people at risk - considering all occupants and visitors
3. Evaluate and reduce risks - implementing control measures
4. Record findings - creating emergency plans and training programmes
5. Review regularly - updating assessments as circumstances change

The assessment must consider emergency routes, fire detection systems, firefighting equipment, and vulnerable people. It also addresses staff training and information provision to ensure everyone knows how to respond in an emergency.

Types of Premises Covered

Fire risk assessments apply to all non-domestic premises and buildings with shared areas. HMOs require assessments under the Regulatory Reform (Fire Safety) Order 2005.

The UK government provides specific assessment guides for different premises:

Each premises type faces unique fire risks requiring tailored assessment approaches. Large assembly venues holding over 300 people need different considerations than small offices.

Key Terminology

Understanding fire risk assessment terminology helps property owners fulfil their legal duties effectively.

The responsible person carries out and reviews fire risk assessments. This person could be an employer, building owner, or occupier who controls the premises.

A competent person assists with assessments when the responsible person lacks expertise. Professional risk assessors have appropriate qualifications in fire safety regulations.

Fire hazards include ignition sources, combustible materials, and structural features that could start or spread fire. Common hazards include electrical faults, heating equipment, and poor housekeeping.

People at risk encompasses everyone who might be present during a fire. This includes employees, visitors, contractors, and vulnerable individuals who may need assistance evacuating.

Legal Obligations and Compliance

UK fire safety law creates clear duties for property owners and managers through the Regulatory Reform (Fire Safety) Order 2005. Specific people are legally responsible for conducting fire risk assessments, and failure to comply can result in serious penalties including unlimited fines and imprisonment.

Regulatory Reform (Fire Safety) Order 2005

The Regulatory Reform (Fire Safety) Order 2005 serves as the main fire safety legislation in England and Wales. This Order makes fire risk assessments a legal requirement for most buildings.

The Order applies to:

• All workplaces
• Common areas of buildings with two or more flats
• Hotels and guest houses
• Care homes and hospitals
• Schools and offices

Key legal duties include conducting regular fire risk assessments and recording significant findings. Property owners must also implement fire safety measures based on assessment results.

The Fire Safety Act 2021 expanded the Order's scope. External walls, flat entrance doors, and building structures must now be included in assessments. The Fire Safety (England) Regulations 2022 added further requirements for certain residential buildings.

Who Is Responsible

The Responsible Person carries the legal duty to arrange fire risk assessments. This person is usually the building owner, employer, or anyone with control over the premises.

In workplaces, employers typically hold responsibility. For rented properties, landlords are usually the Responsible Person for common areas. Property managers may also take on these duties through formal agreements.

Fire risk assessments must be conducted by a competent person with proper training and experience. The competent person can be the Responsible Person themselves or an external specialist.

Multiple people may share responsibilities in complex buildings. Each person remains accountable for their specific areas of control.

Penalties for Non-Compliance

Failing to meet fire safety obligations can result in criminal prosecution. Courts can impose unlimited fines on organisations that breach the Fire Safety Order.

Individual Responsible Persons face:

• Unlimited fines
• Up to two years imprisonment
• Criminal records

Serious cases involving death or injury carry harsher sentences. The courts consider factors like the level of risk created and whether previous warnings were ignored.

Enforcement bodies include Fire and Rescue Authorities and the Health and Safety Executive. These organisations conduct inspections and investigate complaints.

Insurance claims may be rejected if proper fire risk assessments were not completed. This can leave businesses facing significant financial losses after fire incidents.

The Five Steps of Fire Risk Assessment

A proper fire risk assessment follows five key steps to ensure comprehensive workplace safety. These steps systematically identify potential ignition sources and combustible materials, determine which individuals face the greatest danger, and establish effective control measures to prevent fires from starting or spreading.

Identifying Fire Hazards

Fire hazards fall into two main categories: ignition sources and combustible materials. Identifying these hazards requires examining electrical equipment, smoking areas, heating systems, and cooking facilities.

Common ignition sources include:

• Faulty electrical equipment and trailing leads
• Heating systems and portable heaters
• Hot work processes like welding and grinding
• Smoking materials and matches
• Cooking equipment and ovens

Combustible materials present risks when stored improperly:

• Paper, cardboard, and packaging materials
• Cleaning chemicals and flammable liquids
• Furniture and soft furnishings
• Waste bins and rubbish accumulation

Arson represents a significant external threat. Premises must have adequate security measures to prevent unauthorised access. Combustible materials should be stored away from building exteriors in purpose-built compounds.

Housekeeping standards directly impact fire prevention. Poor maintenance allows combustible materials to accumulate near ignition sources. Regular cleaning schedules and proper storage protocols reduce these risks considerably.

Recognising People at Risk

Everyone in a building faces potential fire risks, but certain groups require special consideration. Vulnerable individuals may need additional evacuation assistance or modified escape procedures.

High-risk groups include:

• Children who may panic or hide during emergencies
• Elderly persons with limited mobility or slower reactions
• Disabled individuals requiring wheelchair access or assistance
• Lone workers who may not receive immediate help
• Night staff working with reduced lighting and fewer people present

Visitors and customers present unique challenges. They lack familiarity with escape routes and emergency procedures. Clear signage and staff training become essential for their safety.

Occupancy levels affect evacuation planning. Buildings with high visitor numbers need wider escape routes and more exit points. Staff ratios must account for assisting vulnerable individuals during emergencies.

Temporary staff often receive inadequate fire safety training. They may not understand evacuation procedures or know the location of assembly points. Regular briefings ensure all workers understand their responsibilities.

Evaluating, Eliminating, and Reducing Risks

Risk evaluation examines existing fire safety measures and identifies gaps in protection. This process determines whether current controls adequately protect all building occupants from identified hazards.

Escape route assessment covers:

• Number and width of available exits
• Travel distances to nearest exits
• Stairway protection and fire doors
• Accessibility for disabled persons
• Emergency lighting adequacy

Fire detection and alarm systems require evaluation for:

• Coverage areas and detector placement
• Audibility throughout all areas
• Integration with emergency lighting
• Regular testing and maintenance schedules

Risk reduction strategies focus on separation principles. Keeping ignition sources away from combustible materials prevents fires from starting. Proper storage, regular maintenance, and staff training achieve this separation effectively.

Fire extinguisher placement depends on identified hazards and escape routes. Different extinguisher types suit specific fire classes. Staff need training on proper selection and safe usage techniques.

Emergency procedures must account for all identified risks and vulnerable persons. Regular fire drills test evacuation plans and identify potential improvements.

Documentation and Record-Keeping

Proper documentation forms the backbone of fire safety compliance, requiring written records of assessments, emergency procedures, and staff training. Fire safety records serve as legal proof of compliance during inspections and insurance claims.

Creating and Maintaining Fire Safety Risk Assessment Records

Businesses must keep a written record of their fire risk assessment to demonstrate legal compliance. This requirement applies to all organisations with five or more employees.

The written record should include several key elements:

• Fire hazards identified - All potential ignition sources and combustible materials
• People at risk - Staff, visitors, and vulnerable individuals
• Control measures implemented - Actions taken to reduce or eliminate risks
• Emergency procedures - Evacuation routes and assembly points
• Review dates - When the assessment will be updated

Records must be kept up-to-date and easily accessible. Fire safety documentation may determine compliance during audits or insurance claims.

The assessment should be reviewed regularly, particularly after any significant changes to the premises or operations. Updates ensure the record remains accurate and relevant.

Developing an Emergency Plan

An emergency plan outlines specific actions people must take during a fire incident. This plan forms part of the required documentation and must be clearly written and accessible.

Key components of the emergency plan include:

The plan should identify fire wardens or responsible persons who help coordinate evacuation. It must also specify procedures for different areas of the building.

Emergency plans require regular testing through fire drills. Documentation should record drill dates, participation rates, and any issues identified during practice evacuations.

Staff Training and Communication

Training records demonstrate that employees understand fire safety procedures and their responsibilities. These documents prove compliance with legal requirements for fire safety information and instruction.

Training documentation should cover:

• Induction programmes - Fire safety briefings for new employees
• Refresher training - Regular updates on procedures and equipment
• Specialist training - Additional instruction for fire wardens or safety officers
• Drill participation - Records of who attended evacuation exercises

Records must include training dates, attendee names, and topics covered. This information shows that staff receive adequate preparation to respond during emergencies.

Communication methods should ensure all employees receive fire safety information. This includes written procedures, safety notices, and verbal briefings during team meetings.

Selecting a Competent Fire Risk Assessor

Finding a qualified professional requires checking their credentials, experience, and certification status. The new BS 8674:2025 competency framework establishes clear standards for assessor competence levels.

Qualifications and Accreditation

A competent fire risk assessor must demonstrate relevant qualifications and professional membership. The Fire Sector Federation emphasises that individual competence is essential for effective assessments.

Key qualifications to look for include:

• Fire safety engineering degrees or equivalent technical qualifications
• Professional certifications in fire risk assessment
• Continuing professional development records
• Relevant work experience in similar building types

Professional membership organisations provide additional validation. The Institute of Fire Safety Managers (IFSM) registers qualified assessors who work as competent specialists in particular sectors.

Many assessors specialise in specific building types. Heritage buildings, hospitals, and construction sites require different expertise levels.

Choosing the Right Fire Risk Assessor

The BS 8674:2025 framework defines three competence levels matching building complexity and risk profiles.

Foundation Level assessors handle:

• Buildings under 11 metres high
• Occupancy of 60 people or fewer
• Simple layouts with escape routes under 30 metres
• Floor areas up to 200 square metres

Intermediate Level assessors manage:

• Buildings up to six storeys (18 metres)
• Up to 500 occupants
• More complex layouts
• Hotels, schools, and apartment blocks

Advanced Level assessors tackle:

• Hospital facilities
• Tower blocks
• Large public venues
• Complex fire safety systems

Business owners must match their assessor's competence level to their building's risk category. This ensures legal compliance and proper risk identification.

Third-Party Certification

Third-party certification schemes provide independent verification of assessor competence. However, only a minority of fire risk assessors currently hold recognised accreditation.

BAFE (British Approvals for Fire Equipment) operates certification schemes for fire risk assessors. Their registered assessors undergo regular competence reviews and continuing professional development.

IFSM registration offers another recognised standard. Members must demonstrate ongoing competence through annual assessments and training requirements.

FSF (Fire Sector Federation) maintains industry standards and promotes competent practice. They assumed responsibility for the Fire Risk Assessment Competency Council in 2016.

Property owners should verify certification status directly with issuing bodies. Online searches may show unaccredited providers alongside certified professionals.

Reviewing and Updating Your Fire Risk Assessment

Fire risk assessments require regular reviews to remain legally compliant and effective. Businesses must monitor their premises against their assessment to ensure fire risks stay controlled through systematic reviews, prompt responses to changes, and ongoing improvements.

When to Review

The law requires responsible persons to review fire risk assessments at least every 12 months under the Regulatory Reform (Fire Safety) Order 2005. This annual check ensures ongoing compliance and identifies new risks.

However, reviews may be needed more frequently depending on circumstances. High-risk premises or those with frequent changes require more regular monitoring.

Key review triggers include:

• Annual compliance checks
• After any significant incidents or near misses
• Following enforcement visits
• When insurance requirements change
• During business expansion or downsizing

Businesses with five or more employees must maintain written records of all reviews, including the date completed and any actions taken.

Responding to Changes in the Premises

Changes to premises can invalidate existing fire risk assessments if they affect fire precautions or introduce new hazards. Building alterations, layout changes, and equipment modifications all trigger review requirements.

Structural and operational changes requiring review:

• Building alterations or internal layout modifications
• Changes to furnishings, fixtures, or stock storage
• Failure of fire detection systems, alarms, or sprinklers
• New processes involving hazardous substances
• Significant increases in occupancy numbers

People-related factors include:

• Staff with mobility impairments or disabilities
• Changes in working patterns or shift arrangements
• New contractors or visitors accessing premises

Near misses or fire incidents require immediate reassessment to identify causes and prevent recurrence. Not every minor change needs documentation, but significant hazards must be controlled and recorded.

Continuous Improvement

Effective fire risk management involves ongoing monitoring rather than one-off assessments. Regular inspections help identify emerging risks before they become serious problems.

Monthly checks should include:

• Testing fire alarm systems and emergency lighting
• Inspecting escape routes for obstructions
• Checking fire doors close properly
• Verifying extinguisher locations and conditions

Quarterly reviews focus on:

• Staff training effectiveness and refresher needs
• Emergency evacuation procedure updates
• Equipment maintenance records
• Incident reporting and analysis

Documentation proves compliance and helps track improvements over time. Keep records of all inspections, maintenance, training, and corrective actions taken.

Technology can support continuous improvement through digital monitoring systems, automated alerts for maintenance schedules, and electronic record keeping that simplifies compliance tracking.

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