Fire can destroy a business in minutes and put lives at risk in seconds. That is why UK law requires most non-domestic premises to have a suitable fire risk assessment. It is not a tick-box exercise. A good assessment shows you where fires could start, who is at risk and whether your fire safety measures are good enough.
If you manage a workplace, a block of flats, a school or a public building, you may well be the "responsible person". This guide explains what that means and walks you through the main stages of a fire risk assessment in plain language.
Who Is the Responsible Person?
In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 applies to most non-domestic premises and the shared areas of multi-occupied residential buildings. Scotland and Northern Ireland have their own legislation with similar aims. Under the Order, the responsible person is usually the employer, or the owner or occupier in charge of the premises.
The responsible person must carry out and keep up to date a fire risk assessment, put in place appropriate fire precautions and make sure people know what to do in an emergency. If you employ five or more people, the premises are licensed or an alterations notice is in force, the significant findings must be recorded in writing. Many organisations record them regardless, because it is simply good practice.
Step 1: Identify Fire Hazards
Fires need three things: a source of ignition, fuel and oxygen. Look for each one in your premises.
Ignition sources: heaters, electrical equipment, cooking appliances, smoking areas, hot work and faulty wiring.
Fuel: paper, packaging, furniture, textiles, flammable liquids, gases and waste.
Oxygen: present in the air, but also added by ventilation systems or oxygen cylinders.
Pay attention to housekeeping. Overflowing bins, blocked corridors and stored combustibles near heat sources are some of the most common causes of preventable fires.
Step 2: Identify People at Risk
Consider everyone who could be affected, including employees, visitors, contractors and members of the public. Think about people who may need extra help to escape, such as those with mobility, hearing or visual impairments, people who are lone working, and anyone who sleeps on the premises. Where necessary, prepare personal emergency evacuation plans so that nobody is left behind.
Step 3: Evaluate, Remove or Reduce, and Protect
First, judge the risk of a fire starting and the risk to people if it does. Then act in this order: remove or reduce the hazards, and protect people from the risk that remains.
Common measures include:
Fire detection and alarm systems, designed and maintained to relevant British Standards.
Clear, well-lit escape routes and emergency lighting.
Fire doors that close properly and are never wedged open.
Appropriate extinguishers, with staff trained to use them.
Compartmentation that slows the spread of fire and smoke.
Clear signage so people can find exits quickly.
Do not forget the human side. A perfectly installed alarm is no use if staff ignore it or do not know where to assemble.
Step 4: Record, Plan, Inform, Instruct and Train
Write down what you have found and what you have done about it. Prepare an emergency plan that sets out what happens when the alarm sounds, who calls the fire service, who checks the premises and where people gather. Share the plan with everyone and provide induction training for new starters. Run fire drills at suitable intervals and record how they went, including evacuation times and any problems.
Appoint and train fire wardens or marshals where needed, and make sure their cover includes shifts, weekends and holiday periods.
Step 5: Review Regularly
Your assessment must reflect the premises as they are now, not as they were when it was written. Review it after any significant change, such as building work, a new layout, new processes, a change in the number of occupants or a fire or near miss. Even without changes, set a regular review date.
Routine Checks That Keep You Safe
A fire risk assessment is only as good as the day-to-day checks behind it. Typical routines include weekly alarm tests, regular emergency lighting checks, inspection of fire doors and extinguishers, and checks that escape routes are clear. Servicing by competent engineers should follow the schedules set by the relevant standards and the manufacturer.
Keeping on top of this is much easier with the right tools. Fire risk assessment software lets you complete assessments on a phone or tablet, log actions with owners and deadlines and keep a central record that is easy to produce during an inspection or audit.
Special Considerations for Different Premises
The risks look very different from one building to another. A restaurant kitchen has grease and heat. A warehouse has high-racked stock and forklift charging. A care home has residents who cannot evacuate unaided. Teams working in facilities management often look after many buildings at once, which makes consistent assessments, clear action tracking and reliable review dates especially important.
Common Mistakes
Using a generic template that does not reflect the actual building.
Not reviewing the assessment after layout or occupancy changes.
Letting actions drift with no owner or deadline.
Ignoring the needs of disabled people and visitors.
Skipping drills or failing to record them.
Allowing contractors to disable alarms without proper controls.
Final Thoughts
A thorough fire risk assessment protects people, property and your business continuity. Identify the hazards, think about who is at risk, put sensible precautions in place, train your people and review the whole picture regularly. With a clear process and the right tools, fire safety becomes manageable rather than overwhelming.