How to Do a Fire Risk Assessment: A Step-by-Step UK Guide

A fire risk assessment is a legal requirement for almost every UK workplace under the Regulatory Reform (Fire Safety) Order 2005. The responsible person, usually the employer, owner or occupier, must assess the fire risks in the premises, put precautions in place, and keep the assessment up to date. This guide explains how to carry out a fire risk assessment using the recognised five step approach.

Who must do a fire risk assessment

Under the Fire Safety Order, the responsible person for any non domestic premises in England and Wales must ensure a fire risk assessment is carried out. In a workplace this is normally the employer; in shared or rented premises it may be the owner, landlord or managing agent for common areas. Scotland and Northern Ireland have their own equivalent fire safety laws with similar duties. The duty applies regardless of the size of the business, including small offices, shops and salons.

If you employ five or more people, the significant findings of the assessment must be recorded. Even below that threshold, recording it is strongly advised as evidence that you have met your duty.

The five steps of a fire risk assessment

The HSE and fire authorities promote a five step approach that gives a thorough, structured assessment:

• Identify fire hazards: look for sources of ignition, sources of fuel, and sources of oxygen that could start or feed a fire.

• Identify people at risk: consider everyone who could be affected, including staff, visitors, contractors and anyone especially at risk.

• Evaluate, remove or reduce the risk: assess the likelihood and consequences of fire and put precautions in place to reduce the risk.

• Record, plan, inform, instruct and train: record your findings, prepare an emergency plan, and make sure people know what to do.

• Review: keep the assessment up to date and review it regularly and after any significant change.

Step 1: identifying fire hazards

Fire needs three things: ignition, fuel and oxygen. Look for sources of ignition such as electrical equipment, heaters, cooking, hot work, smoking and faulty wiring. Identify sources of fuel such as paper, packaging, waste, flammable liquids, furniture and textiles. Oxygen is always present in the air, but think about additional sources such as oxygen cylinders or air conditioning that could feed a fire. Reducing or separating these elements is the foundation of fire prevention.

Step 2: identifying people at risk

Everyone in or near the premises is at some risk in a fire, but some people are at greater risk and need particular consideration. This includes people who work alone or in isolated areas, people unfamiliar with the premises such as visitors and contractors, people with mobility, sensory or cognitive impairments, and anyone who may be near a specific fire hazard. Where individuals need help to evacuate, a personal emergency evacuation plan should be prepared.

Step 3: evaluate, remove or reduce

With the hazards and people identified, evaluate how likely a fire is and how serious the consequences could be, then act to reduce the risk. Remove or reduce ignition sources and combustible materials where you can, keep escape routes clear and protected, and ensure you have adequate fire detection and warning, suitable firefighting equipment, and emergency lighting and signage where needed. The goal is to prevent fire where possible and to ensure everyone can escape safely if one occurs.

Step 4: record, plan, inform and train

Record the significant findings of your assessment, including the hazards, the people at risk, and the precautions in place. Prepare a clear emergency plan covering how people will be warned, the escape routes and exits, the assembly point, and how the fire service will be called. Make sure staff are informed about the risks and trained in what to do, including induction for new starters and additional training for fire wardens. Regular fire drills test the plan and keep everyone familiar with it.

Step 5: keeping it up to date

A fire risk assessment is not a one off document. It must be reviewed regularly and whenever there is a significant change, such as building work, a change of use, new equipment or processes, a change in the number or needs of occupants, or after a fire or near miss. Treating the assessment as a living part of your fire safety arrangements, supported by routine fire checks and maintenance records, keeps your premises safe and your compliance current.

Do you need a professional to do it?

For many low risk premises, such as a small office or shop, a responsible person who is competent and takes the time to follow the five steps can carry out the fire risk assessment themselves, using available guidance. For larger, more complex or higher risk premises, or where you lack the time or confidence, it may be sensible to use a competent fire risk assessor. Whichever route you choose, the legal responsibility for ensuring the assessment is suitable and acted upon remains with the responsible person.

Frequently asked questions

• Is a fire risk assessment a legal requirement: Yes. The Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to ensure a fire risk assessment is carried out for non domestic premises.

• Who is responsible for the fire risk assessment: The responsible person, normally the employer, owner or occupier of the premises.

• What are the five steps of a fire risk assessment: Identify fire hazards, identify people at risk, evaluate and reduce the risk, record and plan, and review.

• Do I have to record my fire risk assessment: If you employ five or more people you must record the significant findings, and recording it is good practice for any business.

• Can I do my own fire risk assessment: For low risk premises a competent responsible person can, but complex or higher risk premises may need a professional fire risk assessor.

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