Fire Risk Assessment: UK Legal Requirements Step-by-Step

Fire safety is one of the most critical aspects of managing any business premises. Whether you're running an office, retail space or warehouse, conducting a comprehensive fire risk assessment is a legal requirement that can save lives.

In this blog, we'll walk you through everything you need to know about fire risk assessments in the UK.

What is a Fire Risk Assessment?

A fire risk assessment is a systematic evaluation of your premises to identify potential fire hazards, assess the risks to people and determine what fire safety measures you need to put in place to protect lives and property.

The assessment involves examining all aspects of your premises, from potential ignition sources and combustible materials to evacuation routes and fire-fighting equipment. The goal is to eliminate or reduce fire risks to an acceptable level and create a clear plan for responding to fire emergencies.

Legal Requirements: The Regulatory Reform (Fire Safety) Order 2005

The primary legislation governing fire safety in England and Wales is the Regulatory Reform (Fire Safety) Order 2005.

Who is the Responsible Person?

Under the Fire Safety Order, the "responsible person" must carry out and regularly review a fire risk assessment. This is usually the employer (if the workplace is under their control), the building owner or landlord. In multi-occupied buildings, there may be several responsible persons, each accountable for different areas. Coordination and cooperation between responsible persons is legally required.

What Premises are Covered?

The Fire Safety Order applies to virtually all non-domestic premises in England and Wales, including:

Workplaces (offices, factories, shops and warehouses).
Premises providing accommodation (hotels, hostels or boarding houses).
Public buildings (schools, hospitals or community centres).
Places of assembly (restaurants, pubs or entertainment venues).

The Order does not apply to single private dwellings (individual family homes).

Recent Changes: Fire Safety Act 2021 and Building Safety Act 2022

Recent legislation has strengthened fire safety requirements. The Fire Safety Act 2021 clarified that external walls, flat entrance doors and building structures must all be included in fire risk assessments. Meanwhile, the Building Safety Act 2022 (Section 156) introduced additional duties for responsible persons, including enhanced record-keeping and information sharing when premises change ownership.

The Five-Step Fire Risk Assessment Process

The UK Government recommends a five-step approach to conducting fire risk assessments:

Step 1: Identify Fire Hazards

A fire needs three elements to start (the "fire triangle"): fuel, heat (ignition source) and oxygen. Your first task is to identify potential sources of ignition and fuel.

Sources of Ignition:

Electrical equipment (faulty wiring, overloaded sockets or damaged appliances).
Heating systems (boilers, radiators or space heaters).
Cooking equipment (commercial kitchens or staff break rooms).
Smoking materials (if smoking is permitted).
Naked flames (candles, welding equipment or blowtorches).
Hot work (grinding, cutting or welding).
Arson (deliberate fire-setting, particularly in accessible areas).

Sources of Fuel (Combustible Materials):

Furniture, fixtures and fittings.
Paper, cardboard and packaging materials.
Textiles (curtains, upholstery or carpets).
Flammable liquids (cleaning products, paints or solvents).
Gases (LPG cylinders, natural gas supplies).
Waste materials (rubbish bins).
Stored goods and stock.

Oxygen Sources:

Normal air contains sufficient oxygen for fire.
Oxygen cylinders or enriched atmosphere environments.
Ventilation systems that could spread fire.

For guidance on managing hazardous substances, see our article: COSHH Explained

Step 2: Identify People at Risk

Consider who uses your premises and how they might be affected by a fire.

People to consider:

Employees – Including those working alone or in isolated areas.
Visitors and customers – Who may be unfamiliar with the premises.
Contractors and maintenance workers – Temporary occupants who may not know emergency procedures.
Vulnerable individuals requiring special consideration:
- People with disabilities (mobility, hearing or visual impairments).
- Elderly persons.
- Children and young people
- Pregnant women.
- People who don't speak English as a first language.
- Anyone working night shifts or in remote areas.

Location considerations:

People in areas remote from exits.
People in upper floors or basements.
People in sleeping accommodation.
People working with hazardous materials.
People in areas with complex layouts.

Step 3: Evaluate, Remove or Reduce the Risks

Once you've identified hazards and people at risk, evaluate the level of risk and take action to eliminate or reduce it.

Risk Evaluation:

Ask yourself:

What is the likelihood of a fire starting?
How serious would the consequences be?
Are current fire safety measures adequate?
What additional measures are needed?

Actions to Reduce Fire Risk.

Remove or Reduce Ignition Sources:

Conduct regular electrical testing (PAT testing for portable appliances).
Implement a "no smoking" policy or designate safe smoking areas.
Control hot work through permit systems.

Remove or Reduce Fuel Sources:

Minimise combustible materials where possible.
Store flammable liquids in appropriate cabinets.
Implement good housekeeping.
Use fire-resistant materials for furnishings where appropriate.
Keep fire doors and compartments clear.

Implement Fire Safety Measures.

Detection and Warning:

Install and maintain an appropriate fire alarm system.
Consider automatic detection systems (smoke, heat detectors).
Test fire alarms weekly.
Provide manual call points at exit routes.

Means of Escape:

Provide adequate escape routes from all areas.
Mark escape routes with clear fire exit signs.
Keep escape routes unobstructed at all times.
Provide emergency lighting on escape routes.
Install fire doors to protect escape routes.
Provide alternative escape routes where possible.

Create Personal Emergency Evacuation Plan, an emergency plan for individuals who cannot evacuate a building on their own during a fire. FREE PEEP TEMPLATE.

Fire-Fighting Equipment:

Provide appropriate fire extinguishers based on fire risks.
Maintain extinguishers.
Consider automatic suppression systems in high-risk areas.
Train staff in safe extinguisher use.

Fire Safety Management:

Appoint competent fire marshals.
Develop comprehensive fire emergency procedures.
Provide fire safety information to all occupants.
Conduct regular fire drills (at least annually or more frequently in high-risk premises)
Establish maintenance schedules for all fire safety equipment
Keep clear records of testing, maintenance and drills

Step 4: Record Your Findings, Prepare an Emergency Plan and Provide Training

Recording Requirements:

You must keep a written record of your fire risk assessment if you employ five or more people, though it's best practice regardless of size. Your record should include:

Date of assessment and reviewer's details.
Significant findings and people at risk.
Existing fire safety measures.
Any additional measures required.
Action plan with responsibilities and timescales.
Emergency plan and evacuation procedures.
Training records.

Emergency Fire Action Plan:

Your emergency plan should cover:

Action on discovering a fire (raise the alarm, evacuate, call 999).
Action on hearing the fire alarm (evacuation procedures).
Assembly point locations.
Roll call procedures.
Responsibilities of fire wardens/marshals.
Procedures for evacuating vulnerable persons.
Arrangements for fighting fire (if safe to do so).
Liaison with emergency services on arrival.

Training Requirements:

All staff should receive fire safety training, including:

What to do if they discover a fire.
How to raise the alarm.
Evacuation procedures and routes.
Assembly point locations.
Not to take risks fighting fires.
Not to re-enter the building.

Fire wardens/marshals need additional training on:

Their specific responsibilities.
Using fire-fighting equipment.
Assisting with evacuation.
Liaising with emergency services.
Conducting fire safety checks.

Training should be provided on induction, refreshed regularly (at least annually) and updated when circumstances change. Get in touch for Fire Marshal Training.

Step 5: Review and Update Regularly

Fire risk assessments are not one-off exercises. You must review your assessment regularly to keep it up to date.

When to review:

At least annually as good practice.
After any significant changes to the premises.
Following changes to use or occupancy (new activities or increased numbers).
Following a fire or near-miss incident.
After changes to staff or management.
When enforcement authorities identify issues.

What to check:

Are control measures still effective?
Have new hazards been introduced?
Have working practices changed?
Is equipment being properly maintained?
Are staff following procedures?
Have there been any incidents or false alarms?

Who Can Conduct a Fire Risk Assessment?

In some cases, you can carry out the fire risk assessment yourself using government-published guidance. The Fire Safety Order requires that the person conducting the assessment is "competent," which means having sufficient training, experience, knowledge and other qualities to understand fire safety principles, identify fire hazards, recognise appropriate fire safety measures and know when to seek specialist advice.

For most premises, appointing a professional fire risk assessor is advisable.

Learn more about competence: The Role of a Competent Person in Health and Safety

Fire Safety in Different Types of Premises

Fire risks vary significantly depending on your type of premises. The government has published specific guidance for:

Each guide provides tailored advice for specific fire risks and appropriate control measures.

Common Fire Safety Failures

1. Inadequate or Blocked Escape Routes

Fire exits locked or obstructed.
Insufficient escape route capacity.
Escape routes passing through high-risk areas.
No alternative means of escape.

2. Poor Fire Door Management

Fire doors wedged open.
Self-closing devices removed or damaged.
Gaps around door frames.

3. Defective Fire Detection and Alarms

No alarm system or inadequate coverage.
Lack of regular testing.
Batteries not replaced.
System not suited to the premises.

4. Absent or Inadequate Fire-Fighting Equipment

No extinguishers provided.
Wrong type for the fire risks.
Not maintained.
Obstructed or not readily accessible.

5. Lack of Staff Training

No fire safety induction.
Staff unaware of emergency procedures.
No fire drills conducted.
Fire marshals not trained.

6. Poor Housekeeping

Accumulation of combustible waste.
Flammable materials not properly stored.
Electrical equipment left on unnecessarily.
Arson risks not addressed.

Creating a Positive Fire Safety Culture

Compliance goes faster when fire safety is embedded in your organisational culture. Leadership commitment starts with management visibly prioritising fire safety, allocating adequate resources to fire safety measures and including fire safety in business planning.

Staff engagement is equally important, involve staff in fire safety decisions, encourage reporting of fire hazards, reward good fire safety behaviour and make fire safety training engaging and relevant. Clear communication through prominently displayed fire action notices, accessible fire safety information in multiple languages where necessary and regular updates and reminders keeps everyone informed.

How We At DuoDynamic Safety Can Help?

We provide comprehensive fire safety support tailored to your specific premises and risks. Our services include:

Fire Risk Assessments
Fire Safety Training
Fire Marshall Training
Ongoing Support

Get in touch today for a no-obligation discussion about your fire safety needs.

Frequently Asked Questions (FAQs)

Do I need a fire risk assessment for my business?

Yes, if you have any responsibility for a building or part of a building (other than a single private home), you must have a fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. This applies to employers, building owners, landlords, occupiers and anyone else with control of premises.

How often should a fire risk assessment be reviewed?

There's no fixed legal timeframe, but you should review your fire risk assessment regularly and whenever significant changes occur. Best practice is to review annually as a minimum. You must review immediately if there are changes to the premises (alterations, change of use), new equipment or processes, increased occupancy, following a fire or near-miss or when enforcement authorities identify issues. Regular reviews keep your assessment current and effective.

Can I do my own fire risk assessment?

Yes, if you feel competent to do so. The Fire Safety Order requires the person conducting the assessment to be "competent," meaning they have sufficient training, experience, knowledge and skills. For small, straightforward premises with low fire risk, using government guidance may be sufficient. For larger, more complex or higher-risk premises, appointing a professional fire risk assessor is advisable. If you're unsure, seek professional support.

Who should I appoint as a fire warden or fire marshal?

Fire wardens (also called fire marshals) are responsible for specific fire safety duties. You should appoint reliable, responsible employees who can remain calm under pressure, are familiar with the premises layout, can assist with evacuations, are available during all occupied hours and receive appropriate training (we can help you here). The number of fire wardens depends on your premises size, occupancy levels, layout complexity and shift patterns. Larger premises need multiple fire wardens to achieve adequate coverage.

Key Takeaways

Fire risk assessments are a legal requirement under the Regulatory Reform (Fire Safety) Order 2005 for all non-domestic premises.
The responsible person (usually the employer, owner or occupier) must carry out and regularly review the assessment - You can appoint an external advisor.
Follow the five-step process: identify fire hazards, identify people at risk, evaluate and reduce risks, record findings and plan, review regularly.
Keep a written record of your assessment, emergency plan and actions taken.
Fire wardens/marshals should be appointed and trained to assist with fire safety management.
Staff training - all employees should know what to do in case of fire.

Need expert help with your fire risk assessment or fire safety training? Contact DuoDynamic Safety Solutions today for professional support from qualified fire safety specialists.

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