How to Carry Out a Fire Risk Assessment
A step-by-step guide for responsible persons in GB and Irish premises
Key takeaways
- ·The Regulatory Reform (Fire Safety) Order 2005 (RRO) requires a "responsible person" to carry out a suitable and sufficient fire risk assessment for all non-domestic premises.
- ·A fire risk assessment has five steps: identify fire hazards, identify people at risk, evaluate and reduce risk, record and plan, and review.
- ·In premises where 5 or more people are employed, or where a licence is required, the significant findings must be recorded in writing.
- ·In Ireland, the Fire Services Acts and FSRA 2009 impose equivalent duties through the local fire authority and building owners.
- ·A fire risk assessment is not a one-off exercise — it must be reviewed whenever there is a significant change to the premises or if there is a reason to believe it is no longer valid.
What is a fire risk assessment?
A fire risk assessment is the systematic evaluation of a premises to identify sources of ignition, fuel and oxygen; the people at risk from fire; and the adequacy of existing fire safety measures. It is the cornerstone of fire safety management under the Regulatory Reform (Fire Safety) Order 2005 (RRO) and is required for virtually all non-domestic premises in Great Britain.
The "responsible person" is the person on whom the duty falls. This is typically the employer, the building owner, the occupier, or the person who has control of the premises (RRO art 3). Where there are multiple responsible persons — for example, different occupiers in a multi-tenancy building — each is responsible for the parts of the premises under their control, and they must cooperate with each other (RRO art 22).
A fire risk assessment does not require a formal qualification, but the person carrying it out must be competent — meaning they have sufficient training, experience and knowledge to carry out the assessment properly. For complex premises (hospitals, high-rise buildings, heritage buildings), a specialist fire risk assessor is typically necessary. For a simple single-storey office, a suitably trained facilities manager may be sufficient.
Legal requirements in Great Britain and Ireland
Requires the responsible person to make a suitable and sufficient assessment of the fire risks to which employees and others who may be present in or in the vicinity of the premises are exposed. In premises with 5 or more employees, or where a licence is required, the significant findings must be recorded in writing.
Requires the responsible person to take appropriate measures for fire-fighting and for detecting fire. Emergency routes and exits must be kept clear and must lead as directly as possible to a place of safety.
Place a duty on persons having control over premises to take all reasonable measures to guard against fire and to ensure that means of escape are maintained. Local fire authorities enforce fire safety in Ireland and have powers of inspection and improvement notice.
How to carry out a fire risk assessment
Identify the fire hazards
A fire requires three elements: a source of ignition, fuel, and oxygen. Walk through the premises and identify each: sources of ignition (electrical equipment, heating systems, cooking equipment, hot work, smoking areas, deliberate or accidental ignition sources); fuel sources (furniture, rubbish, paper and cardboard storage, flammable liquids and gases, textiles, wall and ceiling linings, displays); and sources of oxygen (natural ventilation through windows and doors, mechanical ventilation, oxygen cylinders).
Pay particular attention to: electrical equipment left on overnight; accumulations of rubbish or recyclable materials; storage of flammable liquids without proper controls; areas where hot work is conducted; smoking areas and the disposal of smoking materials; and kitchens and cooking equipment. Note any deficiencies in existing controls — fire doors wedged open, escape routes obstructed, fire extinguishers missing or out of date.
Identify people at risk
Identify all the people who may be at risk if a fire breaks out, and consider their specific vulnerabilities. Groups to consider: employees in the premises and what they will be doing at different times of day; visitors, customers and members of the public; contractors and maintenance workers who may be unfamiliar with the layout; people who may be particularly vulnerable in a fire — those with mobility impairments, hearing or visual impairments, or cognitive impairments; people in areas with increased risk (sleeping accommodation, areas with high fuel loads, isolated areas); and lone workers or security staff working at night when the building is otherwise unoccupied.
For each group, consider: how quickly they could be warned of a fire; how quickly they could evacuate; whether they know the emergency procedures; and whether the escape routes are suitable for their needs.
Evaluate the risks and implement controls
For each hazard and group of people at risk, evaluate the likelihood of a fire starting and the likely consequences if one did. Then consider what can be done to reduce the risk. The hierarchy of control applies to fire safety as much as general safety: eliminate the hazard if possible (remove unnecessary fuel sources, replace ignition sources with safer alternatives); reduce the risk (install appropriate detection and suppression, improve compartmentation, upgrade escape routes); and manage residual risk (training, procedures, monitoring).
Evaluate the adequacy of existing measures: Are fire detection and alarm systems appropriate and maintained? Are escape routes clearly signed, kept clear, and adequate in number and width? Are fire doors in place where required and are they working correctly? Is there appropriate fire-fighting equipment (extinguishers, hose reels, sprinklers) and is it maintained? Are emergency lighting and fire safety signs in place? Is there a written emergency evacuation plan?
Record, plan and train
Record the significant findings of the assessment in writing (required where 5 or more employees or a licence exists). The record should cover: the hazards identified, the people at risk, the existing controls and their adequacy, additional actions required (with owner and deadline), the emergency plan, and the date of the assessment and review. An emergency evacuation plan should be prepared and shared with all staff. It must cover: the alarm signal and how to raise the alarm; evacuation routes and assembly point; who is responsible for sweeping the building and checking toilets, meeting rooms and accessible areas; roll call procedures; and who contacts the fire service.
All staff must be trained in the emergency plan. The training must be reinforced by fire drills — at least one per year for most premises, more frequently for high-risk premises or where there has been significant staff turnover.
Review and maintain
A fire risk assessment must be reviewed regularly and whenever there is reason to believe it is no longer valid (RRO art 9(3)). Triggers for review: a significant change to the premises (layout, use, occupancy); significant changes to work activities (new processes, new materials, new equipment); a fire or near miss; a change to the relevant staff (new responsible person); new guidance or legislation; or following a fire authority inspection.
The review must be recorded with a date. All fire safety measures — detection systems, extinguishers, fire doors, emergency lighting, escape route signage — must be regularly maintained and tested. Records of maintenance and tests must be kept; these will be requested by the fire authority if they inspect.
Fire risk assessment checklist
- All sources of ignition identified and evaluated
- All fuel and oxygen sources identified
- All people at risk identified including vulnerable groups
- Fire detection and alarm system appropriate and maintained
- Escape routes clear, adequate, and signed
- Fire doors in place and working (not wedged open)
- Emergency lighting and fire safety signs installed
- Fire-fighting equipment appropriate, accessible and in test date
- Written emergency evacuation plan in place
- All staff trained and fire drill carried out in last 12 months
- Significant findings recorded in writing
- Actions required assigned to named owners with deadlines
- Maintenance records for all fire safety systems kept on file
- Review date set and diarised
Common mistakes to avoid
Not recording the assessment in writing
For premises with 5 or more employees, written recording is a legal requirement under RRO art 9(7). Without a written record, you cannot demonstrate compliance if inspected by the fire authority.
Treating a completed assessment as permanent
A fire risk assessment must be reviewed following significant changes to the premises or work activity. An assessment carried out five years ago for a different layout and occupancy level is not suitable and sufficient today.
Assuming someone else is responsible
In multi-occupancy premises, each responsible person is responsible for their own area. Assuming the building owner or another tenant has carried out a comprehensive assessment covering your area creates compliance gaps.
Not testing emergency procedures
A written emergency evacuation plan that has never been drilled will not work in an actual emergency. At minimum one fire drill per year is required; this must be realistic and timed.
Blocking or propping open fire doors
Fire doors are a primary means of containing a fire and protecting escape routes. A fire door wedged open with a fire extinguisher negates its function entirely. This is among the most common fire safety enforcement findings.
GB and Ireland: key differences
RRO 2005 is enforced by local fire and rescue services (not HSE, except for certain premises). Fire authorities can issue alterations notices, enforcement notices, and prohibition notices. There is no requirement to submit the fire risk assessment to the fire authority, but it must be available on inspection.
The Fire Services Acts 1981 and 2003 are enforced by local fire authorities (county and city councils). A fire safety certificate is required for new buildings and certain change of use applications. The fire authority can serve an enforcement notice or a prohibition notice where fire safety is inadequate.
OSHA 29 CFR 1910.157 requires fire extinguisher maintenance and training. NFPA 1 (Fire Code) and NFPA 101 (Life Safety Code) provide comprehensive fire safety requirements. Local fire departments enforce fire codes. There is no single federal equivalent to the RRO — fire safety is primarily a state and local matter.