If you are the Responsible Person (RP) for a premises, you have a legal duty to take reasonable steps
to reduce the risk from fire and protect people who may be affected by a fire.
One of the most important parts of this responsibility is having a suitable and sufficient fire risk
assessment (FRA).
A fire risk assessment isn’t simply a document to have in a filing cabinet. It should be a working
document that helps you understand the risks within your premises, put appropriate precautions in
place and keep them under review.
What is a Fire Risk Assessment?
A fire risk assessment is a structured and methodical review of your premises and the activities carried
out there.
It identifies potential fire hazards, considers who could be at risk and determines what needs to be
done to prevent fire and protect people if a fire occurs.
A suitable and sufficient assessment should consider things such as:
- Sources of ignition, fuel and oxygen.
- People who may be at risk, including employees, customers, contractors and visitors.
- People who may be especially at risk, including disabled people and others who may require
- additional assistance.
- Fire detection and warning systems.
- Emergency escape routes and exits.
- Emergency lighting and fire safety signage.
- Fire-fighting equipment.
- The storage and use of dangerous substances.
- Fire safety procedures and emergency plans.
- Staff information, instruction and training.
- The maintenance of fire safety systems and precautions.
Who Needs a Fire Risk Assessment?
Under the Regulatory Reform (Fire Safety) Order 2005, the Responsible Person must carry out a
suitable and sufficient fire risk assessment where the Order applies.
The Responsible Person may be an employer, owner, landlord, occupier or another person who has
control of the premises. Where more than one Responsible Person has duties within the same
premises, they must cooperate and coordinate with one another.
This applies to a wide range of non-domestic premises, including:
- Shops and offices.
- Restaurants, cafés and pubs.
- Warehouses and industrial premises.
- Hotels and sleeping accommodation.
- Care and educational premises.
- Places of assembly.
- Other commercial and non-domestic premises
The size of your business does not remove the legal requirement. A small shop may have a much
simpler assessment than a large industrial site, but the Responsible Person still needs to consider the
risks relevant to their premises.
Government guidance specifically recognises that Responsible Persons for the simplest premises may
be able to complete their own assessment where they are competent and capable of doing so.
Why Your Fire Risk Assessment Must Be Suitable and Sufficient?
Simply having an FRA does not automatically mean you are complying with the law.
The assessment needs to properly reflect the premises, the people who use it and the activities taking
place.
For example, an assessment for a small office is unlikely to be suitable for a restaurant with commercial
cooking equipment, or a warehouse storing large quantities of combustible materials.
The assessment should identify the risks that actually exist and explain what measures are in place to
control them.
It should also be reviewed when circumstances change and kept under regular review. Government
guidance states that Responsible Persons must carry out and regularly review their fire risk assessment.
Why Your Fire Risk Assessment Should Be Recorded?
Changes introduced through the Building Safety Act 2022 strengthened the requirements around fire
safety management.
Responsible Persons are now required to record their fire risk assessment in full, rather than simply
recording the significant findings. This helps demonstrate how fire safety risks have been considered
and managed.
The assessment should therefore be readily available and used as part of the ongoing management of
fire safety within the premises.
If something changes — such as the layout, use of the premises, staffing levels, processes, equipment
or occupancy — the FRA should be considered and reviewed where necessary.
Who Should Carry Out the Assessment?
The legal responsibility remains with the Responsible Person.
You can carry out the assessment yourself if you have the necessary competence and understanding of
fire safety and the risks associated with your premises.
If you don’t have the necessary expertise or the premises are more complex or higher risk, you should
consider appointing a competent fire risk assessor to assist you.
If you appoint someone to help with your FRA, you should make sure they are competent for the type
and complexity of premises being assessed. Appointing an assessor does not remove the Responsible
Person’s legal responsibilities.
What Happens If You Don’t Have a Suitable Fire Risk Assessment?
Failing to comply with fire safety legislation can have serious consequences.
Fire and rescue authorities have enforcement powers where fire safety duties are not being met.
Depending on the circumstances and level of risk, this can include enforcement action and, where
necessary, restrictions on the use of premises.
Serious breaches can result in prosecution, significant financial penalties and imprisonment. Current
Government guidance states that major offences can attract unlimited fines and imprisonment of up
to two years.
More importantly, failing to identify and manage fire risks can put employees, customers, visitors and
other people at risk.
A Fire Risk Assessment Is More Than a Legal Requirement
A good FRA should be a practical tool for managing fire safety — not just a document produced to
satisfy an inspection.
It can help you:
- Identify fire hazards before they cause problems.
- Reduce the likelihood of a fire occurring.
- Identify weaknesses in your fire precautions.
- Protect employees, customers and visitors.
- Improve emergency arrangements.
- Reduce potential disruption to your business.
- Demonstrate that you are actively managing fire safety.
Simple issues identified through an assessment — such as blocked escape routes, poorly maintained
fire doors, inadequate testing or unsafe storage — can often be addressed before they become more
serious problems.
Fire Safety Is an Ongoing Responsibility
Completing an FRA is not a one-off exercise.
Your premises, staff, activities and risks can change over time. Your fire risk assessment should
therefore be reviewed regularly and whenever there is a significant change that could affect fire safety.
Think of your FRA as a working document that supports the day-to-day management of fire safety.
Need Professional Support?
Not every business needs to employ an external fire risk assessor.
For simple premises, a Responsible Person may be able to complete the assessment themselves if they
are competent to do so.
For larger, more complex or higher-risk premises, however, obtaining assistance from a competent fire
risk assessor may be appropriate.
The important point is that the Responsible Person remains responsible for ensuring the
assessment is suitable and sufficient.
Your local fire and rescue service can provide general fire safety information, but they do not carry out
fire risk assessments for businesses or act as your fire safety consultant.
Take Fire Safety Seriously
Fire safety is about more than compliance.
It is about protecting the people who work in your business, the customers and visitors who use your
premises, and the future of your organisation.
A suitable and sufficient fire risk assessment is the foundation for effective fire safety management.
Don’t just have an FRA — understand it, act on it and keep it up to date.
Stay compliant. Stay prepared. Keep people safe