After Your Fire Risk Assessment: The Action Plan

A fire risk assessment is only the starting point of your duties under the Regulatory Reform (Fire Safety) Order 2005 (RRO). Once the assessment is complete, the responsible person must act on the findings. This is where the action plan comes in. It translates the assessor’s observations into practical steps that reduce fire risk on your premises.

What Is a Fire Risk Assessment Action Plan?

Under the RRO 2005, the responsible person must implement and maintain general fire precautions. The action plan is the document that records how and when you will address the hazards and shortcomings identified during the assessment.

A suitable and sufficient assessment—often structured following the guidance in PAS 79—will clearly outline areas needing improvement. The action plan takes these findings and prioritises them, ensuring that resources are directed at the most pressing risks first. It is a working document, not a box-ticking exercise, and it should be kept on your premises alongside the full assessment report.

Prioritising Remedial Actions

Not all fire safety deficiencies carry the same weight. A missing fire door closer presents a more immediate danger than a faded exit sign. When you receive your action plan, you should review the recommended timescales for each item.

A practical approach to prioritisation involves grouping actions into three categories:

• High priority: Life safety risks that require immediate attention, such as faulty emergency lighting, propped-open fire doors, or obstructed escape routes. These should be addressed as soon as possible.
• Medium priority: Issues that could compromise fire safety over time, such as minor damage to fire-resisting partitions or outdated staff training records. These require a planned schedule for resolution.
• Low priority: Administrative improvements or minor maintenance, such as updating signage or scheduling routine checks. These should be completed during normal maintenance cycles.

By categorising tasks, you can manage your budget and time effectively while remaining compliant with the RRO 2005.

Implementing the Plan

Implementation requires clear delegation and record-keeping. Under the Management of Health and Safety at Work Regulations 1999 (MHSWR), employers must manage health and safety systematically. While the responsible person holds the overall legal duty, they can delegate specific tasks to competent individuals within the organisation.

Assign each action to a specific person or contractor and agree on a realistic completion date. Keep a simple log tracking the status of each item. If an action cannot be completed immediately, you must implement temporary control measures. For example, if an automatic fire door is faulty and awaiting parts, you might need to station a staff member nearby to ensure the door is closed manually in the event of an evacuation.

Documentation and Record-Keeping

If you employ five or more people, the RRO 2005 requires you to record the significant findings of your fire risk assessment and the measures taken or proposed to remedy any deficiencies. The action plan satisfies this requirement.

Your records should demonstrate a clear audit trail. If the fire and rescue service inspects your premises, they will ask to see both the assessment and the action plan. They will look for evidence that you are actively working towards compliance. Keeping copies of completion notes, contractor invoices, and maintenance logs will help you prove that the action plan is being followed.

Reviewing and Updating

Fire safety is an ongoing process. The MHSWR 1999 and the RRO 2005 both require that safety measures are kept up to date. You must review your action plan regularly and update it whenever circumstances change.

Triggers for a review include:

• Changes to the building layout or structure
• Introduction of new work activities or equipment
• A significant increase in the number of occupants
• Following a near-miss or actual fire incident
• Once all existing action plan items are completed

If you make material changes to your premises, you may need a fresh assessment rather than a simple update to the existing action plan.

How HawkSwift Can Help

Navigating the action plan process requires a clear, accurate assessment to begin with. HawkSwift Ltd provides detailed fire risk assessments starting from £199 + VAT. Our NEBOSH-qualified assessors deliver comprehensive reports within 48 hours, giving you a clear, prioritised action plan to follow.

To ensure your premises are safe and compliant, book a fire risk assessment with our team today.

*This article is provided as general guidance and does not constitute formal legal advice.*