Do I Need a Fire Risk Assessment for an Office?

Is Your Office Legally Required to Have a Fire Risk Assessment?

If you operate, manage or control any non-domestic premises in England or Wales, the short answer is yes — you almost certainly need a fire risk assessment. An office, regardless of size or number of employees, is classed as a non-domestic premises under the Regulatory Reform (Fire Safety) Order 2005 (the RRO). That legislation applies to virtually all workplaces, and an office is no exception.

The duty falls on the responsible person — typically the employer, the building owner, the managing agent or whoever has control of the premises. That person must carry out (or commission) a suitable and sufficient assessment of the fire risks and keep it under regular review.

What the Law Actually Says

The RRO replaced a patchwork of older fire-safety legislation and shifted the emphasis from reactive compliance to proactive risk assessment. Key duties include:

• Carrying out a fire risk assessment and recording the findings (in writing if you have five or more employees, or if the premises are licensed or subject to an alterations notice).
• Identifying significant findings and the persons at special risk.
• Implementing fire safety measures — detection and warning systems, means of escape, firefighting equipment, emergency procedures and staff training.
• Keeping the assessment up to date, particularly after any material change to the layout, occupancy or use of the premises.

The Health and Safety Executive (HSE) and local fire and rescue authorities enforce the RRO. Non-compliance can result in enforcement notices, prohibition notices, and in serious cases criminal prosecution.

What a Fire Risk Assessment Covers in an Office Setting

A competent assessment follows a structured approach, broadly aligned with PAS 79 (the BSI's fire risk assessment guidance) and HSE-recommended practice. For a typical office, the assessor will examine:

• Fire detection and alarm systems — are they adequate for the size and layout of the premises?
• Means of escape — are exits clearly signed, unobstructed and sufficient for the number of occupants?
• Firefighting equipment — are extinguishers correctly sited, maintained and appropriate to the fire risks?
• Emergency lighting — is it provided along escape routes and in areas without natural light?
• Compartmentation and fire doors — are fire-resisting elements intact and properly maintained?
• Electrical safety — are socket loads reasonable, and is portable appliance testing in place?
• Housekeeping — are combustible materials stored safely and waste managed appropriately?
• Staff training and drills — do employees know what to do in the event of a fire, and are drills carried out at least annually?

The assessment is not a tick-box exercise. It must reflect the actual conditions in the premises and the real risks to the people who use them.

Common Misconceptions About Offices

Many business owners assume that a small, low-risk office does not require a formal assessment. That is incorrect. The RRO applies to all non-domestic premises, including:

• A single-room office above a shop
• A shared workspace or serviced office
• A home office used by employees or visited by clients
• A corporate headquarters with hundreds of staff

The complexity of the assessment will vary, but the legal duty does not. Similarly, having a fire alarm certificate or a recent extinguisher service does not, on its own, satisfy the requirement for a current fire risk assessment.

How Often Should You Review It?

The RRO does not prescribe a fixed review interval. However, best practice — and the expectation of enforcing authorities — is that the assessment is reviewed:

• At least annually
• After any significant change to the premises, occupancy or use
• Following a fire incident or near miss
• When new equipment, processes or materials introduce additional risk

A dated, signed and regularly reviewed assessment is your primary evidence of compliance if the fire authority visits your premises.

Why Use a Competent Assessor?

The responsible person must ensure the assessment is carried out by someone with sufficient competence. While the law does not mandate a specific qualification, using an assessor with recognised credentials — such as a NEBOSH Fire Safety and Risk Management certificate or membership of a professional body — provides greater confidence that the assessment meets the required standard.

HawkSwift Ltd provides fire risk assessments carried out by NEBOSH-qualified assessors, with detailed written reports delivered within 5 working days. Assessments start from £199 + VAT, making compliance straightforward and affordable for offices of all sizes.

Take the Next Step

If you are unsure whether your current fire risk assessment is adequate, or if you have never had one carried out, now is the time to act. A thorough assessment protects your staff, your business and your legal position.

Book a fire risk assessment with HawkSwift today and ensure your office meets its legal obligations under the RRO.