Do Offices Need a Fire Risk Assessment?

If you run an office, manage a business unit, or are the landlord of an office building, you are legally required to ensure the premises are safe from fire. Under UK law, fire safety is not optional. The cornerstone of this compliance is a fire risk assessment. Many business owners assume that because an office is a low-risk environment compared to a factory or warehouse, they might be exempt. This is a dangerous misconception. If you have employees or members of the public visiting your premises, you must have a documented assessment of fire risks.

This article explains exactly what the law demands, what constitutes an office environment, and how you can achieve compliance quickly and affordably.

The Legal Requirement for UK Offices

The primary legislation governing fire safety in non-domestic premises in England and Wales is the Regulatory Reform (Fire Safety) Order 2005 (FSO). In Scotland, the equivalent is the Fire (Scotland) Act 2005, supported by the Fire Safety (Scotland) Regulations 2006. Under these laws, a Responsible Person must be appointed.

For most offices, the Responsible Person is the employer, the owner, or the landlord. This individual has a legal duty to carry out a fire risk assessment and implement appropriate fire safety measures. The law requires that you:

• Identify fire hazards.
• Identify people at risk.
• Evaluate, remove, or reduce the risks.
• Record your findings and prepare an emergency plan.
• Review and update the assessment regularly.

If you employ five or more people, or if your licence requires it, you must record the significant findings of your assessment in writing. Even if you have fewer than five employees, the HSE strongly recommends keeping a written record to demonstrate compliance should an incident occur.

What Counts as an Office?

The definition of an office under fire safety law is broader than you might think. It is not just a room with desks and computers. An office environment includes any area where administrative or desk-based work occurs. This encompasses:

• Traditional open-plan offices and private suites.
• Co-working spaces and shared business centres.
• Home offices used exclusively for business purposes where staff visit.
• Reception areas and waiting rooms.
• Server rooms and IT storage areas (which can be high-risk zones).

Regardless of the size of the space—from a single room above a shop to a floor in a corporate skyscraper—the requirement for a fire risk assessment remains. The complexity of the assessment will scale with the size of the premises and the number of occupants, but the legal duty does not disappear for smaller businesses.

Common Office Fire Hazards

While offices are generally classified as "low risk," they are not risk-free. A competent assessor will look for specific hazards common to these environments. Understanding these helps you maintain safety between formal reviews.

Typical hazards include:

• Electrical equipment: Overloaded sockets, daisy-chained extension leads, and faulty wiring on computers or printers are leading causes of office fires.
• Housekeeping: Accumulation of waste paper, cardboard boxes, and combustible materials near heat sources or in escape routes.
• Kitchen areas: Toasters, microwaves, and kettles used in staff break rooms can easily become ignition sources if unclean or left unattended.
• Smoking areas: Improperly designated smoking areas or disposal of cigarettes in general waste bins.
• Storage: Storing files or equipment in stairwells or corridors, which can block escape routes.

The assessment process evaluates these hazards not just in isolation, but how they interact with the people in the building.

Who Is Responsible for the Assessment?

Determining who the Responsible Person is can sometimes be complex, particularly in shared or leased office buildings.

• Single occupancy: If you rent or own the whole building, the responsibility is likely yours entirely.
• Shared buildings: If the building is multi-occupied (e.g., a business centre), responsibility is usually shared. The landlord often retains responsibility for common parts like corridors, stairwells, and lobbies, while individual tenants are responsible for their specific suites.
• Contractors: If you employ contractors to work in your office, you remain responsible for their safety regarding fire, though the contractor also has duties under the Health and Safety at Work etc. Act 1974.

Communication is key in shared buildings. The Responsible Persons for different areas must cooperate and coordinate with one another to ensure the safety of the entire premises.

How Often Should It Be Reviewed?

A fire risk assessment is not a one-time task. It is a living document. You must review it regularly to ensure it remains up to date. Best practice suggests a review at least annually, but you must conduct a new review immediately if there are significant changes to the premises.

Triggers for an immediate review include:

• Structural changes to the layout of the office (e.g., new partitions).
• Changes to the number of staff or the nature of the work.
• Introduction of new machinery or equipment.
• Changes to the underlying fire safety arrangements or alarm systems.
• A near-miss or a fire incident.

Professional Compliance with HawkSwift

While a business owner can theoretically carry out their own assessment, the HSE states that the person carrying out the assessment must be "competent." This means having sufficient training, knowledge, and experience. For many business owners, the nuances of British Standards and PAS 79 guidance can be overwhelming and time-consuming.

At HawkSwift, we provide fire risk assessments for offices starting from just £199 + VAT. Our team includes NEBOSH-qualified assessors who understand the specific requirements of UK law. We visit your premises, conduct a thorough inspection, and provide a clear, actionable report within 48 hours.

Don't leave your compliance to chance. To ensure your office meets all legal requirements under the FSO 2005, book a fire risk assessment with HawkSwift today.