Fire Risk Assessment Checklist: Prepare Before the Assessor Arrives

Under the Regulatory Reform (Fire Safety) Order 2005 (RRO), the responsible person for any non-domestic premises must ensure a suitable and sufficient fire risk assessment is carried out and regularly reviewed. If you have scheduled an assessment, preparing your premises and documentation in advance will help the process run smoothly and ensure your compliance is accurately recorded.

Whether this is your first assessment or a routine review, this fire risk assessment checklist outlines what to prepare before the assessor arrives.

Understand the Assessor's Scope

A competent fire risk assessor will evaluate your premises against the requirements of the RRO 2005. The assessment focuses on identifying fire hazards, evaluating the risk to occupants, and checking that reasonable fire safety measures are in place. The assessor will need to inspect all accessible areas of the property, including:

• Escape routes and final exit doors
• Fire detection and warning systems (e.g., fire alarms, smoke detectors)
• Emergency lighting along escape routes
• Firefighting equipment (e.g., extinguishers, fire blankets)
• Fire doors, compartmentation, and smoke control measures
• Storage areas for hazardous or highly combustible materials
• Electrical installations and fixed wiring

Ensuring these areas are accessible and unobstructed will save time during the physical inspection.

Gather Existing Documentation

Before the assessor arrives, gather any existing fire safety documentation. Having these records ready allows the assessor to verify that your ongoing compliance duties under the RRO 2005 and the Management of Health and Safety at Work Regulations 1999 (MHSWR) are being met. Useful documents include:

• Previous fire risk assessments and action plans
• Records of fire alarm and emergency lighting tests
• Firefighting equipment servicing records
• Records of staff fire safety training and fire drills
• Details of any Personal Emergency Evacuation Plans (PEEPs) for staff or visitors requiring assistance
• Building floor plans and lease agreements (if applicable)

If you do not have these records, the assessor can advise on what you need to establish to meet your statutory duties.

Ensure Access to All Areas

The assessor must physically inspect the premises to satisfy the guidance set out in PAS 79 (the publicly available specification for fire risk assessment). Ensure the assessor has safe, unobstructed access to all parts of the building. This includes:

• Plant rooms, boiler rooms, and electrical cupboards
• Loft spaces and roof access points
• Storerooms and internal garages
• Lift motor rooms and riser cupboards

If certain areas are locked or require a specialist key, ensure a member of staff with access is available on the day. The assessor will also need to see the external perimeter of the building to check for risks such as wheelie bin storage or external fuel tanks.

Check Basic Fire Safety Standards

While the assessor is there to identify deficiencies, ensuring basic standards are met before the visit prevents easily avoidable failures. Under the Health and Safety at Work etc Act 1974 (HSWA), employers must provide and maintain a safe working environment. Before the assessment, check that:

• Fire exit routes are kept entirely clear of combustible materials and obstructions at all times.
• Fire doors are not wedged open and are fitted with appropriate closing mechanisms.
• Fire extinguishers are mounted on stands or brackets and carry a valid service label.
• Electrical sockets are not overloaded, and portable appliance testing (PAT) is up to date where applicable.

Taking these steps demonstrates proactive management of fire safety.

Nominate a Responsible Person

Under the RRO 2005, you must designate a responsible person for the premises. This is usually the employer, owner, or anyone with control over the building. During the assessment, the responsible person or a competent deputy should be available to answer questions regarding:

• The number of occupants and building usage patterns
• Any processes or activities that generate heat or use flammable substances
• The current fire safety policy and staff management structure
• Any recent building alterations or changes of use that might affect fire safety

Providing accurate information ensures the assessor can make appropriate recommendations based on the actual use of the premises.

What Happens After the Assessment?

Once the physical inspection and review of your documentation are complete, the assessor will compile their findings into a formal report. HawkSwift provides clear, actionable reports within 48 hours, detailing any significant findings and prioritising recommendations to help you achieve full compliance with UK fire safety law.

You must then act on the findings of the assessment. If the report identifies significant risks, you have a legal duty to implement reasonable measures to remove or reduce those risks. Keeping a record of the actions you take following the assessment is a vital part of demonstrating compliance.

How HawkSwift Can Help

Preparing for a fire risk assessment does not need to be complicated, but having professional support makes the process straightforward. At HawkSwift Ltd, our NEBOSH-qualified assessors provide thorough, practical evaluations tailored to your premises. Our fire risk assessments start from £199 + VAT, and we deliver detailed reports within 48 hours to help you meet your duties under the RRO 2005 without delay. To arrange your assessment, simply book a fire risk assessment today.

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