Fire Risk Assessment for Offices: What Assessors Look For

Under the Regulatory Reform (Fire Safety) Order 2005 (RRO), every UK office requires a suitable and sufficient fire risk assessment. If you are the employer, owner, or managing agent of a commercial premises, you are legally designated the responsible person. This means the legal duty to identify fire hazards, evaluate risks, and implement appropriate safety measures falls squarely on your shoulders.

Understanding what a competent assessor looks for helps you prepare, keeps your staff safe, and ensures your business remains compliant. Here is a practical guide to the key areas covered during an office fire risk assessment.

Identifying Fire Hazards

The first step of any assessment involves a thorough walkthrough to identify potential sources of ignition, fuel, and oxygen. In a standard office environment, assessors will typically look for:

• Electrical equipment: Overloaded sockets, trailing cables, or faulty equipment that could overheat and spark.
• Portable appliances: The general condition and usage of computers, kettles, and microwaves.
• Combustible materials: Accumulations of paper, cardboard, or stationary storage near potential heat sources.
• Smoking areas: Whether designated external smoking areas are safely managed and kept clear of combustible waste.
• Arson risks: Unsecured bins or uncontrolled access to the building exterior.

Assessors evaluate these hazards not in isolation, but in the context of how they interact. For instance, a stack of cardboard boxes (fuel) positioned near an older, frequently used printer (ignition) presents a significantly higher risk than either element alone.

Evaluating the People at Risk

An assessment is not just about the building; it is fundamentally about life safety. Under the Management of Health and Safety at Work Regulations 1999 and the RRO, you must consider everyone who may be affected by a fire. The assessor will evaluate the risk to:

• Office employees working in open-plan spaces or enclosed meeting rooms.
• Reception staff and security personnel who may be stationary at a single desk.
• Visitors, clients, and contractors who may be unfamiliar with the building layout.
• Vulnerable individuals, including anyone with mobility, visual, or auditory impairments who might need a Personal Emergency Evacuation Plan (PEEP).

Reviewing Fire Detection and Warning Systems

A crucial part of the assessment is checking that a fire can be detected quickly and that occupants can be warned in time to evacuate safely. The assessor will verify that the fire alarm system is appropriate for the size and layout of the office. In a small, open-plan office, a simple manual system with break-glass call points might suffice. In a larger, multi-storey building, a fully automated addressable fire alarm system with smoke and heat detectors is usually necessary.

The assessor will also check that call points are clearly visible, unobstructed, and located near exit doors. They will review your alarm testing records to ensure weekly tests and annual servicing by a competent person are being carried out in line with British Standards such as BS 5839-1.

Means of Escape and Emergency Routes

If a fire breaks out, occupants must be able to escape safely and without external assistance. The assessor will scrutinise your escape routes to ensure they are adequate, clearly marked, and easily usable. Key checks include:

• Travel distances: Ensuring the distance to a protected stairway or final exit door complies with recognised guidance.
• Fire doors: Checking that doors on escape routes are self-closing, free from damage, and fitted with appropriate intumescent seals.
• Obstructions: Verifying that corridors, stairwells, and final exit doors are kept entirely clear at all times.
• Emergency lighting: Confirming that adequate lighting is in place to illuminate escape routes if the mains power fails.
• Fire exit signage: Ensuring that signage is photoluminescent or adequately illuminated and meets current standards.

Firefighting Equipment

Assessors will inspect your portable firefighting equipment, typically CO2 and water mist extinguishers, to ensure it is suitable for the specific risks present. A CO2 extinguisher is generally required for electrical fire risks, while water or foam extinguishers are needed for solid combustibles like paper and furniture.

The assessor will check that extinguishers are correctly located, mounted on stands, and accompanied by the correct identification signs. They will also confirm that the equipment has been commissioned and is subject to annual maintenance by a competent service provider, as outlined in BS 5306-3.

Management, Training, and Record Keeping

Even the best physical fire safety provisions are ineffective without proper management. The assessor will review your emergency plan and ask to see evidence of staff training. Under the RRO, responsible persons must ensure that employees receive adequate fire safety instruction.

The assessor will look for records showing that staff have been trained on what to do upon discovering a fire, how to raise the alarm, and the evacuation procedures. They will also check that fire drills are conducted at least annually, and that regular visual inspections of fire doors, escape routes, and alarm call points are being logged.

How HawkSwift Can Help

Navigating the complexities of fire safety legislation can be challenging for busy office managers. At HawkSwift Ltd, our NEBOSH-qualified assessors provide thorough, practical evaluations tailored to your specific premises. We deliver fire risk assessments from £199 + VAT, with comprehensive 48-hour reports to help you address any issues promptly. To ensure your business is fully compliant and your staff are protected, book a fire risk assessment with our team today.