What Are the 5 Steps of a Fire Risk Assessment?

If you are a business owner, employer, or the designated responsible person for a commercial premises in the UK, carrying out a fire risk assessment is a legal requirement. Under the Regulatory Reform (Fire Safety) Order 2005 (RRO), you must systematically identify fire hazards and ensure that adequate safety measures are in place.

Whether you manage an office, a retail unit, or a multi-occupancy building, understanding this process is essential for keeping occupants safe and remaining compliant. Here is a practical guide to the 5 steps of a fire risk assessment.

1. Identify Fire Hazards

The first step is to thoroughly examine your premises to identify anything that could start a fire. A fire needs three elements to exist: a source of ignition, a source of fuel, and oxygen. You must assess how these elements might interact in your workplace.

Common hazards to look out for include:

• Ignition sources: Faulty electrical equipment, overloaded plug sockets, open flames from catering areas, or smokers' materials discarded near the building.
• Fuel sources: Paper, cardboard, packaging, textiles, furniture, and flammable liquids or chemicals stored on-site.
• Oxygen sources: The natural airflow in the building, commercial oxygen supplies, or chemicals that oxidise.

2. Identify People at Risk

Next, you need to determine who could be at risk if a fire breaks out. While you must consider everyone who enters the premises, some individuals will be at a higher risk than others and may require additional protection.

You must account for:

• Employees working in isolated areas or near specific fire hazards.
• Vulnerable individuals such as those with mobility, hearing, or visual impairments, who may struggle to evacuate without assistance.
• Members of the public or visitors who are unfamiliar with the building's layout and escape routes.
• Contractors or temporary staff who may not be aware of your fire safety procedures.

3. Evaluate, Remove, or Reduce the Risks

Once you have identified the hazards and the people at risk, you must evaluate the overall risk level. A good risk assessment doesn't just list problems; it actively seeks to remove or reduce them. This step is about implementing reasonable control measures.

Start by removing hazards entirely where possible—for example, by clearing away accumulated rubbish or replacing damaged electrical leads. Where a hazard cannot be removed, you must reduce its potential impact. This involves checking that your fire detection systems (such as smoke alarms) are functioning, ensuring fire-fighting equipment like extinguishers are in date and accessible, and keeping escape routes clear at all times. You should also review your emergency lighting and fire safety signage.

4. Record, Plan, Inform, and Train

If your business employs five or more people, you are legally required to record the significant findings of your fire risk assessment in writing. However, best practice dictates that all businesses keep a written record regardless of size. Your documentation should detail the hazards identified, the people at risk, and the actions taken to mitigate them.

Alongside recording your findings, you must create a clear emergency plan. This plan should outline the evacuation procedure, designated escape routes, and the assembly points. Once the plan is established, you must inform all employees and relevant building users about the procedures. Providing adequate fire safety training is vital; staff should know how to raise the alarm, how to use fire-fighting equipment safely, and how to assist in an evacuation.

5. Review and Update Regularly

A fire risk assessment is not a one-off document to be filed away and forgotten. Your premises, operations, and staff will change over time, meaning your assessment must evolve too. You should review your assessment at least annually, or sooner if significant changes occur.

Circumstances that trigger an immediate review include:

• Changes to the building layout, structure, or use of rooms.
• An increase in the number of employees or a shift in working patterns.
• The introduction of new equipment, machinery, or hazardous materials.
• Following a near-miss or an actual fire incident on the premises.

Getting Professional Support

Conducting a fire risk assessment requires a careful, methodical approach. The guidance provided by the Health and Safety Executive (HSE) and relevant British Standards can be complex to navigate. If you are unsure whether your assessment is robust enough to satisfy the RRO 2005, it is highly recommended to seek professional guidance.

At HawkSwift Ltd, our NEBOSH-qualified assessors provide thorough, plain-English fire risk assessments starting from £199 + VAT, complete with 48-hour reports. To ensure your premises is fully compliant and your occupants are protected, please book a fire risk assessment with our team today.