Fire Risk Assessment – A Guide for Workplaces

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A Fire risk assessment is crucial in ensuring the safety of a workplace. 

They help identify potential fire hazards and create a plan to reduce risks. 

Having an effective fire risk assessment can prevent serious incidents and save lives.

In this article, we will explore what a fire risk assessment is, why it’s necessary, who needs it, how to conduct one, and how often it should be done.

What is a Fire Risk Assessment?

what is fire risk assessment

A fire risk assessment is a process that identifies potential fire hazards in a workplace and evaluates the risk they pose. 

The goal is to prevent fires from starting and to ensure that people can safely evacuate if one occurs. 

The assessment involves looking for sources of ignition, flammable materials, and any risks that could make a fire worse.

It also includes checking if there are enough fire safety measures in place, such as fire alarms, extinguishers, and emergency exits. 

The findings help create an action plan to reduce risks, ensuring the workplace complies with fire safety regulations.

A fire risk assessment isn’t just a one-time task. 

It needs to be reviewed regularly, especially if there are changes in the workplace, like new equipment or staff. 

By conducting regular fire risk assessments, workplaces can minimise the chance of fires, protect lives, and avoid costly damages. 

They’re a legal requirement for most businesses, but more importantly, they ensure a safe environment for everyone in the building.

Why is a Fire Risk Assessment Needed?

why fire risk assessment needed

A fire risk assessment is essential for several reasons. 

Legal Requirements

It ensures that workplaces comply with legal requirements. 

Many countries have laws that mandate regular fire risk assessments for businesses.

Accident Prevention

Fire risk assessments help prevent accidents and injuries. 

Fires can spread quickly, and without proper precautions, they can cause serious damage or even fatalities. 

Identifying fire hazards early allows businesses to put in place measures to prevent fires.

Property Protection

A fire risk assessment helps protect property. 

Fires can cause significant financial losses by damaging buildings, equipment, and inventory. 

By reducing fire risks, businesses can protect their investments and ensure continuity.

Safe Working Environment

Finally, fire risk assessments promote a safe working environment. 

Employees will feel safer knowing that their workplace has taken steps to protect them from potential fire risks. 

This can boost morale and increase productivity.

Who Needs a Fire Risk Assessment?

who needs fire risk assessment

A fire risk assessment is essential for almost all businesses and organisations. 

It is a legal requirement in most countries for any workplace that has more than five employees. 

Whether it’s a small office, a large factory, or a retail store, fire risks exist, and conducting regular fire risk assessments helps minimise them.

Businesses and Offices

Any business, regardless of size or industry, needs a fire risk assessment. 

This includes offices, retail stores, restaurants, and warehouses. 

Even low-risk environments, like small offices, should assess potential fire hazards, such as electrical equipment or paper storage.

Industrial Facilities

Factories and warehouses deal with larger risks, especially when handling hazardous materials, machinery, or chemicals. 

Regular assessments help manage these risks and ensure that proper safety measures, like fire suppression systems and clear evacuation routes, are in place.

Public Buildings

Public spaces, such as schools, healthcare buildings such as hospitals, and care homes, need fire risk assessments to protect large groups of people. 

These places often have vulnerable individuals, such as children, the elderly, or people with disabilities, who require extra safety considerations during evacuation.

Landlords and Property Owners

Landlords and property managers are responsible for ensuring that their properties, particularly multi-occupancy buildings like apartment complexes, are fire-safe. 

Regular fire risk assessments ensure that residents have adequate fire alarms, clear escape routes, and functioning fire doors.

What to do For a Fire Risk Assessment

fire risk assessment what to do

Conducting a fire risk assessment is essential for maintaining workplace safety. 

It involves identifying potential fire hazards, assessing risks, and implementing measures to reduce those risks. 

Below is a step-by-step guide on what to do for a fire risk assessment.

Identify Fire Hazards

The first step in a fire risk assessment is identifying potential fire hazards in the workplace. 

Hazards can include sources of ignition, such as electrical equipment, heaters, or machinery, and combustible materials like paper, fabric, or chemicals. 

Look for areas where heat or sparks could come into contact with flammable items. 

This can be anything from overloaded power outlets to improper chemical storage.

Identify People at Risk

Next, identify who might be at risk in the event of a fire. 

This includes not only employees but also visitors, contractors, or members of the public. 

Consider specific groups that may be more vulnerable, such as the elderly, disabled, or those with mobility issues. 

Make sure that emergency exits and lighting, and evacuation procedures are suitable for everyone, including those who may need assistance during an evacuation.

Evaluate the Risks and Take Action

Once you’ve identified hazards and people at risk, evaluate the level of risk associated with each hazard. 

Ask yourself: How likely is it that a fire could start, and how severe would the consequences be? 

After evaluating the risks, take appropriate actions to eliminate or reduce them. 

This could involve:

  • Removing or reducing fire hazards (e.g., properly storing flammable materials).
  • Installing or improving fire detection systems, such as smoke alarms.
  • Ensuring that fire extinguishers are accessible and maintained.
  • Implementing clear fire safety protocols and ensuring exits are unobstructed.

Record Your Findings and Implement Changes

In businesses with more than five employees, it is a legal requirement to document your findings. 

This documentation should include the hazards identified, the people at risk, and the actions taken to reduce or eliminate risks. 

Keep a detailed log of all fire safety measures in place, such as fire extinguishers, fire exits, and alarms.

Once you have recorded the findings, make sure the necessary changes are implemented. 

Assign responsibilities to individuals, such as fire wardens or fire marshals, who can oversee the implementation of safety measures.

Review and Update Regularly

Fire risk assessments are not a one-time task and should be reviewed regularly.

By keeping your assessment up to date, you ensure that new risks are addressed, and fire safety measures remain effective.

Who Can Do a Fire Risk Assessment?

who can do fire risk assessment

A fire risk assessment can be conducted by a competent person within the workplace. 

This person must have adequate knowledge of fire safety regulations and an understanding of fire hazards. 

Often, businesses will appoint a fire warden or safety officer to conduct these assessments.

For complex buildings or high-risk environments, it may be necessary to hire a professional fire risk assessor. 

A professional will have the expertise and experience to identify risks that might be overlooked by someone with less training.

Some businesses choose to outsource their fire risk assessment entirely to certified professionals. 

This ensures that the assessment is thorough and compliant with legal standards. 

However, even if you hire a professional, the employer is still responsible for ensuring the assessment is carried out properly.

How Often Should a Fire Risk Assessment be Done?

how often fire risk assessment

A fire risk assessment should be conducted regularly to ensure the safety of a workplace and its occupants. 

The frequency of these assessments depends on various factors, such as the type of business, the size of the premises, and the level of fire risk involved.

Annual Reviews

As a general rule, businesses should review their fire risk assessments at least once a year. 

This ensures that any changes in the workplace, such as new equipment or changes in staff, are considered and any new risks are identified and addressed.

After Significant Changes

If there are significant changes in the workplace, such as renovations, new machinery, or changes in the number of employees, a new fire risk assessment should be done immediately. 

These changes can introduce new fire hazards or affect existing safety measures, such as fire exits or alarm systems.

High-Risk Environments

Workplaces with higher fire risks, such as factories, chemical plants, or places that handle flammable materials, may need more frequent fire risk assessments. 

Depending on the level of risk, reviews might be necessary every six months or even quarterly.

After a Fire Incident

If a fire has occurred, an immediate review and reassessment should be conducted. 

This helps identify what went wrong and ensures that additional safety measures are put in place to prevent future incidents.

Conclusion

You should now have the knowledge on exactly what a fire risk assessment is. 

A Fire risk assessment is vital for ensuring workplace safety and preventing devastating incidents. 

They help identify potential hazards, protect employees, and ensure compliance with fire safety regulations. 

Conducting regular fire risk assessments, documenting findings, and acting on identified risks will create a safer environment for everyone. 

Remember, whether your workplace is an office, a factory, or a care home, fire safety is a responsibility that should never be overlooked. 

By following the steps outlined in this guide, you can ensure that your fire risk assessment is thorough, effective, and up to date.

Risk and responsibility: Navigating the UK’s legislative landscape around fire risk assessment

by Breaking NewsBuilding ManagementConstruction

Neil Triggs, Chief Operating Officer – Major Projects, Fire and Compliance at Inspectas Compliance, comments on the legislative landscape for UK fire safety and fire risk assessment

The Regulatory Reform (Fire Safety) Order 2005 (FSO) is the overarching legislation governing fire safety in buildings in England and Wales.

The FSO applies to all premises including workplaces and common parts of all multi-occupied residential buildings and places legal duties on anyone in control of these premises to undertake and record a fire risk assessment.

All businesses with five employees or more must produce a documented fire risk assessment to establish that all correct measures have been taken regarding fire prevention and detection.

The Fire Safety Act 2021 clarifies that external walls, flat entrance doors and the structure of buildings are all covered by the Fire Safety Order and must be accounted for in all fire risk assessments.

Meanwhile, the Fire Safety (England) Regulations 2022 and section 156 of the Building Safety Act have brought in additional duties for responsible persons under the Fire Safety Order.

The Building Safety Act 2022 was itself introduced as a response to the Grenfell Tower fire in 2017.

The act aims to improve the safety and accountability of buildings in the UK, focusing primarily on high-rise residential buildings.

It was also enacted to enhance building safety measures and mitigate risks associated with high-rise residential buildings.

It establishes a more rigorous regulatory framework to ensure that buildings are constructed, managed, and maintained to the highest safety standards.

In 2023, several updates were made, bringing significant changes which impact building owners and those involved in buying or selling property.

Fire risk assessment

Over the last 20 years, UK Fire Risk Assessment standards have evolved around PAS 79 (Fire Risk Assessment – guidance and a recommended methodology).

This is a “Publicly Available Specification” published by the British Standards Institution (BSI), which brought together a wide range of experts in fire safety, fire risk assessment and the housing sector to reach a consensus on the guidance and recommendations.

PAS 79 was first published in 2005, then subsequently revised in 2007 and 2012 to provide guidance and a recommended methodology for conducting fire risk assessments.

It quickly became a popular and well-used document.

As a result of public outcry and political lobbying post Grenfell, the PAS 79 fire risk assessment received a much-needed overhaul via the Fire Safety Act 2021, bringing about several directly effective changes attempting to deliver a higher level of fire safety compliance and for more stringent housing-centric recommendations to be implemented: the new legislation detailing specific recommendations for domestic dwellings is found in Part 2, known officially as PAS 79-2:2020.

As an all-encompassing code of practice, PAS 79:2020 provides a determinate methodology to conduct fire risk assessments, producing basic and qualitative findings particular to a location.

It is now a code of practice and not merely guidance.

The primary purpose of the revision was to provide a specific methodology for conducting fire risk assessments so those responsible could meet their legal responsibilities via a stringent framework.

It provides a transparent approach to fire risk assessment that fosters a better understanding of fire risks by fire safety experts and laypeople alike: promoting better communication and understanding of the risks.

In addition, PAS 79-1:2020 and PAS 79-2:2020 establish a satisfactory basis for the documentation of fire risk assessments; and provide a benchmark for a suitable and sufficient fire risk assessment and define the nature and scope of a sufficient fire risk assessment.

Prioritising fire safety

Key aspects of the PAS 79-1:2020 (premises other than housing) and PAS 79-2:2020 (housing) are:

  • Greater importance placed on the competence of fire safety assessors.
  • PAS 79-2:2020 details recommendations of documents required for assessing and recording significant findings from risk assessments conducted at buildings of multiple-use – such as dual residential/retail premises – where parts of that building are legally required under legislation.
  • Recommendation for type 2, 3 and 4 fire risk assessments to be conducted for blocks of flats, extra-care premises and sheltered accommodation.
  • Recommendation of installation of evacuation alarm systems in blocks of flats and maisonettes – a direct result of the Grenfell Tower disaster.

Risk management

Nine steps to follow for a PAS 79:2020 fire risk assessment:

  1. Obtain information and all necessary data about the building: include processes that have been conducted within the structure, people who are present or likely to be present.
  2. Identify fire hazards and means for control and their elimination: determine scenarios or situations where fuel, heat and oxygen could mix on the assessed premise which would lead to fire – how could you eliminate, mitigate, or minimise said risks?
  3. Assess the likelihood of any fire: assess premises to determine where and which items are more likely to produce an environment friendly to ignition and fuel.
  4. Determine any present fire protection measures: all previously practicable fire detection/prevention/warning measures and systems.
  5. Obtain related info relating to fire safety management: what other steps have been or need to be implemented to guarantee risk of fire in the building is responsibly managed?
  6. Assess the most likely repercussions for a person if a fire occurs: consider the number of people, their age, overall health, bodily mobility, dependents, how familiar they are with the building layout, and likely regular visitors.
  7. Assess the overall risk of a fire occurring and severity of the damage caused by a fire that was the result of a fire hazard.
  8. Form and document an action plan: What is good about the premises’ current fire safety, what needs improvement and if your fire emergency evacuation plan (FEEP) is up to date.
  9. Set the fire risk assessment review date: book regularly and whenever there is a major change to the fire risk on the premises.

Common findings from PAS 79 Fire Risk Assessments include:

  • Damaged or unsuitable fire doors including missing intumescent smoke seals
  • Insufficient directional fire exit signage
  • Lack of documentation confirming that the fire systems including the fire alarm, fire suppression systems have been serviced
  • Failed emergency lighting luminaires
  • Housekeeping including excessive amounts of combustible materials
  • No fire door surveys or inspection’s
  • Fire evacuation drills not been carried out
  • Lack of or no specific fire safety awareness training for all staff
  • No trained fire marshals/wardens

Life safety fire risk assessment

BAFE is the independent registration body for Third Party Certificated fire safety organisations across the UK.

A ‘responsible person’ within a business who chooses an SP205 NSI approved/BAFE registered practitioner to carry out a risk assessment can be assured that they have contracted a suitably competent and qualified expert, therefore meeting their legal obligations.

NSI’s premier fire systems schemes are designed for companies who meet the industry’s highest technical standards and maintain a commitment to continual improvement with an ISO 9001 Quality Management System.

Conclusion

The legislative landscape for UK fire safety and fire risk assessments is complex and has expanded significantly in the last six years.

We are seeing projects take a much more holistic view to Fire Risk Assessments, particularly within the construction sector, something which is reflected through the Royal Institute of British Architects (RIBA) Work Stages, where Fire Statements, Fire Strategies, Site Audits and Fire Risk Assessments combine to demonstrate compliance with the Building Safety Act 2022, providing and ensuring a “Golden Thread” of information and best practice.

This legislative response to the Grenfell Tower fire sees Construction Phase Fire Risk Assessments produced while the development is still under construction and as early as RIBA Stage 4 and RIBA Stage 5.

In many circumstances, this will also include a bespoke External Wall Fire Risk Assessment (FRAEW) to PAS 9980 (developed through RIBA stages 5-7) and a practical completion Fire Risk Assessment.

These set a new benchmark for proactive risk assessment through the construction project and ensures developments are built in full recognition of Building Regulations and Fire Legislation.

A post occupational PAS 79 compliant FRA completes the process.

This article was originally published in the February 2024 issue of International Fire & Safety Journal. To read your FREE digital copy, click here.

IFSJ Exclusive: Safeguarding fire risk assessment with NSI

by Featured NewsPassive

John Davidson, Approval Schemes Manager at the National Security Inspectorate (NSI), explains the increasing importance of competent fire risk assessments

In addition to the UK Government’s response to the post-Grenfell Hackitt review of building regulations and fire safety, a number of recommendations within the Grenfell Tower Inquiry’s Phase 1 report have now been implemented in the Fire Safety (England) Regulations 2022 – which took effect from 23rd January 2023.

For high-rise residential buildings (at least 18m in height, or seven or more storeys) these Regulations require ‘Responsible Persons’ to take on additional mandatory duties. At multi-occupied residential buildings over 11m high, Responsible Persons across England must also ensure quarterly checks on all communal fire doors and annual inspections of flat entrance doors.

Fire risk assessment responsibilities

Legislation across the UK requires a ‘life safety fire risk assessment’ (LSFRA) to be carried out in almost all non-domestic premises and in a number of multiple occupancy residential buildings, including those converted into individual flats and Houses in Multiple Occupation (HMOs).  

The Regulatory Reform (Fire Safety) Order 2005 in England and Wales, Fire Scotland Act 2005 and the Fire & Rescue Services (Northern Ireland) Order 2006/Fire Safety Regulations (Northern Ireland) 2010, passed responsibility for fire safety in a building from the Fire and Rescue Service to the ‘Duty Holder’ (sometimes called ‘Responsible Person’).

In the event of a fire, especially if death or serious injury has occurred, the relevant Fire and Rescue Service will investigate and, where offences may have been committed, prosecution can follow.  For example, a company and director operating a petrol station in Lanner, Cornwall, paid £108,028 in fines and costs at Exeter Magistrates’ Court in February 2023 after pleading guilty to five offences under the Fire Safety Order.

Legislation changes 

Recent amendments to the Fire Safety Order by the Building Safety Act 2022, due to take effect in autumn 2023, will require the Responsible Person to record their fire risk assessment in full (not just the significant findings).

In practice, the Duty Holder/Responsible Person may be one of a number of possible persons, e.g. the contracted residential managing agent for a block of flats, tasked with ensuring people and premises are kept safe. In reality, any freeholders’ company director(s) will also ultimately be responsible in law.

Where five or more persons are “employed” at a premises the results of the life safety fire risk assessment (LSFRA) must be documented and legislation requires that all LSFRAs are periodically reviewed to ensure they remain valid, for example when a change of use is effected. 

Reassuring competence

UKAS (United Kingdom Accreditation Service)-accredited Third Party Certificated providers, who are independently assessed, can provide significant reassurance for those tasked with managing buildings. 

Where life safety fire risk assessment is required by national legislation it underpins fire safety arrangements across the board. By choosing NSI approved companies holding approval to the BAFE Life Safety Fire Risk Assessment Scheme SP205, who clearly demonstrate their commitment to required legislation and insurance stipulations Responsible Person(s) can be assured they have effectively discharged their legal obligations, safeguarding and protecting all those who live and work in residential buildings and commercial premises. 

This exclusive article was originally published in the May 2023 issue of International Fire & Safety Journal. To read your FREE digital copy, click here.

FSF publishes benchmark standard for fire risk assessors

by Featured NewsSafety

The Fire Sector Federation (FSF) has published a new Industry Benchmark Standard for Fire Risk Assessors to provide practical guidance for assessors who want to understand the application of fire risk assessment across a range of buildings.

The aim is to support the delivery of comparable standards across the sector. The standard has been developed by the Federation’s Fire Risk Assessors Working Group and identifies criteria reflecting individual competency at three distinct core levels, Foundation, Intermediate and Advanced.

The standard offers increasing levels of skill, knowledge, experience and behaviour to form a competency-based progression route for fire risk assessors, spanning a clear career pathway for individuals from entry through continuing personal development to the highest levels of competency achievable.

It is unique in that it also seeks to match the three core levels of competency to the fire risk presented in three general types of buildings.

Dennis Davis, Executive Officer at the Fire Sector Federation, who leads the working group said: “This Benchmark Standard has been developed by the Federation’s Fire Risk Assessors Working Group to expand and complement our previous work on competency. It supports the need for a systematic assessment of fire risk followed by the implementation of recommended appropriate controls, mitigation and continuous management of fire safety.  

“Our aim is to raise the professional status of the important work undertaken by fire risk assessors. We also wish to engage with all those proficient assessors, operating without formal or recognised competency assurances, to help them seek appropriate independent accreditation.”

The document is available to download in the fire risk assessment section of the Federation’s website here.

The work undertaken by the Federation’s working group will shortly move on into a new phase of development through BSI’s new Competence in the Built Environment Committee CPB/1 to create a British Standard Code of Practice.

NFU Mutual urges commercial property owners and tenants to maintain fire safety

by Projects

Property insurance specialist NFU Mutual is urging commercial property owners and their tenants not to neglect Fire Risk Assessments during the pandemic.

The warning comes as NFU Mutual claims statistics reveal a 46% spike in the number of commercial property fires during lockdown. *

Trevor Palmer, Property Insurance Specialist at NFU Mutual, said: “The ongoing global crisis has put pressure on commercial property owners and their tenants as they adopt new measures to ensure working environments are COVID-secure, often involving changes to the premises.

“Having seen a spike in our commercial fire claims statistics, we’re concerned that the added focus on Coronavirus may be causing some premises to put other safety matters to one side.

“While following Coronavirus guidance is imperative, it should not be at the expense of other health and safety activity. Fire Risk Assessments (FRAs) are a legal requirement for all non-domestic premises, allowing identification of specific areas of fire risk and providing recommended corrective actions to safeguard occupants.

“FRAs should also be reviewed if your building undergoes significant change. Where changes impact on any common areas within a property, the owner should consider the implications on fire safety and whether the current assessment will need to be re-visited.

“Owners should also encourage tenants to assess if any changes they are making, such as introducing partitioning, changing desk layouts and exit pathways or altering fire meeting points, will have an effect on fire safety and require updates to the FRA.”

“As Coronavirus poses new challenges, it is important to give pre-existing dangers equal consideration. The risk of fire remains, and property owners should maintain efforts to protect occupants, properties and themselves from fire incidents.

“Robust owner to tenant communications are essential, and while the current focus is likely related to lease agreements, rent and service charge payments, every effort should be made to keep fire safety at the forefront of all communications.  All parties should be fully aware of where the responsibility lies for updating the FRA and making necessary changes at the property.”

NFU Mutual top tips on fire safety vigilance

  • Communication is key – keep all stakeholders up to date with Fire Risk Assessment progress and changes
  • Ensure all records of contact details are kept up to date in case they are needed in an emergency
  • Regularly review the Fire Risk Assessment, particularly if there have been any changes on the premises
  • Stay up to date with all relevant fire safety legislation
  • Consider consulting fire safety and risk management professionals for technical information on fire safety
  • While it is not a requirement for Fire Risk Assessments to be documented if there are fewer than five occupants, keeping a written record is still advisable
  • While your insurer may not ask for your Fire Risk Assessment, providing it upfront can aid clarity during any subsequent claims

For further information on Fire Risk Assessments, you can download NFU Mutual’s guidance document here: https://www.nfumutual.co.uk/news-and-stories/maintaining-fire-safety-during-lockdown