Fire Risk Assessment

UK law requires a written fire risk assessment for all non-domestic premises under the Regulatory Reform (Fire Safety) Order 2005. The Responsible Person must ensure the assessment is carried out by a competent person, kept up to date, and reviewed whenever significant changes occur. Failure to have a suitable and sufficient fire risk assessment in place is a criminal offence.

Is a fire risk assessment a legal requirement?

Yes. Under the Regulatory Reform (Fire Safety) Order 2005, every non-domestic premises in England and Wales must have a suitable and sufficient fire risk assessment in place. This applies to all commercial buildings, places of work, and premises open to the public.

The legal duty sits with the responsible person, defined under the legislation as the employer, owner, landlord, occupier, or individual with control of the premises. In many commercial buildings this responsibility sits with a facilities manager, managing agent, or building manager.

The responsible person is legally required to:

• Carry out or commission a suitable and sufficient fire risk assessment
• Implement appropriate fire safety measures based on the findings
• Review the assessment regularly and whenever significant changes occur
• Keep a written record of the assessment if the business employs five or more people

Failure to have a compliant fire risk assessment in place can result in enforcement action by the Fire and Rescue Authority, prohibition notices preventing use of the premises, and in serious cases, prosecution under the Order.

What does a fire risk assessment cover?

A fire risk assessment is a structured review of a building to identify fire hazards, evaluate the risk to people, and determine what measures are needed to reduce that risk to an acceptable level. 

The assessment must always reflect the specific characteristics of the building and the activities carried out within it.

A professional assessment typically reviews:

• Ignition sources — electrical equipment, heating systems, hot work areas, and other potential sources of fire
• Fuel and oxygen sources — combustible materials, storage arrangements, ventilation, and airflow
• People at risk — including employees, visitors, contractors, and anyone with mobility or other impairments who may be at particular risk
• Means of escape — exit routes, door widths, travel distances, signage, and whether routes are kept clear
• Fire detection and warning systems — whether appropriate alarms are installed, tested, and maintained
• Fire fighting equipment — extinguisher types, locations, and maintenance records
• Emergency lighting — coverage of escape routes and whether testing records are up to date
• Fire safety management — staff training, evacuation procedures, and record-keeping

Where the assessment identifies deficiencies in your fire detection, suppression, or protection systems, Robinsons Facilities Services can arrange remedial works through our Quoted Works service.

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How a fire risk assessment is carried out

Professional fire risk assessments generally follow the five-step methodology outlined in UK government fire safety guidance.

Step 1. Identify fire hazards

The assessor identifies potential ignition sources, combustible materials, and conditions that could allow a fire to start or spread.

Step 2. Identify people at risk

This includes employees, visitors, contractors, members of the public, and anyone who may require assistance during evacuation.

Step 3. Evaluate and reduce risks

Existing fire precautions are reviewed to determine whether they adequately control the identified hazards.

Step 4. Record findings and action plan

A documented report is produced detailing the risks identified and the actions required to improve safety and compliance.

Step 5. Review and update regularly

Fire risk assessments must remain suitable and sufficient over time. They must be reviewed whenever changes occur within the building or its operation.

How often does a fire risk assessment need to be reviewed?

The Regulatory Reform (Fire Safety) Order 2005 does not set a fixed review interval. Instead, it requires that the assessment is kept “suitable and sufficient” at all times, which means it must be reviewed whenever circumstances change.

A review should be carried out when:

• there have been significant changes to the layout, structure, or use of the building
• occupancy numbers or the profile of occupants have changed (e.g. adding vulnerable users)
• new equipment, processes, or substances have been introduced
• there has been a fire, near-miss, or enforcement notice
• a new responsible person has taken over the premises

For most commercial buildings, an annual review is considered good practice.

If you’re unsure whether your existing assessment is still valid, the safest course of action is to have it reviewed by a competent assessor. Our team can advise based on your specific circumstances.

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Who should carry out a fire risk assessment?

The Fire Safety Order requires that assessments are completed by a competent person, meaning someone with sufficient training, experience, and knowledge of fire safety legislation.

For small, low-risk premises, the responsible person may conduct their own assessment. However, for most commercial properties professional assessments are strongly recommended.

Robinsons Facilities Services arranges fire risk assessments carried out by accredited fire safety specialists with experience across a wide range of commercial environments, including:

• office buildings
• schools and universities
• healthcare facilities
• hotels and hospitality premises
• warehouses and industrial sites
• multi-tenant commercial buildings
  

Assessments follow recognised UK fire safety guidance and produce clear, practical recommendations.

Related fire safety compliance services

Fire risk assessments often identify issues relating to other fire protection systems within a building. Addressing these issues forms an important part of maintaining compliance.

Robinsons Facilities Services supports commercial clients with a range of related fire safety services, including 

• fire alarm maintenance
• emergency lighting testing
• fire extinguisher servicing
• fire door maintenance
• other fire protection system maintenance

Where an assessment identifies deficiencies in these systems, remedial work can be arranged through our engineering teams.

Fire risk assessments across Yorkshire

Robinsons Facilities Services provides fire risk assessments throughout Yorkshire and the Humber, supporting businesses across Leeds, Harrogate, York, Bradford, Wakefield, Huddersfield, Sheffield and surrounding areas.

Our assessors regularly work in commercial premises ranging from small office buildings to large industrial facilities and multi-site property portfolios.

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