# Fire Risk Assessment: What Responsible Persons Need> A professional fire risk assessment helps duty holders protect people, meet legal duties and prioritise practical safety actions

# Fire Risk Assessment: What Responsible Persons Need

> A professional fire risk assessment helps duty holders protect people, meet legal duties and prioritise practical safety actions across their premises.

A fire risk assessment is not a paper exercise to be completed, filed and forgotten. It is the practical process that helps a responsible person understand how a fire could start, who could be affected and what must be improved to keep people safe. For building owners, landlords, facilities managers and business operators, it provides the evidence behind sensible fire-safety decisions.

The consequences of getting it wrong extend beyond enforcement action. A fire can cause life-changing harm, displace residents, interrupt trading, damage valuable assets and place significant pressure on staff and tenants. A clear, suitably thorough assessment gives you a prioritised route to reducing those risks.

## When is a fire risk assessment required?

Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person must carry out and regularly review a fire risk assessment for non-domestic premises in England and Wales. This includes workplaces, shops, offices, warehouses, hospitality venues and the common areas of blocks of flats. The duty may fall on an employer, building owner, landlord, managing agent or another person with control of the premises.

The assessment must be suitable and sufficient for the building, its use and the people who may be there. A small, single-storey office will not require the same depth of consideration as a mixed-use building with residential accommodation above commercial units. Likewise, a care setting, hotel or premises used by members of the public may need more detailed planning because occupants could be unfamiliar with the building or need assistance to evacuate.

Where five or more people are employed, where a licence is in place, or where an alterations notice has been served, significant findings and the measures taken must be recorded. In practice, documented findings are valuable for every duty holder. They demonstrate that risks have been considered properly and give those responsible for maintenance a clear plan to follow.

## What a professional assessment looks for

A competent assessor does more than identify extinguishers and check whether an alarm panel is present. They consider how the building operates as a whole, including ignition sources, combustible materials, the people at risk and the measures that prevent fire and support escape.

The inspection will usually examine electrical equipment, heating arrangements, cooking facilities, smoking controls, contractor activity, storage, waste management and any processes involving flammable liquids or gases. It will also consider housekeeping. Combustible materials stored in corridors, electrical cupboards or escape routes can turn a manageable incident into a serious obstruction within minutes.

[Passive fire protection](https://www.kentandsussexfra.co.uk/post/bs-9999-guide-to-fire-safety-design-and-compliance) is equally important. Fire doors, compartment walls, service penetrations, ceilings and protected stairways are designed to slow the spread of fire and smoke. Damage, poor installation or unauthorised alterations can compromise that protection without being obvious during day-to-day use. A door that does not close fully, gaps around pipework or missing fire-stopping may require prompt attention.

Means of escape must be assessed in relation to the people using the premises. This includes the number and width of exits, travel distances, emergency lighting, signage, evacuation procedures and the arrangements for visitors, lone workers and people with mobility, sensory or cognitive impairments. The question is not simply whether an exit exists. It is whether people can find it, use it and reach a place of safety when conditions are stressful and visibility may be poor.

[Fire detection and warning systems](https://www.kentandsussexfra.co.uk/post/bs-5839-1-2025-key-changes-and-what-they-mean-for-fire-alarm-compliance), emergency lighting, extinguishers and other active systems also need consideration. Their presence alone is not enough. They must be appropriate for the risk, tested, maintained and understood by the people who may need to use or respond to them.

## Why the building’s use matters

Two properties with the same floor plan can have very different fire risks. A ground-floor office occupied from 9am to 5pm has different challenges from a restaurant with a commercial kitchen, a warehouse with high-level storage or a block of flats with residents asleep overnight.

Changes to occupancy should trigger fresh thought. A new tenant may introduce lithium-ion battery charging, cooking, storage or machinery that was not present when the assessment was last completed. Refurbishment work can expose concealed voids, create gaps in compartmentation or alter escape routes. Even a change in staff numbers can affect whether an evacuation plan remains realistic.

This is why a generic document is rarely adequate. A worthwhile assessment reflects the premises as they are actually used, not how they appeared on an old plan or in a previous owner’s records.

## Turning findings into practical action

The value of a fire risk assessment lies in what happens next. Findings should be clear, proportionate and prioritised so that the responsible person can address the most serious issues without delay. Vague statements such as “improve fire safety” do not help a facilities team, landlord or contractor understand what is required.

A useful action plan identifies the issue, the location, the level of priority and the remedial measure needed. For example, it may require an escape route to be cleared immediately, a damaged fire door to be repaired, fire-stopping around services to be investigated, or staff to receive evacuation training. Some actions are straightforward operational improvements; others may need specialist inspection or building work.

Not every finding demands a major capital project. The appropriate response depends on the level of risk, the building’s layout, the occupancy and the existing protective measures. However, lower-cost actions should not be used to avoid necessary repairs to fire doors, compartmentation or alarm systems. The aim is to reduce risk in a way that is both effective and defensible.

## Common weaknesses that should not be overlooked

Many fire-safety shortcomings develop gradually. A corridor becomes a temporary storage area, a fire door is wedged open for convenience, or a service contractor leaves an unsealed opening after completing work. These issues can appear minor in isolation, but together they can undermine the building’s fire strategy.

Particular attention should be given to escape routes, fire doors, electrical safety, storage arrangements and evidence of routine testing. Missing records do not always mean checks have not been carried out, but they make it difficult to demonstrate compliance and identify recurring issues. Good fire-safety management relies on both physical measures and reliable records.

For residential blocks and [mixed-use premises](https://www.kentandsussexfra.co.uk/post/building-safety-act-2022-what-it-means-for-property-owners), responsibilities can be more complex. The common parts, commercial areas and residential elements may have different management arrangements. Clear communication between owners, managing agents, tenants and contractors is essential so that important actions do not fall between organisations.

## How often should it be reviewed?

There is no universal expiry date for a fire risk assessment. It should be reviewed regularly and whenever there is reason to believe it is no longer valid. Material changes to the building, its use, occupancy, staffing, layout or fire precautions are clear triggers for review. A fire, near miss, enforcement concern or significant maintenance finding should also prompt reassessment.

Many organisations choose an annual review as part of their wider safety management, particularly where premises are busy or risks change frequently. A more stable, lower-risk environment may not need a full new assessment every year, but it still needs active monitoring. The key principle is that the document must remain accurate and the identified actions must be managed to completion.

## Choosing competent support

The responsible person retains legal responsibility, even when an external consultant is appointed. Selecting competent support is therefore a sensible safeguard. Look for an assessor who can explain findings plainly, understands the type of premises involved and produces a report that leads to practical action rather than unnecessary uncertainty.

Local knowledge can be particularly useful where a portfolio includes older high streets, converted properties, coastal hospitality venues or mixed-use buildings across Kent, East Sussex and West Sussex. Kent and Sussex FRA provides comprehensive assessments designed to give duty holders a clear understanding of their obligations, risks and next steps, with accessible services starting from £130.

A well-managed building is not one that never changes. It is one where changes are noticed, risks are reviewed and safety actions are completed before a small weakness becomes a serious failure. Taking the time to obtain a clear assessment and act on it is a direct investment in the people who use your premises every day.