Fire Risk Assessment for Small Business Owners

A fire risk assessment for small business is not paperwork to file away after an inspection. It is the practical process that shows a responsible person where a fire could start, who could be affected and what must be done to protect people. For a small shop, office, workshop, café or mixed-use property, one overlooked electrical fault, blocked exit or damaged fire door can have serious consequences.

In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 places duties on the responsible person to take general fire precautions. That may be the employer, owner, landlord, managing agent or another person with control of the premises. The size of the business does not remove that responsibility. A smaller workforce may make communication easier, but it does not make escape routes, alarms or emergency planning any less necessary.

Why a fire risk assessment matters to small businesses

Small businesses often operate from older buildings, shared premises or adapted spaces that were not designed for their current use. Stock may be stored in corridors, a back room may double as a staff area, or a landlord and tenant may each assume the other is managing a safety issue. These are common situations, not signs of carelessness, but they need clear control.

A suitable and sufficient assessment helps you make informed decisions before a problem becomes an emergency. It identifies hazards such as cooking equipment, overloaded sockets, heating appliances, charging batteries and combustible storage. It also considers the people at risk, including staff working alone, visitors unfamiliar with the building, customers, contractors and anyone who may need additional assistance to evacuate.

The result should be more than a generic score or a long list of technical terms. It should set out proportionate actions, who should address them and how urgently they need attention. This gives a business owner a defensible record of the steps taken to meet their legal duties while protecting staff, customers, property and continuity of trading.

What a fire risk assessment for small business should cover

Every premises is different. A ground-floor salon with one treatment room does not present the same risks as a two-storey restaurant, a vehicle repair workshop or offices above a retail unit. However, a thorough assessment will normally examine the same core areas.

Fire hazards and sources of ignition

The assessor considers what could start a fire and what could allow it to develop. This includes electrical installations and portable appliances, naked flames, commercial cooking, smoking arrangements, portable heaters, machinery and lithium-ion battery charging. Housekeeping matters too. Cardboard, packaging, cleaning products and waste must be stored safely and kept away from ignition sources.

People at risk and how they will escape

An escape route that appears adequate on a quiet weekday may fail when deliveries arrive, stock is unpacked or the premises is busy. The assessment reviews travel distances, the number and position of exits, final exit security, emergency lighting, signage and whether routes remain clear at all times.

It should also consider how people receive warning of a fire. In a small, open-plan office, a simple arrangement may be suitable. In a noisy workshop, a larger or more complex building, or a premises with sleeping accommodation, the fire alarm and evacuation arrangements may need greater consideration. The correct solution depends on the building, its use and the people within it.

Fire doors and compartmentation

Fire doors and compartment walls are designed to slow the spread of smoke and fire, giving occupants valuable time to leave and helping protect the building. A fire door held open with a wedge, a missing seal, unsuitable glazing or excessive gaps can compromise that protection.

Likewise, holes around cables, pipes and service risers can undermine fire-resisting walls and floors. These issues are particularly relevant in converted buildings and shared commercial premises, where alterations may have taken place over many years. A fire risk assessment can identify visible concerns, but a separate fire door assessment or compartmentation survey may be appropriate where more detailed inspection is needed.

Fire-fighting equipment, systems and management

Extinguishers, fire blankets, emergency lighting, alarms and detection systems must be suitable, maintained and understood by the people expected to use or manage them. Equipment alone does not create safety. Staff need appropriate instruction, fire procedures need to be workable, and routine checks should be recorded.

The assessment also examines management arrangements. This includes induction for new starters, fire drills where appropriate, reporting defects, contractor controls and arrangements for opening and closing the premises. For many small businesses, the most valuable improvements are straightforward: keep exits clear, test equipment on schedule, maintain good housekeeping and make sure everyone knows what to do when the alarm sounds.

The written record and action plan

If you employ five or more people, a written fire risk assessment record is required. A written record is also needed if the premises requires a licence or an alterations notice is in force. Even where a written record is not specifically required, keeping one is good practice. It demonstrates that risks have been considered and gives you a clear basis for managing actions.

A useful report should distinguish between urgent deficiencies and improvements that can be planned. For example, an obstructed final exit, an inoperative fire alarm or a defective fire door may require prompt action. Replacing unclear signage or improving storage arrangements may be less urgent but should still be assigned and completed.

Avoid treating the report as a one-off document. Keep evidence of completed works, servicing records, staff training and checks alongside it. If an incident, inspection or insurance query arises, these records help show that fire safety has been actively managed.

When should you review your assessment?

There is no safe fixed rule that allows an assessment to sit unchanged for years. It should be reviewed regularly and whenever there is reason to believe it is no longer valid. A review is particularly sensible after a change in layout, refurbishment, a new process, increased stock levels, altered opening hours, new equipment, a change of occupancy or a fire-related incident.

Changes that seem minor can alter risk considerably. Installing a new kitchen appliance, creating a storeroom beneath a staircase or introducing e-bike battery charging can affect fire precautions. If staff numbers change or a person with mobility needs joins the team, evacuation arrangements may also need to be reconsidered.

Common gaps in small premises

Small businesses rarely set out to create unsafe conditions. Gaps often develop gradually through day-to-day pressure. Deliveries are placed in a hallway, spare stock accumulates by the rear exit, a door closer is disconnected because it is inconvenient, or a staff member brings in an unapproved heater during cold weather.

Other frequent issues include inadequate separation between a commercial unit and residential accommodation, missing fire safety information in multi-occupied buildings, poor control of electrical extension leads and no clear arrangement for checking alarm or emergency lighting systems. The right corrective action depends on the risk, but delay is rarely helpful where life safety is involved.

Choosing proportionate professional support

A competent assessor should take time to understand the building and how it is actually used, rather than relying solely on a generic template. Ask whether the inspection will consider passive fire protection, means of escape, fire doors and management arrangements, and whether the report will provide clear actions in plain language.

For premises across Kent, East Sussex and West Sussex, Kent and Sussex FRA provides practical, compliance-focused assessments by certified fire safety consultants, with assessments starting from £130. Where further investigation is required, advice can be tailored to the specific condition and use of the building.

The safest next step is to look at your premises as your staff and customers would during an emergency: can they hear the warning, find a clear route and get out without uncertainty? If the answer is not confidently yes, it is time to review the arrangements.