Understanding Your Fire Risk Assessment Report

Receiving your fire risk assessment report is an important step in protecting the people who use your premises. It identifies potential fire hazards, considers the precautions already in place and explains where improvements may be needed.

For many business owners and property managers, the next question is: what do I need to do with it? Understanding the risk ratings, recommendations and action plan will help you prioritise the work and manage fire safety.

At The HSRA, we provide professional fire risk assessments with clear reports and action plans. In this guide, we explain what your report should tell you and how to put its findings into practice.

What Is a Fire Risk Assessment Report?

A fire risk assessment report records the findings of an assessment of your premises. It should help you understand the fire hazards identified, the people who could be affected and the measures in place to reduce the risk.

It should also highlight areas where further action is needed. Depending on the premises, these could include concerns with escape routes, fire doors, alarm arrangements, staff training or the storage of combustible materials.

The report should reflect your building and the way it is used. An office, restaurant and residential building will have different layouts, occupants and fire safety considerations.

What Should Be Included in a Fire Risk Assessment Report?

The format of a report can vary between assessors, but it should give you enough information to understand the assessment and its findings.

You would normally expect it to include:

• Details of the premises and the areas assessed.
• The date of the assessment and the person who carried it out.
• The fire hazards identified and the people who may be at risk.
• Existing fire precautions and management arrangements.
• Recommendations for improvements, with an indication of priority.
• Any limitations, inaccessible areas or need for further investigation.

Check that the description of your premises is accurate. If an area was unavailable during the visit, or important information was missing, the report should make this clear so you can decide what needs to happen next.

What Do Fire Risk Assessment Ratings Mean?

Many reports use risk ratings to help explain the level of concern associated with the premises or a particular finding. These may be expressed using words, numbers or colours, depending on the assessor’s reporting system.

A rating generally considers both the likelihood of a fire occurring and the potential consequences for people if it does. Existing precautions, such as suitable detection and clear escape routes, are also relevant to that judgement.

Different providers do not necessarily use the same scale. Read the explanation in your report and, if a rating or recommendation is unclear, ask the assessor what it means for your premises.

What Is a Fire Risk Assessment Action Plan?

The fire risk assessment action plan brings together the improvements recommended following the assessment. It should help you understand what needs attention, where the issue is and how urgently it should be addressed.

Actions might range from keeping an escape route clear or updating staff training to arranging further investigation of a fire door or alarm system. Some can be dealt with by the people managing the premises; others may require a competent contractor.

Use the plan to assign responsibility, arrange the work and monitor progress. Where a recommendation is unclear, speak to your assessor before deciding how to deal with it.

How Should You Prioritise the Recommendations?

Start with any issues identified as urgent or requiring immediate attention. The report should explain the recommended timescale, but you should not wait until the end of that period if the risk can be addressed sooner.

For example, a blocked fire exit may be possible to clear straight away. A fault requiring specialist repair may take longer, so you should obtain competent advice promptly on what to do while the permanent work is arranged.

Lower-priority recommendations still need attention. Create a realistic plan for completing them, taking account of the assessor’s advice and any changes to the risks in the meantime.

If you cannot meet a recommended timescale, contact the assessor or another competent fire safety professional. They can help you understand the implications and consider appropriate interim measures.

Who Is Responsible for Completing the Actions?

The person responsible for fire safety at the premises must make sure the assessment findings are considered and appropriate action is taken. Appointing a professional assessor does not remove that ongoing responsibility.

In a shared building, responsibility may be divided between a landlord, managing agent and individual occupiers. For example, one party may control the common escape routes while another manages the activities inside a business unit.

Make sure each action has a named owner and that everyone involved understands what they need to do. Where responsibilities overlap, communicate and cooperate so that important work is not missed.

Keep a Record of the Work You Complete

Once you have acted on a recommendation, keep a record of what was done and when. This gives you a clear history of how the findings have been managed and helps when the assessment is next reviewed.

Useful evidence could include maintenance records, invoices, contractor reports, training records or photographs. Keep these with the fire risk assessment and action plan so they can be found when needed.

If an action has been completed differently from the original recommendation, record the reason and seek competent advice where appropriate. The important point is that the underlying risk has been properly addressed.

Does a Fire Risk Assessment Mean Your Premises Are Compliant?

A fire risk assessment helps you understand the risks and the action needed to manage them. Having a report alone does not mean every issue has been resolved or that no further work is required.

Fire safety is an ongoing responsibility. Recommended actions need to be considered, equipment maintained and staff given appropriate information and training.

Your premises may also change over time. A report that accurately reflected the building when it was assessed may need updating if the layout, occupancy or activities change.

What If You Disagree With a Recommendation?

If you are unsure about a finding or think it does not reflect the premises, discuss it with the assessor. There may be information they were not given during the visit, or a reason for the recommendation that needs further explanation.

You can also seek a second opinion from another competent fire safety professional, particularly where significant or costly work is proposed. Provide them with the original report and the information needed to understand the issue.

Do not simply disregard a recommendation because it is inconvenient or expensive. The concern identified still needs to be assessed and addressed appropriately.

When Should a Fire Risk Assessment Be Reviewed?

Your fire risk assessment should be reviewed regularly and whenever there is reason to think it may no longer be valid. A review does not always mean starting again, but it should establish whether the existing assessment still reflects the premises.

A review may be needed after alterations to the building, changes to the way it is used, a significant change in occupancy or a fire or near miss. New equipment or changes to escape routes may also affect the risks.

Keep the report, action plan and supporting records together so the person carrying out the review can understand what has changed and which actions have been completed.

Clear Fire Risk Assessment Reports From The HSRA

At The HSRA, we provide professional fire risk assessments for businesses and property managers across the UK. Our reports are designed to help you understand the findings and identify the actions needed at your premises.

Whether you need a first assessment or want to discuss an existing report, contact our team. We can talk through your requirements and help you arrange the appropriate fire risk assessment for your building.

Contact The HSRA for a no-obligation quotation

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