What Happens During a Fire Risk Assessment? A Step by Step Guide
If you have never had a Fire Risk Assessment before, it is easy to assume it is just a quick walk around your building. In reality, it is a structured and detailed process that reviews your premises, your fire safety systems, and how everything is managed day to day.
At The HSRA, we carry out Fire Risk Assessments across a wide range of buildings. This guide explains exactly what happens during the process, so you know what to expect and how to prepare.
Step 1. Understanding Your Building
Every assessment begins with gaining a full understanding of your premises. The assessor will review the layout, how the building is used, the number of floors, and occupancy levels. They will also consider the type of business, whether that is an office, dental practice, HMO or gym, and whether vulnerable persons may be present.
Fire risk is always assessed in context. A residential building with sleeping occupants presents very different risks compared to a daytime office environment.
Step 2. A Visual and Non Intrusive Inspection
A Fire Risk Assessment is designed to be non intrusive. It is based on what can be visually inspected, the documentation available, and the information provided during the visit. There is no opening up of walls, no testing of systems, and no certification of installations.
The focus is on identifying risks and reviewing how effectively they are being managed in real conditions.
Step 3. Identifying Fire Hazards
The assessor will identify potential fire hazards throughout the building. This includes sources of ignition such as electrical systems and equipment, sources of fuel such as furniture and stored materials, and sources of oxygen like ventilation and airflow.
Common issues include poor storage around electrical equipment, unsafe use of extension leads, and a build up of combustible materials. These are everyday risks that can significantly increase the likelihood of fire.
Step 4. Means of Escape and Evacuation
This is one of the most critical parts of the assessment. The assessor will check whether escape routes are clear and unobstructed, whether exits lead to a place of safety, and whether travel distances are appropriate for the building. They will also assess whether all occupants can evacuate safely.
Evacuation strategies are also reviewed, such as simultaneous evacuation or stay put policies in certain residential buildings. Even well managed premises often have issues here due to blocked exits or poor planning.
Step 5. Fire Detection and Alarm Systems
Your fire detection and alarm system is reviewed to ensure early warning is in place. The assessor will check whether a system is installed, its coverage, audibility, and the presence of manual call points. They will also review evidence of regular testing and servicing.
A common issue is not the system itself, but the lack of recorded checks and maintenance.
Step 6. Emergency Lighting
Where required, emergency lighting is assessed to ensure safe evacuation during low visibility conditions.
The assessor will check whether lighting is installed in the correct areas, whether it functions properly, and whether testing and maintenance records are in place.
Without reliable emergency lighting, escape routes can become unsafe during a power failure.
Step 7. Fire Doors and Compartmentation
Fire doors are essential in preventing the spread of fire and smoke. The assessor will inspect whether fire doors are installed where required, their condition, the presence of seals and hinges, and whether self-closing devices are fitted and working.
Common issues include missing smoke seals, doors not closing fully, and a lack of maintenance. These faults can seriously compromise escape routes.
Step 8. Firefighting Equipment
Firefighting equipment will be reviewed where applicable. This includes fire extinguishers, fire blankets, and associated signage. The assessor will check that equipment is appropriate, accessible, and correctly positioned.
In many cases, equipment is present but not serviced, poorly located, or obstructed.
Step 9. Fire Safety Management and Documentation
This is one of the most common areas where issues are identified. The assessor will review documentation such as previous Fire Risk Assessments, fire safety policies, fire logbooks, alarm and emergency lighting records, and fire drill records.
Missing or incomplete documentation can make a business appear non compliant, even when physical risks are relatively low.
Step 10. Staff Training and Procedures
Fire safety depends heavily on staff awareness and preparation. The assessor will check whether staff have received fire safety training, whether fire wardens are appointed where required, and whether fire drills are carried out.
They will also review evacuation procedures to ensure they are clearly documented and understood.
Step 11. Final Review and Key Findings
At the end of the visit, the assessor will summarise the key findings. This includes identifying fire risks, noting any missing documentation, and outlining practical recommendations. A full report is then prepared following the visit, usually within 48 hours once payment has been received.
Important. It Is Not a Pass or Fail
A Fire Risk Assessment is not a certificate and it is not something you pass or fail. It is a snapshot of your current compliance, a list of risks, and a working document that helps you stay compliant. It reflects conditions on the day and should be reviewed regularly.
How to Prepare for Your Fire Risk Assessment
Preparation helps ensure a smooth and effective assessment. Gather all relevant documentation in advance, ensure access to all areas including plant rooms and exits, and have a responsible person available on site.
If documents are not available, they will still be recorded, but this may result in additional recommendations.
Need a Fire Risk Assessment?
At The HSRA, we carry out Fire Risk Assessments across the UK. We can also combine multiple assessments into a single visit to save time and cost.
If you are unsure where you stand or need to get compliant, get in touch with the team today.