Fire Risk Assessments in Commercial Properties: An Overview

As stipulated by the Regulatory Reform (Fire Safety) Order 2005, fire risk assessments are mandatory for almost all premises, excluding single domestic dwellings. The Fire Safety Order is the main legal framework for fire safety in England and Wales and requires the designated ‘Responsible Person’ (typically the building owner, occupier or employer) to ensure that a suitable and sufficient fire risk assessment is carried out.

Additional legislation also needs to be considered. For example, the Fire Safety Act 2021 requires fire risk assessments to cover structure, external walls (including cladding) and flat entrance doors in mixed-use buildings.

Then there’s the Building Safety Act 2022, of course, complete with the Section 156 changes from 1 October 2023. Written fire risk assessment records are now required for all premises, regardless of their size or the number of staff members involved.

‘Responsible Persons’ must record and share their contact details with other duty holders, pass fire safety-related information across to new ‘Responsible Persons’ and also demonstrate an ongoing review procedure. As such, fire risk assessments are not a one-off exercise.

Enforcement is conducted by the local Fire and Rescue Authority, with penalties ranging from Improvement Notices through to unlimited fines or even imprisonment.

For their part, the Health and Safety (Safety Signs and Signals) Regulations 1996 govern clear and consistent safety signage.

While legislation sets the legal baseline, then, Best Practice emanates from using structured methods. PAS 79-1:2020 for non-domestic premises was produced by the British Standards Institution. While not mandatory, the document is widely recognised by regulators and insurers. It provides a step-by-step approach and ensures that assessments for non-domestic premises are both complete and consistently documented.

Fire risk assessment process

Robust fire risk assessments will be focused on several key areas. One of them is the identification of hazards including potential ignition sources (eg machinery, lighting and IT equipment, etc), fuels (eg chemicals, paper and packaging) and oxygen sources (ventilation and air conditioning, for instance).

People at risk – staff, visitors, contractors and vulnerable occupants – need to be identified. Further, the risk assessment process will evaluate and then determine to remove or reduce risks. For example, the process may pinpoint the need for tidying storage areas, the servicing of building electrics or upgrading the on-site fire doors.

Of course, all of the assessment findings need to be recorded along with details around emergency planning for the premises. The later will focus on the evacuation strategy, routes for evacuation and assembly points, for example.

Importantly, the fire risk assessment needs to be reviewed and updated as necessary on a regular basis (at least annually or subsequent to any changes being made to the building layout, occupancy and the processes conducted within).

Commercial fire safety regimes will necessarily encompass properly maintained fire detection and alarm systems, clear and accessible escape routes, suitable firefighting equipment, trained members of staff, compliant emergency lighting and also compliant signage. All of these measures work best when tested regularly and supported by good and thorough housekeeping.

Choosing the right assessor

Competence matters. The fire risk assessor should be qualified (and hold Institute of Fire Safety Managers or Institution of Fire Engineers membership), be experienced with similar property types and also covered by professional indemnity insurance. Many clients now ask for PAS 79 methodology as standard to ensure clarity and credibility.

Since the 2023 changes to the Building Safety Act, poor record-keeping is one of the most common reasons for enforcement. Even if the building itself is physically safe, incomplete or missing fire risk assessment documents can trigger legal action. A structured and up-to-date PAS 79-based fire risk assessment is the best safeguard.

Understanding the requirements and importance of fire risk assessments will be crucial for ensuring the safety of commercial properties and complying with legal obligations. Regular and thorough assessments, combined with the implementation of necessary safety measures, can significantly reduce the risk of fire and its potential consequences.

Fire safety is an ongoing process. As referenced, regular reviews and updates of the fire risk assessment, along with continuous staff training and the maintenance of fire safety equipment, will be essential for maintaining a safe working environment. By prioritising fire safety and conducting comprehensive fire risk assessments, lives and property will be protected. Such a priority also demonstrates commitment to the well-being of employees and visitors and the continuity of business operations.

Fire safety is not just about compliance. It’s also focused on creating a culture of safety within an organisation. Adopting a proactive approach towards fire risk assessments and involving all members of staff in fire safety procedures will serve to create a safer and more resilient workplace for everyone.

Anthony Walker FRICS FCIOB MIFireE is a Director of Sircle UK (www.sircleuk.com)