Assess fire risks in my commercial property: How can I effectively assess fire risks in my new commercial property?
assess fire risks in my commercial property — this guide explains what you should check on site, how to record and prioritise findings, when the law requires a written record, and when to call a competent external assessor. You will also get a practical step‑by‑step checklist and clear next steps for compliance. Suggested URL slug: /assess-fire-risks-in-my-commercial-property.
Why you must assess fire risks and who is responsible
Every business that occupies or controls commercial premises must identify and manage fire risks. The Regulatory Reform (Fire Safety) Order 2005 places responsibility on the “responsible person” to make sure a suitable and sufficient fire risk assessment is carried out and that appropriate measures follow. For many businesses this means the owner, employer, facilities manager or a nominated responsible person must act. See gov.uk for guidance.
Start here. Confirm who the responsible person is for the building. If duties are shared — for example in multi‑occupied buildings — agree who will manage the common parts and who will manage each tenancy. This avoids gaps where no one takes action.
Prepare for the assessment: documents and information to gather
Before you visit the site, gather plans and records that make the assessment faster and more accurate. Useful documents include as‑built plans and any recent alteration plans; building use information such as hours, occupancy and shift patterns; fire system certificates, maintenance records and test logs; previous fire risk assessments, incident reports and enforcement notices; and contractor permits for hot works and hazardous activities.
If you already use a compliance system, bring the logbook or records. Good preparation reduces time on site and improves the value of the final report.
Step by step: how to assess fire risks in my commercial property
This section sets out a practical, five‑step approach that mirrors official guidance and helps you build a defensible record. See gov.uk for more detail.
Identify fire hazards — Look for ignition sources such as electrical equipment, hot works, heaters and cooking appliances. Note fuels including stored stock, packaging, waste, flammable liquids and compressed gases. Consider oxygen sources where relevant, including compressed gas cylinders and ventilation systems.
Identify people at risk — Count staff, visitors, contractors and members of the public. Highlight vulnerable groups such as people with mobility or sensory impairments, lone workers and unfamiliar visitors. Consider high‑occupancy times such as peak trading hours.
Evaluate, remove or reduce the risk — Assess how likely a fire could start and how quickly it might spread. Apply the basic risk control hierarchy: remove the hazard where possible, substitute materials, isolate sources and add protective measures such as detection and compartmentation.
Record significant findings and make an emergency plan — If you employ five or more people, or if the premises are licensed, you must keep a written record of significant findings. Record what you inspected, what you decided, and what action will follow. Further guidance is available on gov.uk.
Review regularly — Review the assessment whenever there is a significant change to layout, use, personnel or after an incident. Keep a date for the next review and assign owners for actions.
How to record your assessment and prioritise actions
A good record is concise, evidence‑based and action‑orientated. Use a simple table or the Total Safe Fire Safety Logbook to capture key points such as location, hazard, persons affected, current control measures, risk rating, recommended action, target completion date and responsible person. Many clients find the Total Safe Fire Safety Logbook helpful.
Prioritise actions using common sense: tackle anything that threatens life first (escape routes blocked, non‑functional alarms), then controls that prevent rapid spread such as fire doors and compartmentation, and finally measures that limit damage such as extinguishers and suppression systems. Set realistic deadlines and follow up.
How to assess fire risks in my commercial property: practical on‑site checks
When you walk the building, work methodically and use checklists. For each area, check escape routes to ensure they are clear, unlocked and of adequate width and that final exits lead to a place of safety. Check fire detection and alarm devices are present, tested, and appropriate to the risk. Confirm emergency lighting illuminates escape routes and exit signs during power failure.
Inspect fire doors and compartmentation to ensure they are fitted, labelled, and self‑closing where required. Verify fire‑fighting equipment is the correct type, maintained, and has visible signage. Review housekeeping and storage to ensure combustible materials are kept away from ignition sources and stored sensibly. Confirm hot works and contractor controls such as permit‑to‑work, supervision and fire watches are in place.
Record any immediate hazards and, where a remedial action is needed urgently, isolate the area or remove access until the issue is fixed.
Special considerations for new commercial buildings and refurbishments
New or recently refurbished properties can present hidden risks. Temporary works, exposed cable routes, unfinished compartmentation and site‑based storage can increase hazard levels. During fit‑out, ensure temporary fire detection and alarms are commissioned or alternative procedures are documented and that escape routes remain unobstructed throughout works.
Ensure contractors follow hot work permits and appoint fire watches for risky operations. Make sure passive fire protection such as compartments, cavity barriers and fire doors is completed and certified before handover. Refurbishment often triggers an update to the fire risk assessment; review it at each project stage and again when the building is occupied.
For practical support, our Fire Safety Services team can advise on interim controls and commissioning. See Total Safe fire safety services for details.
When to use an external fire risk assessor and how to choose one
You do not always need to hire an external assessor. However, choose a competent third‑party when your premises are complex, high‑risk, multi‑occupied, or when you lack suitable in‑house skills. The National Fire Chiefs Council provides guidance on how to find and check a competent assessor. See nfcc.org.uk.
Expect assessors to show evidence of competence, sector experience, and adequate professional indemnity insurance. Look for assessors who work to recognised schemes and standards such as BAFE or UKAS certificated schemes. Ask for references from similar premises and review sample reports to ensure the scope matches your needs.
When Total Safe carries out a fire risk assessment we clearly define scope, limitations and deliver a prioritised action plan. Learn more about the Total Safe fire risk assessment service.
Legal enforcement and the role of fire and rescue authorities
Local fire and rescue authorities are responsible for enforcing general fire precautions in most workplaces. The Health and Safety Executive (HSE) enforces matters that arise from work processes and higher risk industrial activities. If your fire safety arrangements are inadequate, enforcing authorities may serve informal advice, formal notices or prohibition notices depending on severity. Ensure your assessment and records are accurate and available for inspection. See hse.gov.uk for further information.
If you receive an enforcement notice, act quickly and keep clear records of remedial steps and dates. Good records and prompt action reduce enforcement risk and demonstrate you took reasonable steps to manage safety.
Common mistakes to avoid when you assess fire risks in my commercial property
Avoid relying on a one‑off assessment and never reviewing it. Do not fail to record significant findings when required by law. Involve staff and contractors who know day‑to‑day risks. Do not select an assessor solely on price without checking competence. Treat the assessment as a driver for action rather than a paper exercise.
Learning from near misses and small fires is vital. Update your assessment promptly after any event.
Implementing actions and embedding improvement
Turn the assessment into a living plan. Assign ownership, set deadlines, and include progress checks in monthly or quarterly site meetings. Train staff on fire action, hold drills and test systems according to manufacturer guidance and British Standards. Keep paperwork such as test records, training logs, maintenance certificates and any contractor evidence. These records help demonstrate due diligence and support insurance and enforcement queries. See gov.uk for examples.
If you need structured support, Total Safe offers audits, remedial works and training to help you implement the actions from a fire risk assessment quickly and efficiently. Contact Total Safe for a site consultation.
Conclusion and recommended next steps
To recap, assess fire risks in my commercial property by preparing documents, following the five‑step assessment process, recording significant findings, and reviewing regularly. Focus first on people, means of escape and life‑safety systems. Where premises are complex or you lack in‑house competence, appoint a third‑party assessor who can demonstrate recognised competence. Use the assessment to drive practical, prioritised actions and keep clear records.
Recommended immediate actions: confirm the responsible person for the premises; gather building plans and current maintenance records; complete the five‑step assessment using the checklist above; record significant findings in a logbook and assign owners for remedial work; and if in doubt, engage a competent assessor to review your findings.
For help tailored to your new commercial property, speak with Total Safe about a site assessment and practical remediation. Arrange a fire risk assessment with Total Safe.
FAQ
Q: Who is legally responsible for a fire risk assessment in a commercial building?
A: The “responsible person” under the Regulatory Reform (Fire Safety) Order is typically the employer, owner or occupier. That person must ensure a suitable and sufficient assessment is carried out and acted upon. Guidance is available on gov.uk.
Q: How often should I review a fire risk assessment?
A: Review the assessment whenever there is a significant change such as layout, use, occupancy, or after an incident and at least periodically to reflect changes in use or legislation. High‑risk or complex sites often need more frequent reviews. See gov.uk for guidance.
Q: Can I carry out the assessment myself or do I need an external assessor?
A: You can complete the assessment if you are competent. However, for complex or high‑risk premises it is wise to use an external assessor who can demonstrate recognised competence and relevant experience. The NFCC provides guidance on selecting assessors at nfcc.org.uk.
Q: What must my written record include?
A: If you must keep a written record (for example you employ five or more people), record the significant findings, the actions you took or will take, and the persons responsible for those actions. Guidance and examples are provided by gov.uk.
Q: Who enforces fire safety in commercial premises?
A: Local fire and rescue authorities usually enforce general fire safety. HSE enforces fire safety where issues relate to work processes or major hazard sites. Respond promptly to any enforcement correspondence and see hse.gov.uk for more information.
