Identify fire hazards in my office: how to spot risks and ensure workplace safety
In this guide you will learn a clear, practical method to spot common office fire risks, assess who is vulnerable, prioritise actions and make a simple plan that meets legal duties. The steps are written for managers, facilities teams and business owners who need a straightforward route to compliance and safer workplaces.
Why this matters now
Offices remain one of the most common non-domestic settings for small workplace fires. A focused assessment reduces the chance of an incident, protects people and helps avoid enforcement action or fines. You are legally required to carry out a suitable and sufficient fire risk assessment and to keep it under review. See gov.uk for details.
How to identify fire hazards in my office: a step-by-step checklist
Start by walking the space with the purpose of finding the three core elements that create a fire: sources of ignition, sources of fuel and sources of oxygen. Record what you see. This process follows the five-step approach recommended by government guidance. See gov.uk for the full method.
Sources of ignition to look for
Faulty or overloaded electrical sockets, extension leads and chargers.
Portable heaters and unattended kettles in breakout areas.
Hot processes such as server racks, kilns or lighting in enclosed spaces.
Sources of fuel to look for
Paper, cardboard and stored files near electrical equipment.
Waste and recycling bins that are allowed to accumulate.
Combustible office fittings and soft furnishings that are not fire-rated.
Sources of oxygen to consider
Natural ventilation and mechanical plant that can feed a fire.
Stored gas cylinders or compressed air which may increase fire severity.
Practical tip: photograph hotspots, note dates and add simple labels such as high, medium or low risk. This makes the findings auditable and straightforward to track.
Who is at risk and why you must record it
Identify who might be harmed and how. Think beyond employees to include visitors, contractors, cleaning staff and anyone with reduced mobility. You must record significant findings if you employ five or more people or your premises fall under specific fire safety rules. This requirement forms part of the Fire Safety Order and related guidance. See gov.uk.
Prioritise vulnerable people first. People who work alone, those on different floors, or users of sleeping accommodation need clear plans and, where necessary, personal evacuation arrangements. Make sure the name of the person carrying out the assessment is recorded if you rely on an external assessor. This aids clarity and compliance. See GOV.UK guidance on accessibility considerations.
Simple inspections that reveal common office hazards
Regular visual inspections catch the majority of preventable hazards. Use short daily, weekly, monthly and annual checks to maintain a safe environment.
Daily checks
Ensure escape routes are clear, fire doors close correctly, and exit signage is visible.
Weekly checks
Test fire alarm call points and check that emergency routes remain unobstructed.
Monthly checks
Inspect extinguisher locations for damage and check portable appliance labelling.
Annual checks
Commission professional servicing for alarms, emergency lighting and extinguishers.
These routines help you respond quickly to new hazards arising from changes in occupancy or layout. The National Fire Chiefs Council Business Fire Safety Awareness Tool can help non-specialists. See NFCC.
Electrical safety: the single biggest preventable cause
Electrical faults are a leading ignition source in offices. Practical steps you should take include adopting a risk-based approach to portable appliance testing (PAT) and keeping inspection records.
Limit the use of extension leads and avoid daisy-chaining sockets.
Ensure server rooms and plant spaces have temperature monitoring and clearances from combustibles.
Replace damaged cables and remove non-essential items from distribution board cupboards.
If inspections suggest wider issues, arrange an electrical installation condition report (EICR) by a competent electrician. The HSE emphasises a risk-based approach to electrical maintenance rather than fixed automatic intervals. See thebigredguide.com for related commentary.
Housekeeping and storage controls that reduce fuel load
Good housekeeping directly reduces the amount of combustible material on site. Keep corridors and stairwells free from storage and promotional displays.
Store paper, boxes and packaging in cupboards or off-site if possible.
Designate and signpost safe smoking areas well away from the building, or make premises smoke-free.
Use metal bins for hot ash or waste from maintenance work and empty them regularly.
These simple measures have a high impact and often resolve the most common hazards identified in office risk assessments.
Fire detection, alarm systems and emergency lighting checks
Make sure detection covers escape routes and areas with electrical plant or kitchens. Alarms should be regularly tested and serviced by a competent contractor. Emergency lighting must operate on backup supply and illuminate escape routes during power loss. If you are unsure about system adequacy, commission a technical survey to align design and maintenance with current best practice.
See recommended service options from Total Safe Fire Safety Services for professional maintenance and testing.
Passive protection and compartmentation: why doors and seals matter
Fire doors, fire stopping and compartmentation slow fire spread and protect escape routes. Check that fire doors close fully, have intact intumescent seals and correct signage.
Ensure penetrations through fire-separating elements are sealed with appropriate fire-stopping materials and that vertical and horizontal compartmentation is intact after any refurbishment or cable routing.
If you find defects, prioritise remedial works for doors and fire stopping. Total Safe fire-stopping and remedial works can survey and provide compliant solutions.
Practical measures for high-risk office areas
Kitchen and staff rooms: fit suitable extinguishers and consider fixed suppression for commercial kitchens. Keep appliances clean and under maintenance. See Total Safe kitchen suppression options.
Server rooms and battery stores: implement temperature and smoke detection, suppression where appropriate and enforce clearances around equipment.
Reception and public areas: manage decorations and temporary displays so they do not block routes or raise fuel loads.
Record the controls you apply in your action plan and assign clear deadlines and responsible persons.
Training, drills and communication
Everyone on site must know what to do in an emergency. Provide concise briefings on arrival and schedule regular fire drills. Assign and train fire marshals who will support evacuations and report issues.
Ensure staff understand the location of escape routes, assembly points and how to use provided fire-fighting equipment if it is safe to do so. Keep training records with dates and attendees. Government guidance highlights that training, instruction and information are essential outcomes of the risk assessment process. See gov.uk.
When to call in a competent assessor or contractor
You may undertake a simple assessment yourself if competent. However, call a specialist when the premises have complex layouts or mixed uses, you manage multi-occupied buildings or high-risk equipment, recent building work might have altered compartmentation, or you need documented evidence for insurers or an enforcing authority.
The NFCC and GOV.UK both suggest appointing a competent person where expertise is lacking. Use their resources to find qualified advisers. See NFCC and GOV.UK.
Making your findings actionable: write a clear action plan
A good action plan contains only a few elements: what needs doing, who will do it, when it must be completed and the risk priority. Tackle high-risk items quickly. For transparency, keep a short fire log of checks, drills and remedial works. This record helps you demonstrate that you are managing risk and meeting your legal duties.
Practical example
Issue: Overloaded sockets in open-plan office.
Action: Remove redundant equipment, redistribute loads, install additional fixed sockets.
Responsible: Facilities manager.
Deadline: 14 days.
Review: Re-inspect sockets and log the result.
Keeping the assessment live: review triggers and frequency
There is no fixed national interval for every workplace. Instead, review your fire risk assessment after incidents, significant changes to the building, new processes or when occupancy changes. Many organisations adopt an annual review as a sensible default for offices, with more frequent reviews where risk is higher. See GOV.UK for recommended triggers.
Where to find practical templates and further guidance
Use the GOV.UK guides for offices and shops to ensure you follow recognised steps when identifying hazards and recording your findings. The NFCC Business Fire Safety Awareness Tool also helps smaller businesses understand responsibilities and common pitfalls. See GOV.UK and NFCC.
For bespoke help, including surveys, reporting and remedial work, Total Safe offers tailored fire risk assessments and technical services. See the Total Safe fire risk assessment guide.
Conclusion and next steps
Begin by carrying out a short, focused walkaround to identify immediate hazards. Record what you find, assign remedial actions and set realistic deadlines. If you lack confidence or the premises are complex, appoint a competent assessor. Keep records, train staff and review your plan whenever the workplace changes. Following these steps will reduce risk and help you meet your legal duties under the Fire Safety Order. See gov.uk for further detail.
FAQ
Q: Who is legally responsible for fire safety in my office?
A: The ‘responsible person’ is usually the employer, owner or occupier with control of the premises. They must carry out and review a suitable and sufficient fire risk assessment. See gov.uk.
Q: How often should I test alarms and emergency lighting?
A: Test manual call points weekly and have full servicing by competent engineers at the intervals recommended for your system. Emergency lighting should be tested regularly and serviced annually. Keep records of all tests. See Total Safe fire safety services for typical service options.
Q: Can I carry out my own fire risk assessment?
A: Yes, if you are competent to do so. For complex buildings or higher-risk premises, appoint a qualified assessor. Use GOV.UK templates and the NFCC awareness tool for guidance. See gov.uk and NFCC.
Q: What should I do if I find a faulty fire door or fire-stopping defect?
A: Prioritise remedial action, restrict access where needed and instruct a competent contractor to repair or replace the defective elements. Record the work and retain certificates. Arrange a professional survey; see Total Safe fire-stopping services.
Q: Where can I read the official steps to identify fire hazards?
A: The GOV.UK fire risk assessment guidance sets out the five-step process to identify hazards, assess risk and make an action plan. Use that resource as your reference point: GOV.UK.
