What Should You Include in a Fire Risk Assessment for Commercial Properties?

Whether you operate a shop, office, warehouse, care home, or any other type of non-domestic building, fire safety is a legal requirement—not just a precaution. At the heart of your fire safety strategy lies the fire risk assessment, a document that evaluates your premises’ exposure to fire hazards and outlines the control measures needed to reduce risk and protect lives.

But what exactly should a fire risk assessment include? In this guide, we break down everything UK business owners and duty holders need to know to stay compliant, safe, and confident in their fire prevention strategy.

Who Needs a Fire Risk Assessment?

If you are responsible for a commercial property in England or Wales, the law requires you to carry out and regularly review a fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. The duty typically falls to the “responsible person”, which may be:

• An employer

• A building owner or landlord

• A facilities manager

• A managing agent

This is not optional. If your assessment is missing, out of date, or inadequate, it can result in enforcement action, fines, or even prosecution by the local fire and rescue authority.

What Are the Core Elements of a Fire Risk Assessment?

A fire risk assessment is more than a quick tick-box exercise. It should be a comprehensive review of your site’s fire hazards, the people at risk, and the controls in place to reduce danger.

Below are the five key steps that should be included:

1. Identify Fire Hazards

Begin by identifying anything that could start a fire. This usually includes:

• Sources of ignition – such as electrical equipment, cooking appliances, naked flames, heaters, overloaded sockets, or industrial machinery

• Sources of fuel – like paper, cardboard, packaging, flammable liquids, solvents, cleaning chemicals, or soft furnishings

• Sources of oxygen – air conditioning systems, oxygen tanks (particularly in medical settings), or poorly ventilated spaces

This step is crucial, as effective fire prevention depends on recognising where danger may arise.

2. Identify People at Risk

The next stage is to determine who could be in danger if a fire were to break out. This includes:

• Employees working onsite

• Visitors, contractors, or customers

• People with mobility issues or disabilities

• Lone workers or shift workers (particularly at night)

You must also consider the layout of the building. Are there people working in isolated areas? Are there rooms with no alternative exits? All of this will influence your emergency planning.

3. Evaluate, Remove, or Reduce the Risks

This stage involves both assessing the likelihood of a fire occurring and the potential consequences if it does.

Then, you need to remove or reduce those risks. For example:

• Replacing flammable materials with safer alternatives

• Regularly maintaining equipment to prevent overheating

• Installing fire doors to contain potential fire spread

• Keeping escape routes clear at all times

• Ensuring electrical systems are tested by a qualified engineer

This is also where you assess the suitability of your fire detection, alarm systems, emergency lighting, and firefighting equipment (like extinguishers and fire blankets).

4. Record Your Findings and Actions

If your business employs five or more people—or your premises are licensed—you are legally required to record the findings of your fire risk assessment. This should include:

• The hazards you’ve identified

• The people who are at risk

• What you’ve done to reduce or remove those risks

• Any further action required

• The date the assessment was carried out and who completed it

Keeping this document up to date and easily accessible is essential for demonstrating compliance during inspections.

5. Review and Update Regularly

A fire risk assessment is not a one-off task. It should be reviewed:

• At least annually

• Whenever there are significant changes to the premises (e.g. new equipment, layout changes, construction work)

• After a fire or near-miss incident

• If your workforce or occupancy patterns change significantly

Failing to update your assessment after changes can leave you exposed to legal and safety risks.

Can You Complete a Fire Risk Assessment Yourself?

While it’s legally acceptable for a responsible person to complete the assessment themselves, this is only advisable if you have the necessary training, experience, and confidence to carry it out thoroughly.

Most businesses, particularly those with complex layouts or high footfall, prefer to use professionals like Morgan Fire to complete their assessments. Our qualified assessors:

• Understand all relevant UK fire safety regulations

• Identify hidden or overlooked hazards

• Provide practical, cost-effective recommendations

• Deliver a fully documented and compliant report

This not only ensures compliance but also provides peace of mind that your assessment stands up to scrutiny from enforcing authorities or insurers.

Why Choose Morgan Fire?

With over 30 years’ experience helping businesses of all sizes manage their fire safety obligations, Morgan Fire is a trusted provider of:

• Comprehensive fire risk assessments

• Fire alarm and extinguisher supply and servicing

• Emergency lighting and fire safety signage

• Fire safety training, including fire marshal courses

• We are BAFE-registered, UKAS-accredited, and committed to helping our clients stay safe, compliant, and well-informed.

Final Thoughts

Carrying out a detailed, up-to-date fire risk assessment is not just a legal responsibility—it’s a vital step towards safeguarding your business, staff, and customers.

Don’t wait until it’s too late. If you’re unsure where to begin or simply want the reassurance of a professional approach, contact Morgan Fire today for expert support and fast, reliable service.