In short
- Almost every business premises in England and Wales legally needs a fire risk assessment.
- Since October 2023, it must be written down in full, whatever the size of your business.
- It must be "suitable and sufficient", reflect how the building is actually used, and be reviewed regularly.
What the law says
The Regulatory Reform (Fire Safety) Order 2005, often just called "the Fire Safety Order", applies to almost every non-domestic premises in England and Wales: offices, shops, factories, warehouses, workshops, pubs, care settings, and the shared parts of blocks of flats.
It requires a suitable and sufficient assessment of the fire risks, so that you can put the right precautions in place to keep people safe. The Order was strengthened by the Fire Safety Act 2021 and by changes made under the Building Safety Act 2022, which came into force on 1 October 2023.
Who is responsible?
The law places the duty on the responsible person. In a workplace, that is the employer. Elsewhere it is whoever has control of the premises: the owner, landlord, managing agent or occupier. In shared buildings, more than one person can hold duties, and they are required to co-operate and share information.
You can bring in a competent person to carry out the assessment, but the legal responsibility stays with you.
The five steps of a fire risk assessment
- Identify the fire hazards. Sources of ignition (electrics, heaters, hot work, smoking), sources of fuel (packaging, waste, flammable liquids, dust) and sources of oxygen.
- Identify the people at risk. Staff, visitors, contractors, lone workers, and anyone who may need help to get out, such as people with reduced mobility, hearing or sight.
- Evaluate, remove or reduce the risks. Consider detection and alarms, escape routes, fire doors, emergency lighting, signage and firefighting equipment, and how good housekeeping keeps fuel and ignition apart.
- Record, plan and train. Write down the significant findings and what you have done, prepare an emergency plan, and make sure people know what to do.
- Review. Keep the assessment up to date, especially after any change.
What you must write down
Before October 2023, only businesses with five or more employees had to record their significant findings. That exemption has gone. Every responsible person must now record the fire risk assessment in full, including:
- the significant findings and the precautions taken or planned;
- any group of people identified as especially at risk;
- the name of the person or organisation who carried out the assessment, if you used someone else;
- your fire safety arrangements: how precautions are planned, organised, monitored and reviewed.
You must also give relevant fire safety information to employees and, in multi-occupied buildings, to other responsible persons and residents where applicable.
Common mistakes we see
From years of working with businesses across County Durham, Newcastle, Sunderland and Teesside, the same problems come up again and again:
- A description of the building, not the work. The assessment lists rooms but never looks at the processes, materials and shift patterns that actually create risk.
- No plan for people who need help. Nobody has thought about how a visitor in a wheelchair, or a colleague with a temporary injury, would get out.
- Actions with no owner or date. A long list of recommendations that nobody has been asked to complete.
- Out of date after changes. A new mezzanine, racking layout or production line, and an assessment that still describes the old building.
- Fire doors propped open, escape routes used for storage, and alarm tests that are not recorded.
A good assessment ends with a short, ranked action plan: what needs fixing, who is doing it, and by when.
When to review your fire risk assessment
The law says it must be reviewed regularly. In practice, we recommend a review at least once a year, and straight away after:
- changes to the layout, building works or a change of use;
- new processes, equipment or hazardous materials;
- a significant change in the number or type of people on site;
- a fire, false alarm pattern or near miss;
- advice or a notice from the fire and rescue service.
Frequently asked questions
Is a fire risk assessment a legal requirement for my business?
Yes. In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person for almost every non-domestic premises (shops, offices, factories, warehouses, workshops and the common parts of flats) to carry out a suitable and sufficient fire risk assessment and keep it under review.
Do I need to write it down if I have fewer than five employees?
Yes. Since 1 October 2023, changes made under the Building Safety Act 2022 require every responsible person to record their fire risk assessment in full, whatever the size of the business. You also need to record who carried it out if you used someone else.
Can I do my own fire risk assessment?
You can, if you are competent to do it, and for a small, simple premises many owners do. Where the building, processes or occupants are more complex (flammable materials, sleeping accommodation, several floors, vulnerable people or shared buildings), it is sensible to use a competent assessor.
How often should a fire risk assessment be reviewed?
The law says 'regularly' rather than giving a fixed period. Most businesses review it at least once a year, and always after a significant change, such as new layout, new processes, more staff, building works or a fire or near miss.
Who checks that I have one?
Fire and rescue services enforce the Order. In our area that means Tyne and Wear Fire and Rescue Service, County Durham and Darlington Fire and Rescue Service, Northumberland Fire and Rescue Service and Cleveland Fire Brigade. They can inspect, issue notices and prosecute.
This guide is general information for businesses in England and Wales and is not a substitute for advice on your specific premises. For official guidance, see the government’s workplace fire safety guidance.
Need a fire risk assessment?
Chris carries out practical, clearly written fire risk assessments for businesses across the North East, with a ranked action plan you can actually work through.