How to Prepare for a Fire Risk Assessment

Before the appointment, check that the assessor has an accurate description of the building and required service.

Confirm:

• The address, use, height and approximate size
• The areas controlled by the client
• Any tenant, resident or shared areas included
• Whether this is a new assessment, review or reassessment
• Whether the inspection is non-destructive
• Whether access inside flats or separately occupied areas is required
• Any known restrictions or hazardous activities
• The required report format and completion date

For purpose-built blocks of flats, establish whether Type 1, Type 2, Type 3 or Type 4 terminology applies. These involve different inspection boundaries and access requirements.

See Types of Fire Risk Assessments Explained before finalising the instruction.

A clear scope prevents the assessor arriving prepared for a common-parts inspection when the client expects flat access or intrusive investigation.

Provide relevant information before the visit where possible. Missing documents may limit what can be verified.

Useful documents include:

• The existing fire risk assessment and action plan
• Building plans, fire strategy and evacuation procedures
• Fire alarm and emergency-lighting records
• Fire-extinguisher, sprinkler, smoke-control and riser records
• Fire-door and compartmentation survey reports
• Staff training and fire-drill records
• Evacuation information for people requiring assistance
• Fire, false-alarm and near-miss records
• Hot-work and contractor-control procedures
• Details of refurbishment or changes of use
• Relevant enforcement or audit correspondence

Official guidance structures an assessment around identifying hazards and people at risk, evaluating precautions, recording and planning, and reviewing the findings. Maintenance, training and drill records help show whether physical systems are supported by effective management.

Do not create records retrospectively or present assumptions as evidence. If a certificate cannot be found, tell the assessor and explain what checks have been made.

For guidance on the expected deliverable, see What Should a Fire Risk Assessment Report Include?.

Restricted access is a common reason an assessment cannot be completed as intended.

Arrange keys, codes, permits or escorts for:

• Plant, electrical and service rooms
• Basements, roofs and lofts
• Bin stores and external escape routes
• Commercial kitchens or workshops
• Vacant units and tenant-controlled spaces
• Sample flats where included in the scope

Tell the assessor about inductions, personal protective equipment or operational restrictions. Where residents or tenants must provide access, confirm who will issue notices, arrange appointments and handle refusals. The quotation should state whether repeat visits are included.

Any area that cannot legally, safely or practically be accessed should be identified in advance so the limitation can be recorded.

The building should operate normally so the assessor can see how it is used.

Preparation should include:

• Removing temporary obstructions that prevent inspection
• Ensuring escape routes, exits and fire doors can be checked
• Making plant rooms and service cupboards accessible
• Identifying systems that are out of service
• Making logbooks available
• Informing reception, security and site teams

Routine housekeeping issues should not be hidden. Storage in escape routes, wedged fire doors or unmanaged combustible waste may be important findings.

An obvious immediate danger should not be left in place merely so the assessor can see it. Record the issue, take appropriate interim action and explain what was changed.

A fire risk assessment is an organised examination of the premises, activities, occupants and precautions, including management arrangements as well as physical measures.

The person accompanying the assessor should understand the building and have access to records.

Useful participants may include:

• The Responsible Person or dutyholder
• Facilities or building managers
• Managing agents
• Health and safety personnel
• Security or maintenance teams
• Department, resident or tenant representatives
• Staff responsible for evacuation assistance

The assessor may need to understand occupancy, lone working, contractor activity and out-of-hours use.

They should also be told about people who may require assistance, without sharing unnecessary personal information. Official guidance requires specific consideration of people who may be at greater risk.

Prepare a summary of:

• Refurbishment, extensions or layout changes
• Changes in occupancy or building use
• New processes, equipment or combustible storage
• Alarm faults, unwanted alarms or evacuation problems
• Fire-door, compartmentation or emergency-lighting concerns
• Previous fires, near misses or outstanding actions
• Planned building work

An assessment should reflect the actual premises and be reviewed when significant changes or new information may affect its conclusions.

Where previous findings concerned fire doors, provide later inspection and completion records. A general FRA may identify door-related risk, but a dedicated fire door survey may be needed for a detailed condition schedule.

Buildings with landlords, tenants, managing agents and facilities contractors may have several parties controlling fire-safety matters.

Before the visit, identify:

• Who controls the common parts and demised areas
• Who maintains each fire-safety system
• Who manages evacuation procedures
• Who holds the records and can authorise access
• Who will receive and manage the action plan

In England, where more than one Responsible Person exists, they must cooperate and coordinate their arrangements.

The legal framework and terminology differ across the UK, so multi-nation portfolios should identify the country and responsible parties within each instruction. See Fire Risk Assessments in the UK: The Complete Guide.

Where several providers are invited to quote, give each bidder the same:

• Building information
• Assessment boundaries
• Access requirements
• Available documents and known concerns
• Reporting requirements
• Programme and pricing format

When comparing Fire Risk Assessment Companies, require the named assessor, proposed site time, assumptions, exclusions and arrangements for inaccessible areas.

A structured tender reduces the risk of comparing a short visual inspection with a more detailed service.

See How Commercial Fire Protection Tendering Works.

Common mistakes include:

• Booking the visit before defining the scope
• Failing to disclose separately occupied areas
• Assuming every room will be accessible
• Providing documents after the report is drafted
• Hiding defects or incomplete records
• Staging the premises so it does not reflect normal use
• Omitting recent refurbishment or changes of use
• Expecting the FRA to provide a full remedial specification
• Leaving nobody available to answer operational questions
• Failing to decide who will manage the actions

Preparation should improve the information available. It should not predetermine the assessor’s conclusions.

Before the visit, confirm that you have:

• Agreed the areas and assessment type
• Sent plans and existing fire-safety information
• Collected maintenance, testing, training and drill records
• Listed known defects, incidents and recent changes
• Arranged keys, permits, escorts and resident access
• Identified a knowledgeable site contact
• Explained shared responsibilities
• Confirmed report requirements and deadlines
• Agreed how urgent findings will be communicated
• Identified who will manage the action plan

The assessment should lead to a recorded plan showing what needs to be done and when. The next stage is covered in What to Do After a Fire Risk Assessment.

For clients

Use Fire Risk Assessment Companies to identify suitable providers and issue a defined scope with the relevant building information, access requirements and documents.

For larger or multi-site appointments, Fire Protection Tenders in the UK: The Complete Guide explains how to structure and compare submissions.

For assessors and consultancies

View Fire Risk Assessment Tenders for opportunities with clear premises information and expected deliverables.

A well-prepared brief enables assessors to plan suitable site time, request missing information early and reduce avoidable return visits.

What documents does a fire risk assessor need?

Useful documents include the existing FRA, plans, fire strategy, emergency procedures, maintenance certificates, alarm and emergency-lighting records, fire-door reports, training records, drill logs and details of recent changes.

Should I fix problems before the assessment?

Immediate hazards should not be ignored. Record the issue, take suitable interim action and tell the assessor what changed. Do not hide routine issues or alter the building solely to create an unrealistic impression.

Does every room need to be accessible?

Every area within the agreed scope should be accessible where reasonably possible. Any inaccessible spaces should be identified in advance and recorded as limitations.

Who should attend the fire risk assessment?

A person who understands the premises, occupants and management arrangements should be available. Specialist staff or contractors may also be needed to explain systems or processes.

How long should preparation take?

A small premises may only require a document check and access plan. A residential block, complex workplace or portfolio may require coordination with several parties before the visit.