Your Essential 8-Point Fire Risk Assessment Checklist for 2025

For business owners, landlords, and property managers across the UK, the legal duty to ensure fire safety is an absolute. Under the Regulatory Reform (Fire Safety) Order 2005, the designated 'Responsible Person' has a non-negotiable obligation to carry out and regularly review a comprehensive fire risk assessment. The consequences of failing to meet this standard are severe, ranging from unlimited fines and potential imprisonment to the devastating loss of life and property.

This guide is designed specifically for you, the duty holder, providing a clear, practical, and compliance-led framework. We will move beyond abstract theory and break down the entire process into an actionable 8-point fire risk assessment checklist. Our focus is on the specific, tangible steps you must take to protect your premises, occupants, and business continuity.

By following this detailed checklist, you will gain a precise understanding of what to inspect, why each element is critical for safety, and how to create a robust record of your due diligence. From identifying ignition sources and assessing escape routes to verifying alarm systems and organising staff training, this article equips you with the knowledge needed to manage fire risks effectively. This ensures your premises are not only safer but also fully compliant with UK fire safety legislation, helping you avoid costly enforcement action and safeguard lives.

1. Identification and Evaluation of Fire Hazards

The foundational step of any credible fire risk assessment checklist is the systematic identification and evaluation of all potential fire hazards. This is not merely a box-ticking exercise; it is the cornerstone upon which all subsequent safety measures are built. It involves a thorough examination of the premises to locate every potential source of ignition, every type of fuel, and the sources of oxygen that could combine to start and sustain a fire.

Under the Regulatory Reform (Fire Safety) Order 2005, the ‘Responsible Person’ has a legal duty to identify these hazards to protect relevant persons. Failing to do so thoroughly can render the entire assessment inadequate, leaving people and property vulnerable.

What to Identify: The Fire Triangle

This process is guided by the principle of the fire triangle. A fire needs three elements to start:

• Ignition Sources: Anything that can generate enough heat to ignite fuel. This includes obvious items like cooking hobs and open flames, but also less apparent sources such as faulty electrical wiring, overloaded extension leads, portable heaters placed too close to combustibles, and heat-generating machinery.
• Fuel Sources: Any combustible material that can feed a fire. This ranges from flammable liquids and chemicals in a commercial setting to everyday items like paper, cardboard, textiles, furniture with synthetic fillings, and accumulated waste. In a residential block, large piles of refuse or discarded furniture in a bin store are significant fuel sources.
• Oxygen Sources: Primarily the air around us. However, the risk can be increased by specific oxygen sources like medical oxygen cylinders or certain chemicals, and by ventilation systems that can rapidly spread smoke and fire.

A robust hazard identification process involves a methodical, room-by-room inspection to ensure no area is overlooked. For a landlord managing a House in Multiple Occupation (HMO), this means checking each bedroom for personal electrical items and heating devices, alongside assessing the shared kitchen's cooking appliances. For a business owner, it involves scrutinising workshops, storage areas, and offices, considering both operational processes and staff behaviours. Documenting findings with photographs provides invaluable, clear evidence for your report and helps prioritise actions.

2. Emergency Escape Route Assessment and Planning

A critical component of any fire risk assessment checklist is the rigorous evaluation of the building’s means of escape. This goes beyond simply noting the existence of fire exits; it is a comprehensive assessment to ensure that in the event of a fire, all occupants can evacuate safely, quickly, and effectively. This process verifies that escape routes are sufficient for the number of occupants, are kept clear and usable at all times, and lead to a place of ultimate safety away from the building.

Under the Regulatory Reform (Fire Safety) Order 2005, the ‘Responsible Person’ is legally mandated to ensure that routes to emergency exits and the exits themselves are kept clear. A failure to adequately plan, signpost, and maintain these routes can have catastrophic consequences, trapping people inside a burning building and significantly increasing the risk of injury or death.

What to Assess: Routes to a Place of Safety

The assessment must consider the entire journey from any point within the building to a designated safe assembly point outside. This involves several key elements:

• Route Integrity: Corridors, stairwells, and doorways forming the escape route must be structurally sound and protected from fire for a specified duration. This includes checking the condition and operation of fire doors along the route.
• Capacity and Travel Distance: The width of corridors and exits must be adequate for the number of people who would use them in an emergency. Furthermore, the travel distance from any point in a room to the nearest available exit must be within the limits specified in guidance like Approved Document B of the Building Regulations. For commercial premises, this is often a maximum of 45 metres in one direction.
• Obstruction and Signage: Routes must be completely free from obstructions, including stored items, equipment, or rubbish. They must be clearly marked with appropriate fire exit signage that is visible even if the primary lighting fails, guiding people unambiguously towards the final exit.

A thorough assessment requires physically walking every potential escape route from the furthest points of the building. For a property manager of a residential block, this means checking communal corridors for obstructions like prams or bicycles and ensuring stairwell lighting is functional. For a business owner, it involves verifying that stock is not encroaching on designated walkways in a warehouse and that all staff, including those with mobility issues, have a viable and known means of escape. Documenting these routes on floor plans provides a clear record for both your assessment and for informing occupants.

3. Fire Detection and Alarm System Verification

An effective fire risk assessment checklist must rigorously scrutinise the means of raising the alarm. The verification of fire detection and alarm systems is a critical life-safety component, ensuring that occupants are given the earliest possible warning to evacuate. This is not simply about confirming a device is on the wall; it is a detailed evaluation of its suitability, functionality, and ability to alert everyone in the building, including those in remote areas or with sensory impairments.

Under the Regulatory Reform (Fire Safety) Order 2005, the ‘Responsible Person’ is legally obligated to ensure that fire detection and warning systems are suitable for the premises and are properly maintained. A system that is poorly positioned, inaudible, or non-functional offers a false sense of security and fails to meet legal duties, placing lives at significant risk.

What to Verify: Presence, Position, and Performance

The assessment of alarms must be methodical and cover every part of the system, aligning with standards like BS 5839. Key verification points include:

• System Suitability: Is the type of system appropriate for the building's size, use, and risk level? A small single-let property may only require Grade D1 interlinked domestic alarms, whereas a large HMO or commercial premises will require a more sophisticated, centrally controlled system with manual call points.
• Correct Positioning: Detectors must be correctly sited to be effective. Smoke alarms should be on the ceiling, at least 300mm from walls and light fittings, and away from kitchens or bathrooms where steam could cause false alarms. Heat detectors are more appropriate for kitchens.
• Audibility and Coverage: The alarm must be loud enough to wake a sleeping person and be heard in all areas of the property, including above ambient noise levels. For a care facility, this might also involve verifying visual alarm devices (beacons) for hearing-impaired residents.
• Functionality and Maintenance: Regular testing is non-negotiable. The assessment should include physically testing alarms via their test buttons, checking battery expiry dates, and reviewing maintenance records to confirm that a competent person is carrying out routine checks. Learn more about essential fire alarm testing for landlords on hmofireriskassessment.com.

For example, in a three-storey residential block, an assessor would verify that a hardwired, interlinked system is installed throughout all communal areas and individual flats, with a mains backup supply. In a commercial office, the focus would be on the zoned fire alarm panel, ensuring it correctly identifies the location of an activation and that all manual call points are unobstructed and clearly visible. Documenting each device's location, type, and test result on a building plan is essential for a comprehensive and defensible fire risk assessment.

4. Fire Safety Signage and Wayfinding Compliance

Effective fire safety signage and wayfinding are critical, non-negotiable components of a safe premises. This part of the fire risk assessment checklist verifies that all legally required signs are not only present and correct but also strategically placed to guide occupants to safety during an emergency. In the panic and potential low-visibility of a fire, clear, unambiguous signage can be the difference between a safe evacuation and a tragedy.

Under the Health and Safety (Safety Signs and Signals) Regulations 1996 and BS 5499 standards, the Responsible Person must ensure signage is adequate. This is not simply a matter of putting up 'Fire Exit' signs; it involves creating a clear, intuitive escape system that functions under pressure, ensuring nobody is left confused or trapped.

What to Verify: The Path to Safety

An effective assessment of signage focuses on creating a coherent journey from any point in the building to a final place of safety. This is achieved by checking for:

• Exit Signage: Signs clearly marking all fire exit doors and routes. These should conform to the ISO 7010 standard, featuring the universally recognised 'running man' symbol. In premises used at night or with limited natural light, these signs must be internally or externally illuminated, or be photoluminescent.
• Directional Signage: Directional arrows are essential at every change of direction, junction, or corridor. Their absence can cause fatal hesitation. For a business with a complex layout, intermediate directional signs prevent occupants from taking a wrong turn down a dead-end corridor.
• Information Signage: Signs that provide crucial safety information. This includes signs indicating the location of fire extinguishers (with type identification), fire alarm call points, and the fire assembly point. For landlords of residential blocks, this might also include 'Fire Door Keep Shut' notices and signage for emergency responder access routes, such as to a roof exit.

A thorough signage audit requires you to walk every potential escape route from the furthest point in the building. For an HMO landlord, this means checking the route from a top-floor bedroom all the way to the final exit, ensuring signs are visible and correctly positioned at heights between 2.0m and 2.5m. It is vital to ensure that signs are not obscured by furniture, temporary displays, or stock. Faded or damaged signs must be replaced immediately to maintain compliance and ensure they remain legible when they are needed most.

5. Fire Extinguisher and Manual Firefighting Equipment Assessment

Having the correct manual firefighting equipment in place is a critical component of your fire safety strategy. This step in the fire risk assessment checklist involves more than just counting extinguishers; it is a thorough evaluation to ensure you have the right tools, in the right places, to tackle a small fire in its initial stages, thereby preventing a minor incident from becoming a major disaster.

Under the Regulatory Reform (Fire Safety) Order 2005, the ‘Responsible Person’ must ensure that the premises are equipped with appropriate fire-fighting equipment. The provision of such equipment must be based on the specific hazards identified in the assessment. A failure to provide adequate, correctly maintained, and properly located extinguishers can result in enforcement action and, more critically, could leave occupants defenceless during the vital first moments of a fire.

What to Assess: The Right Tool for the Job

This process is guided by British Standard BS 5306, which provides a framework for selecting and positioning fire extinguishers. The assessment must verify that the equipment is suitable for the types of fire risk present.

• Correct Type for Hazard: Different fires require different extinguishing agents. Your assessment must match the extinguisher type to the fuel source. For instance, a commercial kitchen with deep fat fryers requires a Wet Chemical (Class F) extinguisher. An office full of computers and servers needs Carbon Dioxide (CO2) units that won't damage electrical equipment. Standard Water or Foam extinguishers are suitable for general risks like wood and paper (Class A) but are dangerous if used on electrical or cooking oil fires.
• Sufficient Quantity and Coverage: The number of extinguishers needed is not arbitrary. It is calculated based on the floor area and the fire risk rating of the premises. As a general rule, BS 5306-8 recommends one water-based extinguisher for every 200m² of floor space, with a minimum of two per floor. The travel distance to an extinguisher should be no more than 30 metres for a Class A risk.
• Correct Placement and Signage: Extinguishers must be conspicuous and immediately accessible, typically mounted on a wall or a dedicated stand. They should be located along escape routes and near fire alarm call points. Crucially, they should be positioned near the identified hazard but not so close that a fire would prevent someone from reaching them. Each unit must be accompanied by clear, standardised signage indicating its type.

A meticulous assessment involves creating an inventory of all manual firefighting equipment, noting the type, location, last service date, and overall condition of each unit. For an HMO landlord, this means ensuring a multi-purpose extinguisher is available in the shared kitchen. For a warehouse manager storing flammable liquids, it involves providing specialist foam or dry powder extinguishers in addition to standard coverage. Proper fire extinguisher maintenance is not just a recommendation; it is a legal requirement to ensure these vital tools work when you need them most.

6. Building Construction and Fire Compartmentation Review

A crucial element of a comprehensive fire risk assessment checklist is the review of the building’s inherent structural fire protection. This involves assessing how the building itself is designed and constructed to resist the spread of fire and smoke, a principle known as compartmentation. It is a fundamental safety feature that contains a fire within a specific area for a set period, protecting escape routes and allowing occupants time to evacuate safely.

Under UK Building Regulations (Approved Document B), compartmentation is a legal requirement designed to divide buildings into manageable areas of risk. For the ‘Responsible Person’, verifying the integrity of this system is not just a technical exercise; it is a core duty to limit the potential for a catastrophic fire that spreads rapidly throughout the entire structure.

What to Assess: Lines of Defence

This review examines the passive fire protection measures that form the building's hidden defences. The goal is to ensure these barriers are intact and performing as intended.

• Fire-Resistant Construction: This includes walls, floors, and ceilings designed to achieve a specific fire-resistance rating (e.g., 30 or 60 minutes). The assessment should look for signs of damage or unauthorised alterations that could compromise this rating. For example, a new doorway cut into a fire-resistant wall without proper installation invalidates the compartmentation.
• Fire Doors: These are critical components that seal openings in compartment walls. A thorough check involves more than just their presence; it requires inspecting intumescent strips, smoke seals, hinges, and the self-closing mechanism to ensure they function correctly and create a complete seal when closed.
• Penetration Sealing: Any gap where services like pipes, cables, or ventilation ducts pass through a compartment wall or floor must be sealed with appropriate fire-stopping materials. Unsealed or poorly sealed gaps create a direct path for fire and smoke, rendering the compartment ineffective.

A meticulous assessment involves tracing the lines of compartmentation throughout the building, paying close attention to voids in ceilings and riser cupboards where fire can spread unseen. In a converted Victorian building, this could mean verifying that the separation between individual flats meets modern standards. For a commercial unit with an open-plan layout, it might involve ensuring that fire-rated partitions correctly segregate high-risk areas like kitchens or server rooms. Documenting any breaches with photographs is essential for creating a clear and actionable remedial plan.

7. Occupant Training and Emergency Procedure Verification

A comprehensive fire risk assessment checklist must go beyond the physical infrastructure and scrutinise the human element. The most sophisticated alarm systems and clearest escape routes are rendered ineffective if occupants do not know how to react in an emergency. This step involves a critical evaluation of how well people in the building are prepared to respond to a fire, from initial training to the practical execution of emergency plans.

Under the Regulatory Reform (Fire Safety) Order 2005, the ‘Responsible Person’ is legally required to establish and, where necessary, implement appropriate safety procedures to be followed in the event of serious and imminent danger. This duty includes ensuring occupants are provided with adequate safety information and training, a responsibility that is central to protecting lives.

How to Verify Preparedness

Effective verification focuses on three core areas: the clarity of procedures, the quality of training, and the results of practical drills.

• Emergency Procedures: The assessment must check for a clear, written emergency plan. Is it easily understandable, avoiding jargon? Does it include specific details like the location of assembly points and the procedure for calling the fire and rescue service? For premises with vulnerable individuals, such as a care facility, this must include Personal Emergency Evacuation Plans (PEEPs).
• Occupant Training: The check involves confirming that all occupants, including staff and, where appropriate, residents, receive fire safety training upon induction and at regular intervals. For example, in an HMO with high tenant turnover, this means verifying that each new tenant receives written fire procedures and understands the alarm system. In a commercial office, it means ensuring all staff, including temporary workers, know their designated fire wardens.
• Evacuation Drills: The effectiveness of procedures and training is ultimately tested through practice. An assessor will look for records of regular evacuation drills (at least annually is standard practice). These records should detail the drill date, evacuation time, any issues encountered, and the corrective actions taken. For instance, if a drill in a multi-storey office block reveals a bottleneck on a specific stairwell, the emergency plan must be updated to address this.

A thorough assessment in this area confirms that your safety measures work in practice, not just on paper. It ensures that when an alarm sounds, the response is organised and immediate, not panicked and confused. By documenting and regularly testing these procedures, you create a robust safety culture that significantly mitigates risk. For more guidance on this critical area, you can learn more about fire safety training for your staff.

8. Building Maintenance and Management Controls

A fire risk assessment is a snapshot in time, but fire safety is an ongoing process. This item on your checklist addresses the organisational controls and maintenance schedules required to sustain safety long-term. It moves beyond the physical inspection to scrutinise the systems you have in place to manage, monitor, and maintain fire safety measures. Without robust management controls, even the best-implemented safety equipment can fail and compliant procedures can be forgotten.

Under the Regulatory Reform (Fire Safety) Order 2005, the ‘Responsible Person’ has a duty not just to conduct an assessment but to establish and implement appropriate management procedures to ensure ongoing compliance. This means creating a living safety system that adapts to changes and prevents the gradual erosion of safety standards over time, ensuring your premises, staff, and residents remain protected.

What to Implement: Systems and Procedures

Effective management requires a documented and systematic approach. It is about proving that fire safety is actively managed rather than being an afterthought. Key areas to assess include:

• Maintenance Schedules: A formal, documented schedule for testing and servicing all fire safety equipment. This includes weekly fire alarm tests, monthly emergency lighting checks, and annual servicing of fire extinguishers, alarms, and sprinkler systems by competent contractors. For a managing agent of a residential block, this means having a clear calendar of all mandatory checks for the building's communal areas.
• Record-Keeping: Maintaining a centralised and accessible fire safety logbook. This should contain records of all tests, maintenance, staff training, drills, and any faults identified and rectified. This logbook is a critical legal document that provides evidence of your compliance to a Fire and Rescue Service inspector.
• Change Management: A formal process for assessing the fire safety implications of any changes to the building's layout, use, or occupancy. For a business owner converting an office into a storage area, this means formally reviewing how the change affects escape routes, fire loading, and detector placement before work begins, and updating the fire risk assessment accordingly.

A well-organised management system demonstrates that fire safety is embedded in your operational culture. For an HMO landlord with multiple properties, this might involve using a centralised digital system to track the status of each property's alarm servicing and certification. For a facilities manager, it means having a clear process for vetting and overseeing contractors working on site, ensuring their work does not introduce new fire hazards. Documenting these procedures ensures consistency and provides a clear framework for delegation and responsibility.

8-Point Fire Risk Assessment Comparison

From Checklist to Compliance: Your Next Steps

Completing a detailed review of your premises using a comprehensive fire risk assessment checklist is a fundamental and proactive step towards safeguarding lives and property. However, it is crucial to recognise that the checklist is not the end of the journey; it is the beginning of a dynamic and ongoing safety management process. The true value lies not just in identifying hazards, but in the diligent actions that follow. This process transforms your findings from a simple list into a robust framework for fire safety and legal compliance.

Moving forward, your immediate priority is to formalise your findings into a clear, written record. This document is more than a formality; it is a legal requirement under the Regulatory Reform (Fire Safety) Order 2005 and serves as demonstrable proof of your commitment to safety. It should detail every significant finding, from obstructed escape routes and inadequate signage to deficiencies in fire door integrity or alarm system functionality.

Creating a Prioritised Action Plan

Once documented, your findings must be translated into a structured and prioritised action plan. Not all risks carry the same weight, and your resources must be allocated effectively.

• High-Priority Actions: These are issues that pose an immediate and serious risk to life, such as blocked fire exits, non-functional alarm systems, or compromised compartmentation. These must be addressed with the utmost urgency.
• Medium-Priority Actions: This category includes items like updating worn-out safety signage, scheduling overdue maintenance for fire extinguishers, or organising refresher training for staff or residents. These are important but may not present an immediate life-threatening danger.
• Low-Priority Actions: These might involve minor administrative updates, such as improving the organisation of safety records or planning future upgrades that enhance, rather than rectify, existing safety measures.

Assigning clear deadlines and responsibilities for each action is essential. This creates accountability and ensures that necessary improvements are implemented systematically rather than being overlooked.

The Importance of Regular Reviews

A fire risk assessment is a snapshot in time. The environment it assesses is constantly changing. New tenants move in, workplace layouts are altered, different types of materials are stored, and equipment ages. Consequently, your assessment must be a living document, subject to regular and systematic review.

The law requires you to review your fire risk assessment regularly and to keep it up to date. An annual review is considered best practice, but a new assessment is legally required if there has been a significant change to the premises, processes, or people involved.

Failing to review your assessment can render it obsolete, leaving you non-compliant and, more critically, leaving occupants exposed to unmanaged risks. Setting a calendar reminder for an annual review is a simple yet effective control measure.

Knowing When to Appoint a Competent Person

While this fire risk assessment checklist provides a thorough framework, self-assessment is not always the appropriate route. The complexity of certain premises, particularly multi-occupancy buildings like HMOs or large commercial sites, demands a level of expertise that goes beyond a general checklist.

If you find yourself lacking the specific knowledge, experience, or simply the time to conduct a suitably sufficient assessment, the responsibility falls on you to appoint a competent person. A professional fire risk assessor brings an impartial, expert eye, identifying subtle but significant risks you might miss. Their detailed report and actionable recommendations provide a clear pathway to compliance and offer peace of mind that your duties have been fulfilled to the highest standard, ready to withstand scrutiny from any enforcing authority. Ultimately, your commitment to this process is a direct reflection of your commitment to protecting people, your property, and your organisation.

If navigating the complexities of a thorough assessment feels daunting, or you need absolute certainty that your property meets all legal requirements, our expert assessors can help. Fire Risk One Fire Risk Assessments provides detailed, compliant, and easy-to-understand reports that transform your legal obligations into a clear action plan. Secure your compliance and protect your premises today with a professional fire risk assessment from Fire Risk One.