A little preparation goes a long way. How to prepare for your HMO fire risk assessment
A fire risk assessment is only as good as the information behind it. If you have booked an assessment with us, gathering a few records and arranging access in advance means we can give you a thorough report, identify what genuinely needs doing, and keep follow-up visits to a minimum. This page walks you through everything you need before we arrive.
Before we arrive
Quick checklistGather your safety recordsFire alarm, emergency lighting, electrical, and gas certificates, plus any previous assessment.
Find your HMO licenceIncluding any conditions attached to it by the council.
Sketch or print a floor planA simple layout for each floor is enough; it helps us record findings accurately.
Arrange access to every roomLetting rooms, communal areas, lofts, cellars, and meter cupboards.
Give your tenants noticeA courtesy heads-up keeps the visit smooth and helps with access.
Note your occupancy detailsNumber of tenants, households, and anyone with additional needs.
Good information makes
a better assessment
There is nothing complicated here, and we are happy to help if anything is unclear. The aim is simply to make sure that when we visit, we have the full picture of your property.
When we carry out a fire risk assessment, we are looking at the building, the way it is occupied, and the systems that are in place to keep people safe. Some of that we see for ourselves on the day, but a good deal of it lives in your paperwork, such as when the fire alarm was last serviced, whether the electrics have a current condition report, and what the council asked of you when your licence was granted.
If those records are to hand when we arrive, we can verify what is already in place rather than flagging it as missing, which keeps your action list focused on the things that genuinely matter. Where records are not available, we will note that, because an undocumented system is treated as an unverified one, and that can affect both your assessment and your standing with the local authority.
Preparing well also keeps the cost down. A well-organised visit takes less time, needs fewer follow-ups, and gives you a report you can act on straight away, whether that is for a licence application, a renewal, or simply your own peace of mind.
Faster on the day
With access arranged and records ready, we move through the property efficiently and you are not left chasing paperwork afterwards.
A sharper action list
We can confirm what is already compliant and concentrate the report on the items that actually need your attention.
Stronger with the council
A complete evidence trail is exactly what local authorities look for when assessing a licence application or renewal.
The documents
to have ready
Please gather whatever you hold from the lists below. Do not worry if some items are missing, as part of our job is to tell you what is needed; having the rest ready simply means we can do more for you on the day.
Previous fire risk assessment
The most recent assessment for the property, if one exists, along with any action plan from it.
If heldFire alarm records
The installation or commissioning certificate and recent servicing and test records. The grade and category of the system, such as Grade D or Grade A, is useful to know.
If heldEmergency lighting records
Test and maintenance records where emergency lighting is fitted, which is common on escape routes in licensable HMOs.
If fittedElectrical Installation Condition Report
Your EICR, which rented properties must hold and renew at least every five years. Please also note any portable appliance testing for landlord-supplied appliances.
Required for rented homesGas Safety Record
The annual gas safety check carried out by a Gas Safe registered engineer, where the property has a gas supply.
Annual, if gas presentFirefighting equipment records
Service records for any extinguishers or fire blankets you provide, along with their locations.
If providedHMO licence and conditions
Your current licence and any conditions the council attached to it, as these often set specific fire safety requirements.
If licensableFloor plans or a layout sketch
A simple plan of each floor showing rooms and escape routes. A hand-drawn sketch is perfectly adequate if you have nothing formal.
HelpfulDetails of works or alterations
Any conversions, extensions, or changes of layout since the property became an HMO, including roughly when they were carried out.
If applicableFurniture compliance
Confirmation that any furniture you supply meets the Furniture and Furnishings (Fire) (Safety) Regulations 1988, usually shown by the permanent labels.
Landlord-supplied itemsWho lives there
The number of occupants and households, and how each room is used, such as bedrooms, shared kitchens, and living spaces.
Please note in advanceAnyone with additional needs
Whether any occupant has a mobility, sensory, or other vulnerability that could affect how they escape in a fire.
Important for the assessmentManagement arrangements
Who looks after the property day to day, and how repairs and emergencies are reported and dealt with.
HelpfulTenant access arrangements
Confirmation that tenants have been given reasonable notice of the visit, which keeps access straightforward on the day.
Please arrangeArranging access
on the day
We need to see the whole property, not just the communal areas, to give you a complete assessment. A few minutes spent organising access in advance saves a great deal of time when we arrive.
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01
Every letting room and communal area
We need access to each bedroom, kitchen, bathroom, hallway, and stairwell. Where a tenant prefers to be present, that is fine; please just let them know we are coming.
-
02
Lofts, cellars, and service cupboards
Roof spaces, basements, riser cupboards, and storage areas all matter for fire separation, so please make sure these can be opened.
-
03
Meter cupboards and any plant
Gas and electricity meters, consumer units, and any boilers or plant should be accessible, as these are common ignition sources we will want to check.
-
04
Reasonable notice to tenants
Occupiers of a licensed HMO are required to allow access for fire safety work, but a courtesy note in advance is good practice and keeps everyone comfortable with the visit.
-
05
Someone who knows the property, if possible
You or your manager being available, even by phone, helps us answer questions on the spot about systems, alterations, and occupancy.
The five steps
we work through
Our assessment follows the recognised five-step method used across the fire safety profession, drawing on a range of national guidance and standards rather than any single source. Knowing what we look for helps you understand why we ask for the information above.
A fire risk assessment is an organised and methodical look at the premises, the way it is used, and the chance that a fire could start and harm the people in or around it. Recognised good practice breaks that down into five clear steps, and our report is structured around them.
The first two steps are about understanding the property and its occupants, which is where your records and occupancy details come in. The middle step is the heart of the assessment, where we evaluate the risk and decide what physical measures and management arrangements are needed, covering escape routes, compartmentation, fire doors, detection, lighting, signage, and firefighting equipment.
The final two steps produce the written report and action plan, and set out when the assessment should next be reviewed, such as when occupancy or layout changes, or otherwise on a regular cycle. The result is a document you can hand to your council, your insurer, or your managing agent with confidence.
Identify the fire hazards
Sources of ignition, fuel, and oxygen, from kitchen appliances and electrics to stored materials and waste.
Identify the people at risk
Everyone who lives in or visits the property, with particular attention to anyone who is sleeping or who may need help to escape.
Evaluate, reduce, and protect
Remove or reduce risks where we can, and judge whether escape routes, doors, alarms, and lighting adequately protect against what remains.
Record, plan, and inform
Set down the significant findings, a prioritised action plan, and the information your tenants and managers need.
Review
Confirm when the assessment should next be revisited, and revise it sooner if the property or its occupancy changes.
Your report and
what comes next
Once we have completed the assessment, you receive a clear written report with everything organised so you know precisely what to do, in what order.
Address without delay
Anything that presents a serious and immediate risk to life is flagged first, with plain advice on what needs to happen and how quickly.
Plan and complete
Items that materially affect safety but allow a little more time, set out so you can plan the work and budget for it sensibly.
Good housekeeping
Smaller improvements and points of good practice that keep the property in good order and demonstrate a careful approach.
The report is written to be used, not filed away, and it is suitable for council licence applications and renewals. We are always happy to talk you through the findings, and where remedial work is needed, such as fire door repairs or upgrades, we can advise on what good looks like. If you would like to understand more about your obligations as an HMO landlord first, our HMO fire safety page sets out the licensing and compliance picture in full.
Booked with us?
Let's get you ready.
If you have an assessment in the diary and anything on this page is unclear, or you are not sure which records you hold, please get in touch. We would far rather answer a quick question now than discover a gap on the day.
This page is general guidance for landlords preparing for a fire risk assessment and does not constitute legal advice. Fire safety requirements vary between properties and local authorities. Fletcher Risk Management provides fire risk assessments, fire door inspections, and fire safety training for HMO landlords across the North West, North Wales and the West Midlands. For advice tailored to your property, please get in touch.