A little preparation goes a long way. How to prepare for your hotel 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, verify what is already in place, and keep your action plan focused on what genuinely matters. This page walks you through everything you need before we arrive.
Before we arrive
Quick checklistFind your previous assessmentThe last fire risk assessment and its action plan, if one exists.
Gather your system recordsFire alarm and emergency lighting servicing and test records.
Locate your drawingsFloor plans showing escape routes, protected stairs, and fire compartment lines.
Have your fire log book readyRecords of alarm tests, emergency light tests, drills, and staff training.
Note your night arrangementsHow the building is staffed and managed overnight, when guests are asleep.
Arrange accessGuest bedrooms, back of house, kitchens, laundry, plant rooms, and roof.
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 premises and how they are used.
When we carry out a fire risk assessment, we are looking at the building, the way it is occupied, the work that goes on there, 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 emergency lighting is tested, and how fire-resisting construction divides the building.
If those records are to hand when we arrive, we can confirm what is already in place rather than flagging it as missing, which keeps your action plan focused on the things that genuinely need attention. 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 an enforcing authority or your insurer.
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 an enforcing authority, your insurer, or your own duty as the Responsible Person.
Faster on the day
With access arranged and records ready, we move through the premises efficiently and you are not left chasing paperwork afterwards.
A sharper action plan
We can confirm what already meets the standard and concentrate the report on the items that actually need your attention.
Evidence that stands up
A complete record is what enforcing authorities and insurers look for, and it demonstrates that fire safety is being managed properly.
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 and action plan, with a note of what has since been completed.
If heldFire strategy document
Where the building has one, explaining the evacuation approach and how the structure is divided.
If heldFloor plans or as-built drawings
Plans showing escape routes, protected stairs, final exits, and fire-resisting construction.
HelpfulDetails of alterations or refurbishment
Any layout changes, refurbishment, or change of use, particularly in older buildings, with rough dates.
If applicableOperation and maintenance manuals
The O&M information for fire safety systems, where you hold it.
If heldOccupancy and operation
The number of bed spaces, function and event rooms, peak occupancy, and overnight numbers.
Please note in advanceFire detection and alarm records
Design, commissioning, and recent servicing and test records, and the system category, typically L1.
BS 5839-1Emergency lighting records
Commissioning, servicing, and test records for escape lighting.
BS 5266Bedroom and corridor fire doors
Inspection records for fire doors to bedrooms, corridors, and stairs, which are central to a sleeping-risk building.
If heldKitchen safety
Extraction cleaning records, catering gas interlocks, and any kitchen suppression system.
If applicableElectrical and gas safety
Fixed wiring report (EICR), portable appliance testing, and gas safety records.
Current certificatesOther fitted systems
Service records for any sprinkler, suppression, or smoke control system.
If fittedFire log book and drill records
Your record of alarm tests, emergency light tests, and fire drills, including any night drills.
Please have readyStaff training records
Evidence of fire training across day and night staff, including evacuation roles.
If heldGuests who need help to escape
How guests who may need assistance are identified, and any existing arrangements you hold for them.
ImportantGuest information and contractors
How fire safety information reaches guests, and how hot works and contractors are controlled.
HelpfulSleeping risk and night-time management
A hotel houses people who are asleep and unfamiliar with the building, which raises the stakes considerably. Reliable detection, protected escape routes, well-maintained bedroom and corridor fire doors, and competent night staffing all carry particular weight. Having your night-time procedures and staffing arrangements clear in advance helps us assess this properly.
Arranging access
on the day
We need to see the whole premises, not just the areas in regular use, to give you a complete assessment. A few minutes spent organising access in advance saves a great deal of time when we arrive.
-
01
All guest bedrooms and suites
We need to see a representative sample of bedrooms and suites across each floor, including any kept locked.
-
02
Back of house and service areas
Kitchens, laundry, stores, offices, plant rooms, electrical intake, and risers.
-
03
Basements, function rooms, and roof
Function and event spaces, basement areas, and roof access all form part of the assessment.
-
04
An understanding of overnight operation
How the building runs overnight, which is central to a building where guests sleep.
-
05
Someone who knows the operation
A manager or colleague who understands the systems, recent changes, and night procedures being on hand.
The method
we work through
Our assessments follow a structured, methodical process, informed by recognised standards and guidance such as PAS 79, BS 9999, and the Government's guidance for sleeping accommodation. Knowing what we look for helps you understand why we ask for the information above.
A fire risk assessment is an organised look at the premises, the way they are used, the chance that a fire could start, and what would happen to the people inside if one did. We work through it in clear stages so that nothing significant is missed and the reasoning behind every finding is recorded.
The middle stages are the heart of the assessment, where we examine the physical fire protection and how fire safety is managed, with particular attention in a hotel to the sleeping risk, protected escape routes and stairs, the reliability of detection, the condition of bedroom and corridor fire doors, and the way the building is managed overnight.
The later stages bring it together into a judgement about the overall level of risk, a prioritised action plan, and a sensible date for review. The result is a clear, defensible report you can put in front of an enforcing authority, an insurer, or a landlord with confidence.
Gather the information
About the building, the work carried on there, and the people who use it.
Identify the fire hazards
Sources of ignition and fuel, from electrics and heating to kitchens, guest activity, and furnishings.
Assess the likelihood of fire
How likely a fire is to start, given those hazards and how they are controlled.
Examine the physical protection
Protected escape routes and stairs, compartmentation, bedroom and corridor fire doors, detection, lighting, and signage.
Review the management of fire safety
Testing, maintenance, training, drills, and record-keeping.
Consider the consequences for people
What would happen to occupants, including anyone who needs help to escape, if a fire occurred.
Evaluate the level of risk
Reach a judgement on whether the remaining risk is acceptable.
Set out the action plan
A prioritised list of what needs doing, and how urgently.
Agree a review date
When the assessment should next be revisited, and the triggers for sooner.
Your report and
what comes next
Once we have completed the assessment, you receive a clear written report with the findings explained and the action plan prioritised, so you know precisely what to do, in what order.
Address without delay
Anything that presents a serious or 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 premises in good order and demonstrate a careful approach.
The report is written to be used, not filed away, and it is suitable for enforcing authorities, insurers, and landlords alike. 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 first, our hotel fire safety page sets out the wider picture.
Fire safety
by venue type
We have written in more depth for the specific types of hospitality venue we work with. Each page covers the responsible person, the particular risks, and the regulation for that venue.
Hotels
Sleeping risk, bedroom fire doors, and night staffing.
View pagePubs & bars
Licensing Act, cellar gas, and rooms above.
View pageRestaurants & cafes
Commercial kitchens, extraction cleaning, and LPG.
View pageB&Bs & guesthouses
Small premises, interlinked detection, and Airbnb.
View pageHostels
Dormitory sleeping risk and minimal night staffing.
View pageServiced apartments
Fire Safety Order versus Housing Act, and lockbox check-in.
View pageBooked 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 those preparing for a fire risk assessment and does not constitute legal advice. Fire safety requirements vary between premises and depend on their construction, use, and occupancy. The standards named are examples of those that inform our work and are not an exhaustive list. Fletcher Risk Management provides fire risk assessments, fire door inspections, and fire safety training across the North West, North Wales and the West Midlands. For advice tailored to your premises, please get in touch.