A little preparation goes a long way. How to prepare for your office or commercial 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 for the premises, along with its action plan, if one exists.
Gather your system recordsFire alarm, emergency lighting, extinguisher, and any sprinkler or smoke control servicing records.
Locate your drawingsFloor plans or as-built drawings, ideally showing escape routes and fire-resisting construction.
Have your fire log book readyRecords of alarm tests, emergency light tests, drills, and staff training.
Arrange full accessIncluding plant rooms, risers, roof spaces, and any areas kept locked.
Note your occupancyHow the building is used, peak numbers, hours, and anyone who needs help to escape.
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 insurance, an enforcing authority, a landlord or managing agent, or simply 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 for the premises, if one exists, along with any action plan and a note of what has since been completed.
If heldFire strategy document
Where the building has one, the fire strategy explains how it is designed to perform in a fire, such as the evacuation approach and how the structure is divided.
If heldFloor plans or as-built drawings
Plans of each floor, ideally showing escape routes, final exits, and fire-resisting walls and doors. A clear marked-up plan is a great help.
HelpfulDetails of alterations or fit-outs
Any refurbishment, layout changes, or change of use since the building was built or last assessed, with rough dates.
If applicableOperation and maintenance manuals
The O&M information for fire safety systems, where you hold it, which helps us understand how they are intended to work.
If heldOccupancy and layout
How each area is used, the number of people present at peak times, and the building's hours of operation.
Please note in advanceFire detection and alarm records
The design, installation, and commissioning certificates where available, plus recent servicing and test records. The category of system, such as L1 or L2, is useful to know.
BS 5839-1Emergency lighting records
Commissioning, servicing, and monthly and annual test records for emergency escape lighting.
BS 5266Firefighting equipment servicing
Service records for portable extinguishers and fire blankets, together with their locations.
BS 5306Fire door inspection records
Records of any fire door inspections, which are among the most commonly recorded deficiencies in commercial premises.
If heldOther fitted systems
Service records for any sprinkler or suppression system, smoke control or automatic vents, dry or wet risers, fire dampers, or lightning protection.
If fittedElectrical and gas safety
Your fixed wiring report (EICR), portable appliance testing, and gas safety records, including any catering equipment.
Current certificatesFire log book and test records
Your record of weekly alarm tests, emergency light tests, fire drills, and equipment checks.
Please have readyStaff training records
Evidence of fire awareness and fire marshal training, and the dates of recent drills and any evacuation issues noted.
If heldPeople who need help to escape
Whether anyone using the building may need assistance to escape, and any existing evacuation arrangements or plans you already hold for them.
Important for the assessmentManagement arrangements
Who the Responsible Person is, how contractors and hot works are controlled, and how repairs and emergencies are dealt with.
HelpfulIf your building is multi-tenanted
In a shared or managed building, responsibility for fire safety is split between the occupiers and whoever controls the common parts, such as a landlord or managing agent. It helps to know who holds what, and to have access arranged to communal areas and risers. If you are a managing agent yourself, our managing agents page sets out how we support portfolios across multiple sites.
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
Every floor and work area
We need access throughout, including offices, meeting rooms, kitchens, stores, and any areas normally kept locked or rarely entered.
-
02
Plant rooms, risers, and roof access
Boiler and plant rooms, electrical intake and riser cupboards, comms and server rooms, and roof spaces all matter for fire spread and ignition sources.
-
03
Basements and high-risk areas
Basement storage, archive rooms, and any workshop or process areas should be accessible, as these often carry the greatest fire load.
-
04
Access while the building is in use, if possible
Seeing the premises during normal working hours lets us observe how it is actually occupied and used, which is central to a meaningful assessment.
-
05
Someone who knows the building available
You or a colleague who understands the systems and recent changes being on hand, even by phone, helps us answer questions on the spot. In a shared building, please coordinate access with other occupiers or the managing agent.
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 relevant Approved Document. 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 early stages are about understanding the building and its occupants, which is where your records, drawings, and occupancy details come in. The middle stages are the heart of the assessment, where we examine the physical fire protection and the way fire safety is managed day to day, covering escape routes, fire-resisting construction, doors, detection, lighting, signage, and firefighting equipment.
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 processes and stored materials.
Assess the likelihood of fire
How likely a fire is to start, given those hazards and how they are controlled.
Examine the physical protection
Escape routes, compartmentation, fire doors, alarms, lighting, signage, and firefighting equipment.
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 office and commercial fire safety page sets out the wider picture.
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 businesses 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 for businesses across the North West, North Wales and the West Midlands. For advice tailored to your premises, please get in touch.