Starting your Fire Risk Assessment

Follow this Step-by-Step Guide to Start your Fire Risk Assessment

Our simple guide is designed to provide you with the essential steps needed to conduct a fire risk assessment. The guide is easy to follow and is intended to help you identify potential fire hazards, evaluate the risks associated with those hazards, and implement appropriate measures to reduce or eliminate the risks.

Step 1 – Get prepared with the correct equipment.

Preparation and correct equipment are vital for conducting a fire risk assessment. Ensure you have all the necessary tools and familiarise yourself with the premises to identify risks and take appropriate action efficiently.

1. Use electric and standard tape measures to determine the square meterage and depth of each floor level, and combine them to get the total meter squared of the property.
2. Bring a notepad, clipboard, pens, or electronic device like iPad or phone to collect data and take notes. Take photos or videos of areas to remind you later when inputting information.
3. If working on a construction site or similar environment, wear PPE such as a Hi-Vis jacket, hard boots, hard hat, gloves, and masks if necessary. Also, carry identification with you.
4. Bring a fire door gap checker to verify the functionality of fire doors.
5. Bring a camera or phone to take photographic evidence as required.
6. Open the FRA Wizard platform for the appropriate property type, such as FRA Landlord, FRA Business, or FRA Pro. Follow the questions in order and add any required photos to complete the form. The platform performs calculations based on the answers provided. You can input your questions, answers, and risk ratings if needed. A help button is available to assist you throughout the process. Additionally, our FRA Chatbot can help with answering questions.

Step 2 – Understanding the building

The second step involves meeting with the site manager or the responsible person to comprehensively understand the building, its construction, and its different areas. It is essential to collect all relevant information they can access, including policies, systems, and certifications, and record it for reference.

1. Identify the exterior areas to assess and take photos of the front, back, and easily accessible sides first.
2. Describe the building type, including the window, door, wall construction, roof type, any extensions or changes in the building design, and access points.
3. Determine the usage type of the property, such as administration, takeaway, factory, rental, or other.
4. When entering the property, ask permission to walk around and conduct a quick visual inspection. Ensure no hazards could put you or others at risk during the inspection.
5. Ask the responsible person if they have any fire-related documents and questions for the building. Examples of questions to ask include:

• • How many staff are employed in the building?
  • What is the maximum number of visitors or customers that can be accommodated?
  • Are there any special needs individuals, such as disabled or pregnant, who may require assistance during an evacuation?
  • What are the fire policies and plans for the building?
  • Are there staff training records for fire extinguishers or other fire-related systems?
  • How many fire wardens are there, and what areas do they cover?
  • Are there user check systems, such as those found in a fire risk logbook or electronic format, for weekly, monthly, quarterly, or annual checks?
  • What fire evacuation strategies are in place for the building?
  • Where are the assembly points, and are they adequately signed?
  • When were the documents last reviewed, and have there been any changes since then due to staff levels or changes in the usage of the building?

Tip: Take at least one photo of each applicable item to use as proof in the report. View our image collection guide.

Request copies of the current test certifications for fire safety services within the property, including:

• • Fire extinguishers
  • Fire alarms
  • Emergency lights
  • PAT testing
  • Electrical safety
  • Commercial kitchen extraction systems
  • Air conditioning systems
  • Mechanical ventilation systems
  • Dry or wet risers
  • Sprinkler systems
  • AOV roof vents
  • Smoke doors
  • Fire hose reels
  • Site evacuators for construction sites
  • Tools, plant, and machinery used on-site (as each place may differ).

Tip: Be sure to visually observe the fire safety services in the building and take photos that show large areas or identify higher-risk areas or equipment.

When checking all documents, it is essential to verify the dates, as each system has its own retesting period. If any document is outdated, it should be recommended to be retested in the report. It’s essential not solely to rely on information provided by the client. 

As a fire risk assessor, you verify the information provided by seeing the proof and creating a real-time file for the building. Sometimes, the client may not have these documents readily available, and you can ask them to email them to you after the inspection.

If needed later, take a clear picture of each document with the date as evidence. It’s best to ask for this information before arriving on-site to save time and ensure the client is prepared.

Step 3 – Walkthrough: Identifying, Recording, and Photographing Visual Risks and Defects.

1. Measure the internal areas to calculate an approximate meter squared for your report. If a floor plan is available, it may provide the necessary information.
2. When inspecting each floor level or specific area, observe and check thoroughly for potential risks and defects. Check electrical or riser cupboards, understair compartments, and other spaces for fireproofing, exposed wood or combustible materials, or electricals. Take photos as needed.
3. Conduct gap checks for risks of fire spreading from floor levels or other rooms. Look for gaps, holes, or damage to ceilings, walls, floors, or electrical voids. Each space should be able to retain a fire for a safe period of time, and fire doors should be located in positions to prevent the spread of fire. Ensure that fire doors comply with standards and have the correct hardware. Conduct random gap checks and take photos of any damage or defects found.
4. When conducting a fire risk assessment, checking the signage throughout the building is essential. This includes directional signage for escape routes, “do not use lift” signs in the event of a fire, and any common area display information.

Additionally, verifying that all fire safety products are correct and functioning correctly is essential. These products may include fire extinguishers, fire alarms, emergency lights, PAT testing, electrical safety, commercial kitchen extraction systems, air conditioning systems, mechanical ventilation systems, dry or wet risers, sprinkler systems, AOV roof vents, smoke doors, and fire hose reels.

High-risk areas that require extra attention during the assessment include commercial kitchens with hot works, garage workshops using welding or gas heat for burning, areas with grinding sparks and flammables nearby, proper storage of flammables like chemicals, oils, paints, and petrol stations (where smoking is prohibited).

Note that the items listed may not apply to every property being assessed. However, it’s crucial to observe and verify if these items are present in the property and match the data collected in Step 2. If dates or safety appliances do not match, further checks are advised, and recommendations may need to be included in the report. 

Some recommendations include adding exit signs, providing an assembly point for employees and visitors, displaying necessary information, addressing trip hazards on staircases, and repairing damaged items or faults on fire safety equipment. If anything appears out of place or questionable, it’s best to photograph and record it.

Once all the necessary data has been collected from the client’s documents and photos, the report can be completed with the required answers and recommendations. 

Tip: Remember that recommendations are meant to improve the property’s current systems and make the environment safer for employees and visitors.

Step 4 – Using FRA Wizard

The final step involves using the FRA Wizard platform, which can be used on-site as you collect data or completed later at your home or office. 

Our system is designed to be flexible, allowing you to work at your own pace and preference. We also have an audit request system, ensuring the report’s accuracy and completeness. 

As long as you upload the necessary information and photos correctly, our system can audit your report and data to ensure that it meets the requirements of a good fire risk assessment.