It’s 2am. A faulty electrical socket sparks in a storeroom. Flames spread through the ceiling void. By the time the fire alarm activates, the fire has been burning for 20 minutes. The sprinkler system was overdue for maintenance. Staff hadn’t practised an evacuation drill in 18 months. The fire risk assessment was filed away—and never acted upon. 

This isn’t hypothetical. Fire services attended over 140,000 fires in England last year—thousands in workplaces that could have been prevented with a proper fire safety risk assessment. 

Under the Regulatory Reform (Fire Safety) Order 2005, every non-domestic premises must have a suitable and sufficient assessment. It’s not optional. It’s the law. 

This guide walks you through the 5 key steps, legal requirements, and best practices to protect your people, property, and business. 

What Is a Fire Safety Evaluation?

A fire and safety risk assessment is a systematic evaluation of your premises to identify fire hazards, determine who might be at risk, and implement measures to reduce or eliminate those risks. 

It’s not a one-time paperwork exercise. It’s a living document that must be reviewed regularly, especially after any significant change to your premises, processes, or staffing. 

The responsible person (usually the employer, building owner, or occupier) is legally required to complete and maintain the assessment. 

What are the 5 Steps of a Fire Risk Assessment? 

• Identify hazards 
• Identify people at risk 
• Evaluate and reduce risks 
• Record and train staff 
• Review regularly. 

How Many Steps Make Up an Assessment Process? 

The official guidance from the UK government and the National Fire Chiefs Council (NFCC) breaks the procedure into 5 key steps. 

Fire Safety Risk Assessment Steps 

Here is a step-by-step detailed breakdown of the evaluation procedure: 

Step 1: Identify Fire Hazards 

Every fire risk assessment starts with identifying what could cause a fire and what could fuel it. 

Sources of ignition (heat): 

• Faulty electrical equipment 
• Overloaded socket outlets 
• Naked flames (candles, gas appliances) 
• Hot surfaces (ovens, machinery) 
• Static electricity 
• Arson (deliberate ignition) 

Sources of fuel (what burns): 

• Paper, card, and packaging 
• Wood, textiles, and upholstery 
• Flammable liquids (paint, cleaning solvents, adhesives) 
• Gases (LPG, acetylene) 
• Plastics and foam 
• Dust (from wood, flour, or chemicals) 

Sources of oxygen: 

• Natural air circulation 
• Mechanical ventilation systems 
• Oxygen cylinders or medical gases 

Checklist questions for Step 1: 

• Have you inspected all electrical equipment for damage or wear? 
• Are storage areas free of combustible waste? 
• Are flammable liquids stored correctly (in designated cabinets)? 
• Is your heating equipment (portable heaters, boilers) properly maintained?

Step 2: Identify People at Risk 

You must consider everyone who might be on your premises, not just employees. This includes visitors, contractors, delivery drivers, and members of the public. 

People at higher risk: 

• Those working alone (lone workers, night staff, cleaners) 
• Those with disabilities (mobility, hearing, or vision impairments) 
• Those working in remote areas (plant rooms, basements, roof spaces) 
• Young or inexperienced workers 
• Pregnant employees 
• Night shift workers who may be asleep on site (e.g., care homes) 

Checklist questions for Step 2: 

• Have you identified everyone who works in isolated areas? 
• Do you know which employees have mobility or sensory impairments? 
• Have you considered how people who work alone would raise an alarm? 
• Are there areas where people may be especially vulnerable (e.g., hospital wards, care homes, sleeping accommodation)?

Step 3: Evaluate, Remove, Reduce, and Protect 

This is the action step. You need to evaluate the risks you’ve identified, take steps to remove or reduce them, and put protective measures in place. 

Risk reduction hierarchy (most effective to least effective): 

1. Eliminate – Remove the hazard entirely (e.g., replace flammable cleaning solvents with water-based alternatives) 
2. Substitute – Replace with a safer option 
3. Engineering controls – Physical measures (e.g., fire-resistant walls, automatic shutters) 
4. Administrative controls – Procedures and training (e.g., banning charging personal devices overnight) 
5. Personal protective equipment – Least effective (e.g., fire-resistant uniforms for staff) 

Fire protection measures to implement: 

Checklist questions for Step 3: 

• Are fire extinguishers in place, serviced annually, and appropriate for the risks? 
• Have fire alarms been tested weekly and serviced every 6 months? 
• Are escape routes clear of obstructions (furniture, storage, waste)? 
• Are fire doors kept closed (not wedged open)? 
• Is emergency lighting tested monthly and serviced annually?

Step 4: Record, Plan, Inform, Instruct, and Train 

Your compliance checklist must be written down if you have five or more employees. Even if you’re smaller, it’s best practice to document everything. 

Documentation requirements: 

• Your risk assessment (identified hazards, people at risk, actions taken) 
• Your emergency plan (what to do in a fire) 
• Fire safety policies and procedures 
• Training records 
• Maintenance logs (alarms, extinguishers, emergency lighting) 

Training requirements for staff: 

• Fire safety induction for new starters 
• Annual refresher training for all staff 
• Specialist training for fire wardens/marshals 
• Evacuation drills at least once per year 

Information to give to employees: 

• The fire evacuation procedure 
• The location of fire exits and assembly points 
• How to raise the alarm 
• Who the fire wardens are 
• How to use fire extinguishers (if appropriate) 

Checklist questions for Step 4: 

• Is your fire risk assessment documented and dated? 
• Have you carried out a fire drill in the last 12 months? 
• Have all new employees received fire safety induction training? 
• Are fire wardens appointed and trained? 
• Do employees know the evacuation procedure for their area?

Step 5: Review 

A fire risk assessment is never “complete.” It must be reviewed regularly and whenever circumstances change. 

When to review: 

• At least annually (minimum) 
• After any fire incident or near-miss 
• After significant changes to the premises (layout, construction, use) 
• After significant changes to staffing (night shifts, lone workers, disabled employees) 
• After changes to equipment or processes that introduce new hazards 
• When fire safety legislation updates 

Review process: 

1. Check whether previous actions have been completed 
2. Identify any new hazards or risks 
3. Update the assessment with any changes 
4. Communicate changes to affected staff 
5. Schedule the next review date 

Checklist questions for Step 5: 

• Has your assessment been reviewed in the last 12 months? 
• Have any new hazards been introduced since your last review? 
• Have all previous actions been completed? 
• Have you documented the findings of your review? 
• Is your next review date scheduled?

Fire Safety Evaluation Requirements 

Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person must: 

• Carry out a fire risk assessment of the premises 
• Identify fire hazards and people at risk 
• Implement appropriate fire safety measures 
• Maintain fire safety equipment (alarms, extinguishers, emergency lighting, fire doors) 
• Create an emergency plan 
• Provide fire safety training to employees 
• Keep the assessment up to date 

Penalties for non-compliance: 

• Fines (unlimited in Crown Courts) 
• Imprisonment for serious breaches (up to 2 years) 
• Prohibition notices (closing your business) 
• Civil liability (if someone is injured or killed) 
• Invalidated insurance (if the assessment is inadequate) 

This isn’t red tape. It’s life-saving regulation. 

Incident Management and Fire Safety 

Incident management is a critical component of your fire safety strategy. It’s not enough to prevent fires—you must know how to respond when one occurs. 

Key elements of fire incident management: 

Common incident management failures: 

• No fire marshal on duty during night shifts 
• Staff unsure where the assembly point is 
• No procedure for accounting for visitors or contractors 
• Fire wardens not trained in their role 
• No alternative evacuation plan for disabled employees

Best Practices for Fire Safety

Beyond the legal minimum, here are best practices to strengthen your fire and safety risk assessment: 

1. Appoint competent fire wardens.Ensure at least one trained fire warden per floor or area, including during night shifts and weekends.
2. Conduct unannounced fire drills.Staff should not know when the drill will happen. This reveals genuine gaps in understanding and response.
3. Test your alarm weekly.Record the test in a logbook. The same person should not always be the tester (to ensure multiple staff know how to do it).
4. Keep maintenance records.Extinguishers need annual servicing. Emergency lighting needs monthly and annual testing. Fire doors need regular inspection. Document everything.
5. Plan for lone workers.How does a lone worker in a remote plant room or basement knowthere’s a fire? How do they evacuate safely? How does anyone check they’ve made it out? 
6. Consider night shifts.Night shift workers face different risks—lower staffing levels, sleeping areas (in care homes or hotels), different evacuation routes (locked doors). Your assessment must account for this.
7. Review after every incident.Even a small fire (a bin fire, a toaster incident) reveals weaknesses. Investigate, learn, and update your assessment.

Common Risk Assessment Mistakes 

Fire Risk Assessment Quick Checklist 

• Identify ignition, fuel, and oxygen sources  
• List all at-risk individuals  
• Implement alarms, exits, and equipment  
• Train staff and run drills  
• Review annually

Conclusion 

A fire safety risk assessment is not a bureaucratic burden. It is a legal obligation and a moral duty. The five steps; identify hazards, identify people at risk, evaluate and protect, record and train, and review—create a framework that saves lives. 

In 2026, with hybrid working, shift patterns, and lone workers more common than ever, fire safety planning must adapt. Your assessment must account for who is in the building at all hours, how they will be alerted, how they will escape, and how you will account for them afterwards. 

Fire risk assessments don’t fail because they’re missing—they fail because they’re ignored. The difference between compliance and catastrophe is action. 

How Smart Workforce Supports Fire Safety Compliance 

Managing fire safety across a shift-based workforce is complex. Smart Workforce helps UK businesses maintain compliance with fire safety regulations by: 

• Scheduling and tracking attendance 

• Recording maintenance logs for alarms, extinguishers, and emergency lighting 

• Ensuring fire warden coverage for all shifts (including nights and weekends) 

• Managinglone worker check-ins to confirm evacuation during drills or incidents 

When every second counts, having organised, accessible records is not admin—it’s safety. 

Discover How Smart Workforce Supports Fire Safety Compliance through Incident Management. Book a Demo Today! 

Frequently Asked Questions

How many steps make up a fire safety risk assessment? 

There are 5 steps: (1) identify fire hazards, (2) identify people at risk, (3) evaluate, remove, reduce, and protect, (4) record, plan, inform, instruct, and train, and (5) review. 

Is a fire risk assessment a legal requirement in the UK? 

Yes. Under the Regulatory Reform (Fire Safety) Order 2005, every non-domestic premises must have a suitable and sufficient fire risk assessment. The “responsible person” (employer, building owner, or occupier) is legally required to complete and maintain it. 

How often should a fire risk assessment be reviewed? 

At least annually, and whenever there are significant changes to the premises, processes, staffing, or equipment. After any fire incident or near-miss, an immediate review is also required. 

Who can carry out a fire safety risk assessment? 

The responsible person can carry it out themselves if they are competent (i.e., have adequate training, knowledge, and experience). For complex or high-risk premises, a professional fire risk assessor (third-party accredited) is strongly recommended. 

What happens if I don’t have a fire risk assessment? 

You are breaking the law. Penalties include unlimited fines, imprisonment (up to 2 years for serious breaches), prohibition notices (closing your business), invalidated insurance, and civil liability if someone is injured or killed.