Fire Risk Assessment: A Complete Guide for Factories, Businesses and Commercial Premises

A fire risk assessment is a systematic examination of a workplace to identify potential fire hazards, understand who could be harmed and determine the precautions needed to prevent fires and protect people. In England and Wales, businesses covered by the Regulatory Reform (Fire Safety) Order 2005 must ensure that a suitable and sufficient assessment is completed, recorded and regularly reviewed. Factories, warehouses, offices and small businesses all need appropriate fire safety arrangements based on their individual risks.

For business owners and managers, a proper fire risk assessment is essential for protecting employees, visitors, property and business operations. It also helps organisations understand their legal responsibilities and identify weaknesses in existing fire prevention measures.

What Is a Fire Risk Assessment?

A fire risk assessment is a structured evaluation of a building, its activities and the people who use it. Its purpose is to identify anything that could cause a fire, determine who might be affected and establish suitable measures to prevent an incident or reduce its consequences.

For example, a manufacturing facility might use industrial machinery, electrical equipment, combustible packaging and flammable liquids. These materials and activities can create different fire risks.

An assessment examines these conditions and recommends suitable precautions, such as:

• Keeping combustible materials away from ignition sources.

• Maintaining electrical installations and machinery.

• Providing appropriate fire detection and alarm systems.

• Keeping emergency exits accessible.

• Providing suitable fire safety training.

• Establishing clear evacuation procedures.

A fire risk assessment is not simply a document to keep for inspection. It should guide everyday fire safety management throughout the workplace.

Why Is a Fire Risk Assessment Important?

Fire incidents can cause serious injuries, loss of life, property damage and business interruption. A suitable assessment helps organisations identify problems before they develop into emergencies.

There are several important benefits.

Protecting employees and visitors: Identifying potential hazards helps businesses reduce the likelihood of fire and protect everyone who enters the premises.

Meeting legal responsibilities: Businesses can understand and fulfil their fire safety obligations under applicable legislation.

Reducing property damage: Appropriate fire prevention and protection measures can help limit the spread and impact of a fire.

Maintaining business operations: Preventive measures and effective emergency planning can reduce disruption and support business continuity.

Improving workplace safety: Regular assessments encourage employees and managers to take responsibility for fire prevention.

What Are the Legal Requirements for Fire Risk Assessments in the UK?

Fire safety legislation requires businesses to assess and manage risks in their premises. However, the exact legislation differs across the UK.

Regulatory Reform (Fire Safety) Order 2005

In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 is the main legislation governing fire safety in most non-domestic premises.

Article 9 requires the responsible person to carry out a suitable and sufficient assessment of the risks to relevant people. The assessment must identify the general fire precautions needed to comply with the Order.

Article 8 also requires appropriate general fire precautions to protect employees and other relevant persons.

Businesses must consider:

• Potential sources of ignition.

• Combustible materials.

• Fire detection and warning arrangements.

• Emergency exits and escape routes.

• Firefighting equipment.

• Dangerous substances.

• Employee training and evacuation procedures.

The responsible person must review the assessment regularly and whenever there is reason to believe it is no longer valid or significant changes affect the premises or working arrangements.

Building Safety Act 2022: Recording Requirements

Section 156 of the Building Safety Act 2022 introduced important changes to the Fire Safety Order from 1 October 2023.

Responsible persons must record the findings of their fire risk assessments and their fire safety arrangements. This requirement applies regardless of the number of employees or the size of the business.

Businesses should also retain relevant information about the person or organisation appointed to assist with the assessment.

Who Is the Responsible Person?

The responsible person is generally the employer, owner, occupier or another person who has control over the premises.

Depending on the building and business arrangement, this could include:

• Company directors.

• Business owners.

• Factory managers.

• Landlords.

• Facilities managers.

• Commercial property managers.

Where multiple people share responsibility, they must cooperate to ensure that their respective fire safety duties are fulfilled.

Important: The Fire Safety Order 2005 applies in England and Wales. Scotland and Northern Ireland have separate fire safety legislation, so businesses operating across the UK should check the relevant national requirements.

Which Businesses Need a Fire Risk Assessment?

Fire safety assessments are relevant to most non-domestic workplaces. The assessment should reflect the building, its activities and the people who use it.

1. Factories and Manufacturing Facilities

Factories can contain machinery, electrical installations, production equipment, flammable liquids and combustible materials.

A factory fire risk assessment should consider:

• Machinery overheating.

• Electrical faults.

• Welding and cutting operations.

• Flammable chemicals and gases.

• Combustible dust.

• Production waste.

• Storage and handling arrangements.

For example, a manufacturing plant using solvents should assess how these substances are stored, handled and separated from ignition sources.

2. Offices and Corporate Buildings

Corporate workplaces may appear to have fewer fire hazards than industrial premises, but electrical equipment, kitchens, heating systems and overloaded sockets can still create risks.

An office assessment should examine:

• Computers and electrical appliances.

• Kitchen facilities.

• Electrical distribution boards.

• Storage rooms.

• Emergency lighting.

• Fire alarm systems.

• Escape routes and staircases.

3. Warehouses and Storage Facilities

Warehouses often contain large quantities of packaging, cardboard, plastics and other combustible materials.

Important considerations include:

• Storage height and arrangement.

• Separation of combustible materials.

• Forklift charging areas.

• Electrical equipment.

• Fire detection coverage.

• Access to emergency exits.

• Fire service access.

4. Small Businesses and Commercial Premises

Small businesses also need appropriate fire safety arrangements. A shop, workshop, restaurant, salon or small office can present significant fire risks depending on its activities.

The assessment should consider the size of the premises, number of occupants, equipment, materials and available escape routes.

How Do You Conduct a Fire Risk Assessment?

The government recommends a five-step approach to workplace fire risk assessments. Businesses can use this process to identify hazards, protect people and establish suitable fire safety measures.

Step 1: Identify Potential Fire Hazards

Start by examining the entire workplace to identify anything that could start or contribute to a fire.

Fire generally requires three elements:

1. Heat or an ignition source.

2. Fuel or combustible material.

3. Oxygen.

Common workplace ignition sources include:

• Faulty electrical equipment.

• Overheated machinery.

• Smoking materials.

• Welding and cutting equipment.

• Heaters and boilers.

• Cooking equipment.

Fuel sources may include cardboard, paper, packaging, timber, chemicals, fuels and flammable liquids.

Practical example: A factory storing cardboard packaging beside an electrical distribution board should review the arrangement and introduce suitable separation and housekeeping controls.

Step 2: Identify People at Risk

Next, determine who could be harmed if a fire occurs.

Consider everyone who may be present, including:

• Permanent employees.

• Temporary and agency workers.

• Contractors.

• Customers and visitors.

• Maintenance staff.

• People with disabilities or mobility limitations.

Businesses should also consider people who may require additional assistance during evacuation.

For example, a warehouse operating night shifts should ensure that workers can recognise alarms and follow evacuation procedures even when fewer supervisors are present.

Step 3: Evaluate and Reduce Fire Risks

Once hazards and people at risk have been identified, assess the likelihood of a fire and the potential consequences.

Decide what measures are necessary to eliminate or reduce the risks.

Possible control measures include:

• Replacing damaged electrical equipment.

• Improving machinery maintenance.

• Storing flammable substances safely.

• Installing suitable fire detection systems.

• Maintaining clear emergency exits.

• Introducing hot-work permit procedures.

• Improving housekeeping.

• Providing staff training.

Where dangerous substances are present, additional requirements under the Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) may apply.

DSEAR covers workplace risks associated with substances such as flammable gases, solvents, vapours and combustible dusts.

Step 4: Record Findings and Prepare an Emergency Plan

Businesses should maintain clear records of the assessment, identified risks and necessary control measures.

The written assessment should explain:

• Identified fire hazards.

• People who may be at risk.

• Existing safety arrangements.

• Additional precautions required.

• Corrective actions and responsible persons.

• Groups requiring additional protection.

An emergency plan should also explain how people will respond if a fire occurs.

It should cover alarm procedures, evacuation routes, assembly points, emergency contacts and staff responsibilities.

Employees should understand what to do when an alarm sounds and how to reach a safe location.

Step 5: Review and Update the Assessment

A fire risk assessment should remain relevant as the workplace changes.

Businesses should review it regularly and whenever circumstances suggest that the existing assessment may no longer be valid.

Examples of situations requiring a review include:

• Factory extensions or building renovations.

• Installation of new machinery.

• Changes in production processes.

• Introduction of flammable substances.

• Significant changes in stock levels.

• Changes to employee numbers or working arrangements.

• Fire incidents or near misses.

• Changes to evacuation routes.

There is no universal annual expiry date specified by Article 9 of the Fire Safety Order. The responsible person must determine an appropriate review frequency and respond to significant changes.

What Are the Most Common Fire Hazards in Commercial Premises?

Different workplaces have different fire risks. Understanding the most common hazards helps managers introduce effective prevention measures.

Electrical Equipment and Faulty Wiring

Electrical faults can cause overheating, sparks and ignition.

Businesses should arrange appropriate inspections and maintenance, avoid overloaded electrical circuits and remove damaged equipment from service.

Flammable Materials and Chemicals

Factories and warehouses may store solvents, fuels, paints, gases and other dangerous substances.

These materials should be assessed, stored and handled according to their properties and applicable safety requirements.

Machinery and Overheating Equipment

Industrial machinery can generate heat through friction, electrical faults or mechanical failure.

Regular maintenance, suitable ventilation and effective shutdown procedures can help control these risks.

Poor Storage and Housekeeping

Accumulated waste, cardboard packaging and combustible materials can contribute to fire development.

Keep storage areas organised, dispose of waste appropriately and prevent combustible materials from obstructing escape routes.

Hot Work and Ignition Sources

Welding, grinding and cutting can produce sparks and high temperatures.

Businesses should establish suitable hot-work controls, remove combustible materials from the work area and provide appropriate fire precautions.

What Fire Safety Measures Should Businesses Implement?

After identifying risks, businesses should introduce suitable fire prevention and protection measures.

Fire Detection and Alarm Systems

Appropriate detection and warning arrangements help occupants recognise a fire and begin evacuation.

Systems should be suitable for the building's size, layout and activities.

Fire Extinguishers and Emergency Equipment

Provide suitable firefighting equipment based on the hazards identified in the assessment.

Employees should receive appropriate training, and equipment should remain accessible and maintained.

Emergency Exits and Evacuation Routes

Escape routes should be suitable for the number and needs of occupants.

Ensure that:

• Exit doors can be opened safely.

• Escape routes remain clear.

• Emergency lighting is provided where necessary.

• Exit signs are visible.

• Assembly points are identified.

Staff Training and Fire Drills

Employees should know how to recognise an alarm, report a fire and evacuate safely.

Appoint suitable people to assist with evacuation and provide training appropriate to their responsibilities.

How Often Should a Fire Risk Assessment Be Reviewed?

A fire risk assessment should be reviewed regularly to ensure that it accurately reflects current workplace conditions.

The frequency depends on the building, its activities and the level of risk.

A review is particularly important when:

• New equipment is installed.

• Business operations change.

• New hazardous materials are introduced.

• The building layout changes.

• A fire or near miss occurs.

• Existing safety arrangements become ineffective.

For example, if a factory expands its production area and introduces new machinery, its existing assessment may no longer adequately reflect the risks.

The responsible person should arrange a review and update the recorded findings where necessary.

Should You Hire a Professional Fire Risk Assessor?

Businesses can carry out their own fire risk assessments if they have the necessary competence. However, complex workplaces, factories and industrial premises may require specialist knowledge.

A professional fire risk assessor can help identify hazards, evaluate risks and recommend appropriate control measures.

When selecting an assessor, consider:

• Relevant fire safety qualifications.

• Practical experience with similar premises.

• Knowledge of applicable legislation.

• Professional memberships or recognised competency schemes.

• Appropriate professional indemnity insurance.

• Clear reporting and recommendations.

The responsible person remains accountable for ensuring that the assessment is suitable and sufficient, even when an external professional is appointed. Government guidance also recommends checking the competence of anyone assisting with the assessment.

Benefits of Professional Fire Risk Assessment Services

Professional support can help businesses:

• Identify overlooked workplace hazards.

• Understand their fire safety responsibilities.

• Evaluate existing fire protection arrangements.

• Improve evacuation procedures.

• Develop practical corrective action plans.

• Maintain appropriate assessment records.

For factories, corporate buildings and small businesses, professional guidance can be particularly useful when fire risks are complex or existing arrangements need improvement.

Frequently Asked Questions About Fire Risk Assessments

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

Yes. Businesses covered by the relevant fire safety legislation must have a suitable and sufficient fire risk assessment. In England and Wales, this requirement comes under Article 9 of the Regulatory Reform (Fire Safety) Order 2005.

2. Who is responsible for carrying out a fire risk assessment?

The responsible person is legally accountable for ensuring that the assessment is completed and reviewed. This is generally the employer, business owner, landlord or person controlling the premises.

They can complete the assessment themselves if competent or appoint a qualified and competent professional to assist.

3. Can a business owner carry out their own fire risk assessment?

Yes. A business owner can conduct their own assessment if they have sufficient knowledge, training and experience to identify hazards and evaluate fire risks.

However, complex premises such as factories and industrial facilities may require specialist professional support.

4. How often should a fire risk assessment be updated?

There is no single fixed review interval for all workplaces. Assessments must be reviewed regularly and whenever there is reason to believe they are no longer valid.

Significant changes to buildings, machinery, working procedures or hazardous materials should trigger a review.

5. Does a small business need a written fire risk assessment?

Yes. Businesses covered by the Fire Safety Order must record their fire risk assessment findings and fire safety arrangements.

Since October 2023, recording requirements have applied regardless of business size or employee numbers in England and Wales.

6. What are the five steps of a fire risk assessment?

The five steps are:

1. Identify potential fire hazards.

2. Identify people at risk.

3. Evaluate and reduce fire risks.

4. Record findings and prepare an emergency plan.

5. Review and update the assessment.

This process helps businesses identify problems and introduce suitable fire safety precautions.

7. What are the most common fire hazards in factories?

Common factory fire hazards include faulty electrical equipment, overheating machinery, welding activities, flammable chemicals, combustible dust, poor housekeeping and unsafe storage arrangements.

Regular maintenance, appropriate storage and effective fire safety procedures can help control these risks.

8. What happens if a business does not have a fire risk assessment?

Failing to meet applicable fire safety requirements can result in enforcement action, prosecution and financial penalties. More importantly, inadequate fire safety arrangements can expose employees, visitors and other people to serious danger.

The consequences depend on the circumstances and seriousness of the breach.

9. What qualifications should a fire risk assessor have?

A fire risk assessor should have appropriate training, knowledge and practical experience to assess the type of premises involved.

Relevant professional qualifications, experience, recognised competency schemes and professional memberships can help businesses evaluate an assessor's suitability.

10. How long does a fire risk assessment take?

The time required depends on the size, layout, complexity and activities of the premises.

A small office may require considerably less assessment time than a large manufacturing facility with multiple production areas, machinery and hazardous substances.

11. What documents are required for a fire risk assessment?

Useful documents include:

• Existing fire risk assessments.

• Fire alarm maintenance records.

• Emergency lighting inspection records.

• Fire extinguisher maintenance records.

• Electrical inspection reports.

• Staff fire safety training records.

• Emergency evacuation procedures.

• Relevant hazardous substance information.

The exact documents required will depend on the premises and its activities.

12. Does a fire risk assessment need to be updated after renovations?

Yes, where renovations or building alterations significantly affect fire risks or existing safety arrangements, the assessment should be reviewed and updated.

Changes to escape routes, internal layouts, fire doors, electrical systems and building use may all affect fire safety.

Conclusion: Protect Your Business with a Proper Fire Risk Assessment

A fire risk assessment is an essential part of workplace safety management. It helps factories, corporate organisations and small businesses identify hazards, protect employees and visitors, and maintain appropriate fire prevention arrangements.

Business owners and responsible persons should ensure their assessments reflect actual workplace conditions, document their findings and review them whenever circumstances change.

Professional fire safety support can also help organisations identify overlooked risks and improve their existing arrangements.

Protect your employees, premises and business operations by making fire safety a priority. Arrange a professional Fire Risk Assessment to understand your workplace risks and implement appropriate safety measures.