Fire Risk Assessment for Offices: A Complete Guide for Employers and Dutyholders
A fire risk assessment office review is one of the most important legal and operational responsibilities for anyone who manages office premises. Whether you occupy a small serviced office, a multi-storey corporate headquarters, or a mixed-use commercial building, you must identify fire risks, assess the adequacy of your precautions, and take action to protect employees, visitors, contractors, and other relevant persons.
Many office buildings appear low risk at first glance. However, fires in offices still occur regularly across the UK due to electrical faults, overloaded sockets, lithium-ion battery charging, poor housekeeping, kitchen appliances, and failures in fire safety management. Even relatively small office fires can cause severe smoke spread, prolonged business interruption, injury, prosecution, reputational damage, and insurance complications.
A suitable and sufficient fire risk assessment office process helps you identify these risks before they become incidents. It also demonstrates compliance with UK fire safety legislation and supports safer day-to-day operations.
Under the Regulatory Reform (Fire Safety) Order 2005, responsible persons must carry out a suitable and sufficient fire risk assessment and keep it under review.
What Is a Fire Risk Assessment for Offices?
A fire risk assessment office review is a structured assessment of fire hazards, fire precautions, fire safety management arrangements, and evacuation procedures within office premises.
The process typically includes:
- Identifying fire hazards
- Identifying people at risk
- Evaluating existing fire precautions
- Assessing the likelihood and consequences of fire
- Reviewing escape routes and evacuation procedures
- Assessing fire safety management arrangements
- Recording significant findings
- Producing an action plan
- Reviewing the assessment periodically
PAS 79-1:2020 sets out a structured methodology for non-domestic fire risk assessments, including offices and commercial premises.
The standard explains that the purpose of a fire risk assessment is to identify fire hazards, evaluate risks to people, assess existing precautions, and determine whether further measures are necessary.
Why Office Buildings Present Fire Risks
Office environments contain numerous ignition sources and combustible materials. Many businesses underestimate the complexity of modern office fire risks because they associate higher risk only with industrial or residential premises.
In reality, offices often contain:
- High electrical loading
- Dense IT infrastructure
- Server rooms
- Portable heaters
- Kitchenettes and tea points
- Soft furnishings
- Paper storage
- Waste accumulation
- Lithium-ion battery charging stations
- Air conditioning systems
- Raised floors and ceiling voids
- Large occupancy levels
- Open-plan layouts
Modern hybrid working patterns can also create additional risks. Reduced occupancy sometimes leads to poor monitoring, delayed maintenance, and failures in routine inspections.
Legal Duties for Office Fire Safety
In England and Wales, office fire safety duties arise primarily under the Regulatory Reform (Fire Safety) Order 2005. The legislation applies to virtually all non-domestic premises.
The responsible person is normally:
- The employer
- The building owner
- The landlord
- The managing agent
- The tenant in control of the premises
- Or a combination of these parties
PAS 79-1 explains that there may be multiple dutyholders within multi-tenanted office premises.
This commonly applies in office buildings where:
- Tenants control their own demise
- Landlords manage common areas
- Managing agents oversee building services
- Facilities managers coordinate maintenance
Each party must cooperate and coordinate fire safety arrangements.
What Does “Suitable and Sufficient” Mean?
The Fire Safety Order requires a “suitable and sufficient” assessment, although the phrase itself is not precisely defined in legislation.
PAS 79-1 explains that the assessment should identify relevant fire hazards, assess risks to people, evaluate existing precautions, and determine whether additional measures are required.
A suitable fire risk assessment office review should therefore:
- Reflect the actual use of the building
- Consider occupancy levels
- Assess vulnerable occupants
- Review fire safety management
- Evaluate escape strategy
- Identify realistic fire scenarios
- Produce practical recommendations
- Be regularly reviewed
Generic template reports rarely satisfy these requirements.
Key Areas Reviewed During an Office Fire Risk Assessment
Means of Escape
Escape routes form one of the most important parts of any office fire risk assessment.
The assessor reviews:
- Travel distances
- Final exits
- Alternative escape routes
- Dead ends
- Escape stairways
- Corridor widths
- Door swing directions
- Escape route protection
- Emergency lighting
- Fire exit signage
PAS 79-1 defines an escape route as the route forming part of the means of escape from any point in a building to a final exit.
Common office issues include:
- Storage in escape routes
- Wedged fire doors
- Inadequate emergency lighting
- Poor directional signage
- Locked exits
- Unprotected staircases
- Excessive travel distances
Fire Detection and Alarm Systems
Office buildings normally require suitable fire alarm systems to provide early warning.
The assessment reviews:
- Alarm coverage
- Detector types
- System category
- Maintenance records
- Weekly testing
- False alarm management
- Alarm audibility
- Monitoring arrangements
Larger offices often require addressable fire alarm systems integrated with smoke control, access control, and evacuation systems.
Fire Doors and Compartmentation
Compartmentation helps contain fire and smoke spread.
Assessors review:
- Fire door condition
- Self-closing devices
- Smoke seals
- Intumescent strips
- Service penetrations
- Ceiling voids
- Riser protection
- Compartment wall integrity
Even small compartmentation defects can significantly undermine evacuation time.
Office refurbishments frequently introduce hidden breaches through:
- Data cabling
- Mechanical services
- Electrical installations
- IT upgrades
- Air conditioning works
Electrical Fire Risks
Electrical systems remain one of the leading causes of office fires.
Assessors review:
- Fixed wiring inspection records
- Portable appliance testing
- Extension lead use
- Overloaded sockets
- Server room cooling
- Battery charging
- Electrical housekeeping
Modern office environments increasingly rely on lithium-ion battery devices including:
- Laptops
- Mobile phones
- E-bikes
- E-scooters
- Portable power packs
Improper charging arrangements significantly increase fire risk.
Office Kitchens and Breakout Areas
Kitchen areas often create elevated ignition risk.
The assessment considers:
- Cooking equipment
- Microwave use
- Extraction systems
- Waste management
- Cleaning arrangements
- Portable appliances
- Staff behaviour
Even small tea points can contribute to significant fire incidents when housekeeping standards deteriorate.
Fire Safety Management
Strong management arrangements often determine whether fire precautions remain effective over time.
The assessment reviews:
- Fire safety policy
- Staff training
- Fire drills
- Evacuation procedures
- Fire warden arrangements
- Contractor controls
- Maintenance systems
- Inspection records
- Emergency planning
PAS 79-1 identifies fire safety management as a core part of the assessment process.
Poor management frequently causes otherwise compliant buildings to become unsafe.
Office Evacuation Strategies
Most offices operate simultaneous evacuation strategies. This means all occupants evacuate immediately once the alarm activates.
However, some larger or more complex buildings may use:
- Phased evacuation
- Zoned evacuation
- Stay put strategies in specific mixed-use situations
- Voice alarm systems
The assessment should confirm whether the evacuation strategy remains suitable for the building layout and occupancy profile.
Occupants Especially at Risk
Office assessments must also consider occupants especially at risk.
PAS 79-1 defines these as occupants whose ability to evacuate may be affected by physical or mental conditions, age, or location within the building.
This may include:
- Disabled staff
- Wheelchair users
- Pregnant employees
- Temporary injuries
- Visitors unfamiliar with the building
- Lone workers
- Contractors
- Hearing-impaired occupants
Personal Emergency Evacuation Plans (PEEPs) may be necessary.
Open Plan Offices and Fire Risk
Open-plan offices create both advantages and challenges.
Advantages may include:
- Better visibility
- Improved evacuation awareness
- Simpler layouts
However, risks can include:
- Rapid smoke spread
- High occupant density
- Long travel distances
- Acoustic challenges during alarms
- Complex furniture layouts
Assessors must evaluate whether the open-plan arrangement still supports safe evacuation.
Multi-Tenant Office Buildings
Multi-occupied office buildings create additional complexity.
Typical issues include:
- Shared escape routes
- Different tenant risk profiles
- Shared alarm systems
- Common plant areas
- Conflicting management arrangements
- Inconsistent housekeeping standards
Coordination between tenants and landlords becomes critical.
The fire risk assessment office process should clearly identify responsibility boundaries between parties.
Hybrid Working and Changing Occupancy Patterns
Hybrid working has changed office fire risk profiles significantly.
Many offices now experience:
- Reduced occupancy
- Irregular attendance patterns
- Downsized facilities teams
- Increased hot-desking
- Altered floor layouts
- Reduced supervision
Businesses sometimes assume lower occupancy automatically means lower risk. In reality, reduced staffing can increase risks if maintenance, inspections, and management controls weaken.
How Often Should an Office Fire Risk Assessment Be Reviewed?
Fire risk assessments are not one-off documents.
PAS 79-1 specifically includes periodic review as part of the assessment process.
Reviews should occur:
- Regularly
- Following significant alterations
- After changes in occupancy
- After fire incidents
- After enforcement action
- When layouts change
- When processes change
- When vulnerable occupants increase
Many offices adopt annual review cycles, although higher-risk environments may require more frequent review.
Common Fire Risk Assessment Failures in Offices
Many office assessments fail because they become superficial paperwork exercises.
Common failures include:
Generic Template Reports
Some assessments contain generic wording that fails to reflect the actual premises.
Inadequate Site Inspection
Poor-quality assessments often miss:
- Ceiling void issues
- Fire door defects
- Escape route problems
- Electrical risks
- Compartment breaches
Failure to Review Changes
Office layouts evolve constantly. Assessments that do not track these changes quickly become outdated.
Weak Action Tracking
Recommendations lose value if nobody implements or monitors them.
Poor Coordination Between Tenants and Landlords
Shared responsibility often leads to gaps in compliance.
Fire Risk Assessments for Serviced Offices
Serviced offices create unique challenges because multiple occupiers share facilities.
Assessments should clearly address:
- Shared responsibilities
- Common escape routes
- Alarm interfaces
- Reception arrangements
- Visitor management
- Out-of-hours occupancy
- Flexible tenancy arrangements
The responsible person must ensure all occupiers understand emergency procedures.
Office Refurbishments and Fire Risk
Office refurbishments commonly introduce new fire risks.
Problems frequently arise from:
- New partitioning
- Ceiling changes
- Mechanical upgrades
- Cable installations
- Layout reconfiguration
- Furniture densification
Refurbishment projects should always trigger a review of the fire risk assessment office documentation.
The Role of Competent Fire Risk Assessors
PAS 79-1 places significant emphasis on assessor competence.
Competent assessors should understand:
- Fire safety legislation
- Office building design
- Human behaviour in fire
- Means of escape principles
- Fire alarm systems
- Compartmentation
- Fire safety management
- Relevant guidance standards
Complex office buildings may also require specialist fire engineering input.
Documentation and Record Keeping
A fire risk assessment office report should include:
- Premises details
- Occupancy information
- Significant findings
- Fire hazards
- Existing precautions
- Risk evaluation
- Action plan
- Review arrangements
PAS 79-1 includes structured guidance on documenting fire risk assessments.
You should also maintain supporting records including:
- Alarm tests
- Emergency lighting tests
- Fire drills
- Staff training
- Maintenance certificates
- Extinguisher servicing
- Electrical inspections
Enforcement and Consequences of Non-Compliance
Fire and rescue authorities can inspect office premises and take enforcement action where standards fall below legal requirements.
Potential consequences include:
- Alterations notices
- Enforcement notices
- Prohibition notices
- Prosecution
- Unlimited fines
- Imprisonment in severe cases
Serious fires can also create:
- Business interruption
- Civil claims
- Insurance disputes
- Reputational damage
- Lease complications
A poor-quality fire risk assessment often becomes a key issue during post-incident investigations.
Modern Office Fire Risks in 2026
Office fire risk continues to evolve.
Emerging risks include:
- Lithium-ion battery storage
- E-bike charging
- Flexible workspace occupancy
- Increased data centre loads
- Sustainable building materials
- Smart building system dependencies
Some mixed-use residential and office buildings may also intersect with newer evacuation planning duties under recent legislation. The Fire Safety (Residential Evacuation Plans) (England) Regulations 2025 introduce additional obligations for certain higher-risk residential buildings from April 2026.
Choosing the Right Fire Risk Assessment Provider
When appointing a consultant, you should look for:
- Relevant office sector experience
- Competency credentials
- Professional registration
- Technical understanding
- Practical recommendations
- Clear reporting
- Ongoing support capability
Low-cost template assessments often create far greater costs later through inadequate advice or enforcement exposure.
Conclusion
A fire risk assessment office review is far more than a compliance document. It forms the foundation of safe office occupation, legal compliance, operational resilience, and effective emergency planning.
Office buildings present a wide range of fire risks, from electrical systems and compartmentation failures to occupancy management and evacuation challenges. Your assessment must reflect the actual use of the premises, the nature of your workforce, and the complexity of your building.
A suitable and sufficient assessment identifies realistic risks, prioritises practical improvements, and supports long-term fire safety management.
As office buildings continue to evolve through hybrid working, flexible occupancy, and new technologies, maintaining an up-to-date and professionally prepared fire risk assessment becomes increasingly important.
FAQs: Fire Risk Assessment for Offices
Is a fire risk assessment legally required for offices?
Yes. Under the Regulatory Reform (Fire Safety) Order 2005, responsible persons must carry out a suitable and sufficient fire risk assessment for non-domestic premises, including offices.
Who is responsible for an office fire risk assessment?
The responsible person is usually the employer, landlord, managing agent, or tenant in control of the premises. In multi-tenant offices, several parties may share responsibilities.
How often should an office fire risk assessment be reviewed?
You should review the assessment regularly and whenever significant changes occur, such as refurbishments, occupancy changes, or fire incidents.
Does a small office still need a fire risk assessment?
Yes. Even small offices require a suitable and sufficient assessment if they are non-domestic premises.
What does a fire risk assessment for offices include?
The assessment normally includes escape routes, fire alarms, emergency lighting, fire doors, compartmentation, electrical risks, fire safety management, evacuation procedures, and staff training.
Can I complete my own office fire risk assessment?
In simple premises, some dutyholders complete their own assessments. However, many office buildings require specialist knowledge to properly assess fire precautions and legal compliance.
What happens if an office does not have a fire risk assessment?
The responsible person may face enforcement action, prosecution, fines, insurance complications, and increased liability following a fire.
Do hybrid working arrangements affect office fire risk assessments?
Yes. Hybrid working can change occupancy levels, management arrangements, evacuation assumptions, and maintenance regimes. Assessments should reflect these operational changes.
What standard applies to office fire risk assessments?
PAS 79-1:2020 provides a recognised methodology for non-housing fire risk assessments, including office premises.
Need help with a Fire Risk Assessment FRA?
Anstey Horne’s expert team of fire safety professionals are here to assist with legally compliant fire risk assessments for office buildings across the UK. Whether you manage a single office or a national portfolio, we can help you stay safe and compliant.
Get in touch with us today to arrange a no-obligation consultation - please call 020 4534 3130.
If you would rather we called you instead, please fill in our Contact form and we will be in touch.
For further information on all aspects of this service see the collection of articles in our blog.
To commission a Fire Risk Assessment FRA please call 020 4534 3130.
For further information on Fire Risk Assessment, Retrospective Fire Strategies, FRAEWs or advice in respect of your obligations as a building owner, developer or manager, please contact :
Sarah Taylor
Business Support Manager
Building Surveying
London