Fire Risk Assessments for Commercial Properties – A Complete Guide

Fire Risk Assessments for Commercial Properties are not just a legal requirement — they are a critical part of protecting lives, safeguarding assets, and ensuring business continuity. In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 (RRFSO) places a duty on the responsible person to identify fire hazards, assess risks, and implement preventive measures. Whether you own an office building, run a retail outlet, or manage industrial premises, understanding and complying with your fire safety obligations is essential to meet legal requirements and avoid significant penalties.

This guide explains what a fire risk assessment involves, the legal requirements for commercial premises, best practice standards, and how professional assessments help ensure compliance.

What is a Fire Risk Assessment for Commercial Properties?

A Fire Risk Assessment is a systematic review of a commercial property to identify potential fire hazards, evaluate the risk of fire, and determine the measures needed to minimise or eliminate those risks.

Under the RRFSO, this process must be “suitable and sufficient” and tailored to the specific use, occupancy, and fire risk profile of the premises. The assessment should be documented and regularly reviewed — particularly when there are changes to the building structure, occupancy, or operational processes.

Who is the “Responsible Person” in a Commercial Property?

The RRFSO defines the responsible person as one of the following:

The employer, if the workplace is under their control.

The owner, landlord, or managing agent if they control the premises.

Any other person with control over part of the premises, such as a facilities manager.

In multi-occupied commercial properties, there can be more than one responsible person, making coordination critical.

Failure to meet your duties as a responsible person can result in enforcement notices, fines, or criminal prosecution.

Legal Requirements for Fire Risk Assessments in Commercial Properties

The Regulatory Reform (Fire Safety) Order 2005

The RRFSO is the core legislation for commercial fire safety in England and Wales. It applies to:

Offices, shops, and retail premises

Factories and warehouses

Restaurants, bars, and hospitality venues

Public buildings such as schools, hospitals, and libraries

Common parts of multi-occupied commercial buildings

The Order requires that:

A fire risk assessment is carried out by the responsible person.

Preventive and protective measures are implemented.

The assessment is reviewed regularly.

Staff are trained in fire safety procedures.

Fire safety equipment is maintained in good working order.

Fire Safety (England) Regulations 2022

While these regulations focus heavily on residential high-rise buildings, certain provisions — such as maintenance of firefighting equipment and clear signage — are equally relevant to commercial premises as best practice. For example, monthly checks of essential fire-fighting equipment and clear evacuation signage are strongly recommended for commercial settings.

The Five Key Steps of a Commercial Fire Risk Assessment

The UK Government’s guidance sets out a five-step process:

1. Identify Fire Hazards

Sources of ignition (e.g., electrical systems, heating equipment, cooking facilities)

Sources of fuel (e.g., flammable liquids, packaging materials, furniture)

Sources of oxygen (e.g., air conditioning systems, ventilation)

2. Identify People at Risk

Employees, contractors, visitors, and customers

People with reduced mobility or sensory impairments

Lone workers and staff working in isolated areas

3. Evaluate, Remove, or Reduce Risks

Installing fire detection and alarm systems

Maintaining emergency lighting

Managing combustible materials

Introducing safe storage and waste disposal practices

4. Record, Plan, Inform, Instruct, and Train

Document significant findings

Develop an emergency evacuation plan

Provide fire safety training for all staff

5. Review the Assessment Regularly

Annual reviews are recommended

Immediate reviews after changes to building layout, processes, or occupancy

Common Risks in Commercial Properties

Commercial premises present different fire risks depending on their use:

Offices – overloaded sockets, paper storage, faulty electrical equipment

Retail – stock storage areas, lighting, heating, and high customer footfall

Warehouses – high fuel load, forklift trucks, storage racking

Hospitality – kitchens, deep-fat fryers, open flames

Industrial – welding equipment, chemical storage, machinery overheating

Identifying these specific hazards is critical to a thorough fire risk assessment.

How Often Should Fire Risk Assessments be Reviewed?

While the RRFSO does not specify a fixed timeframe, reviews should take place:

At least annually as best practice

Immediately after a fire incident

When changes occur to building structure, layout, or occupancy

When new processes or equipment introduce additional risks

Benefits of Professional Fire Risk Assessments

While responsible persons can carry out their own assessments, using a qualified fire risk assessor offers several advantages:

Expert knowledge of legislation and fire safety standards

Identification of hazards that might otherwise be missed

Independent, documented evidence of compliance

Reduced risk of enforcement action

Recommendations tailored to the building’s use and occupancy

Penalties for Non-Compliance

Failure to carry out a fire risk assessment can result in:

Enforcement notices requiring urgent safety improvements

Prohibition notices stopping the use of the building until safety issues are resolved

Unlimited fines

Imprisonment for serious breaches

Courts have imposed significant penalties on businesses for failing to comply with their fire safety duties.

Best Practice for Maintaining Fire Safety in Commercial Properties

Keep fire exits and escape routes clear at all times

Test fire alarms weekly

Service fire extinguishers annually

Conduct regular fire drills

Provide staff refresher training annually

Ensure emergency lighting is tested and maintained

FAQs – Fire Risk Assessments for Commercial Properties

1. Are fire risk assessments mandatory for all commercial properties?
Yes. The RRFSO requires all non-domestic premises in England and Wales to have a suitable and sufficient fire risk assessment.

2. Can I carry out my own fire risk assessment?
If you have the necessary competence, yes — but many businesses prefer professional assessors to ensure compliance and reduce risk.

3. How long is a fire risk assessment valid for?
There is no expiry date, but it must be reviewed regularly and updated when significant changes occur.

4. Do I need separate assessments for each unit in a multi-tenant building?
Yes, each tenant’s area and the common parts need to be assessed.

5. What qualifications should a fire risk assessor have?
Look for assessors with recognised professional membership (e.g., IFSM, IFE) and demonstrable experience in commercial settings.

Conclusion

Fire Risk Assessments for Commercial Properties are both a legal obligation and a vital safeguard for people and assets. The RRFSO makes it clear that the responsible person must identify risks, take preventive measures, and review regularly.

Engaging a qualified assessor ensures compliance, reduces liability, and enhances safety. At Anstey Horne, we provide comprehensive fire risk assessments tailored to commercial premises, helping you meet legal duties and protect your business.

Need help with your fire risk assessment?

Anstey Horne’s expert team of fire safety professionals are here to assist with legally compliant fire risk assessments, retrospective fire strategies, and FRAEW appraisals for residential buildings across the UK. Whether you manage a single block 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.

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