How to Conduct Commercial Fire Assessments

A fire assessment should not start with a clipboard and a walk around the building. It should start with a clear understanding of how the premises actually operate: who is present, when they are present, what could burn, and how people would get out if a fire started. When you conduct commercial fire assessments properly, the result is more than a document for a compliance file. It is a practical plan for protecting people, premises and business continuity.

For employers, landlords, facilities managers and responsible persons, the assessment needs to reflect the risks of the site as it is today - not as it was when the fire alarm was installed or the building first opened.

How to Conduct Commercial Fire Assessments Properly

In England and Wales, the responsible person must make a suitable and sufficient fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. Scotland operates under separate fire safety legislation, but the central duty is similar: identify fire risks, protect relevant persons and keep appropriate precautions under review.

A commercial fire assessment is not a one-off exercise. Premises change. Teams grow, layouts are altered, new equipment is introduced, and contractors or visitors may use areas that were previously low risk. Each change can affect ignition sources, escape routes, alarm coverage and the ability of people to evacuate safely.

The most useful assessments are site-specific, evidence-led and followed by action. Generic templates can help structure information, but they cannot replace an informed inspection of the premises and its day-to-day operation.

Establish who is responsible and who is at risk

Start by confirming the responsible person and the people who support them. In a single-occupancy building, this may be the employer or business owner. In multi-let premises, responsibility can be shared between the landlord, managing agent and tenants, particularly for common areas, plant rooms and shared escape routes.

Then consider everyone who could be affected by a fire. This includes employees, agency staff, cleaners, contractors, visitors, customers and delivery drivers. Give particular attention to anyone who may need assistance to evacuate, such as people with mobility, hearing or visual impairments, lone workers, young workers, or people unfamiliar with the building.

A warehouse with a small office team will have different risks from a care setting, school, retail unit or multi-storey office. The assessment should recognise those differences rather than applying the same controls everywhere.

Identify ignition sources, fuel and oxygen

Fire needs an ignition source, fuel and oxygen. The assessment should look for realistic combinations of all three.

Common ignition sources include electrical equipment, battery charging, cooking appliances, portable heaters, hot works, machinery and smoking materials. Fuel can include packaging, paper records, textiles, waste, flammable liquids and accumulated dust. Oxygen is usually available through the natural air in a building, though open doors, ventilation systems and certain processes can affect how quickly a fire develops.

Focus on conditions rather than simply listing hazards. For example, a charging area may be acceptable if it is suitably managed, kept clear of combustible storage, electrically maintained and protected by the right detection and firefighting measures. The same area becomes a higher risk if damaged batteries are left unattended, stock is stacked around chargers and the nearest escape route is partially obstructed.

Inspect escape routes as people would use them

Escape routes must be available, clearly identified and suitable for the number and needs of occupants. Walk each route from occupied areas to a place of safety, including routes likely to be used during a busy shift, in low light or by a visitor unfamiliar with the site.

Check that corridors, stairways and final exits are free from storage, securely usable and not dependent on keys or specialist knowledge. Fire doors deserve close attention. They should close properly, have serviceable seals and ironmongery, and must not be wedged open unless an appropriate automatic hold-open device is fitted and maintained.

Emergency lighting should be tested and maintained so that escape routes remain visible if normal lighting fails. Signage must be clear, but signs alone do not make a route safe. A well-marked exit that leads through a cluttered corridor is still a poor escape route.

Review detection, warning and fire safety systems

The assessment should establish whether existing fire precautions are appropriate for the risk. This can include the fire alarm and detection system, emergency lighting, extinguishers, fire doors, compartmentation, smoke control or automatic opening vents, and evacuation arrangements.

A fire alarm system designed, installed and maintained in line with the relevant recommendations of BS 5839 can provide an effective warning, but its suitability depends on the building and how it is used. Changes to partitions, ceiling layouts, occupancy patterns or use of rooms can create gaps in detection or audibility. A call point hidden behind stock, or sounders that cannot be heard in noisy production areas, can undermine an otherwise well-maintained system.

Do not assume that more equipment is always the answer. In some cases, better housekeeping, separation of combustible materials, improved staff procedures or repairs to fire doors will reduce risk more effectively. Where systems need upgrading, the assessment should clearly explain why, what standard or objective is being addressed, and the priority of the work.

Record Findings and Turn Them Into Action

Where five or more people are employed, significant findings and the measures taken should be recorded. Even where a written record is not strictly required, it is sensible for commercial premises. It provides an audit trail, helps communicate responsibilities and makes future reviews more efficient.

Avoid vague actions such as “improve fire safety”. A useful action plan identifies the issue, the required control, the person responsible, the target date and the priority. For instance, “remove stored materials from the rear stairwell immediately” is clear. “Arrange inspection and repair of damaged fire door closers within 14 days” is equally clear and capable of being checked.

Prioritise urgent life-safety issues first. Blocked exits, defective fire doors, an inoperative alarm, missing emergency lighting or uncontrolled hot works may require immediate action. Lower-risk improvements can be programmed, but they should not be allowed to disappear into a maintenance backlog.

For multi-site organisations, consistency matters. Use a central process to track actions, certificates, alarm tests, emergency-lighting tests, extinguisher servicing and training records. However, do not let a central register obscure local conditions. Each site needs an assessment that reflects its people, layout and activities.

Test the evacuation plan, not just the equipment

A fire procedure is only reliable if people understand it and can follow it under pressure. Staff should know how to raise the alarm, where to go, who calls the fire and rescue service, and who checks that areas are clear where this can be done safely.

Fire drills reveal practical weaknesses that a desk review will miss. Perhaps a loading-bay exit is routinely locked, a roll call point is too close to vehicle movements, or managers do not know who is responsible for visitors. Record the outcome and use it to improve the procedure.

Personal Emergency Evacuation Plans may be needed for individuals who require specific support. These should be practical, agreed with the individual where appropriate, and kept current as roles or circumstances change. Never rely on an informal arrangement that only works when a particular colleague is present.

Know when competent external support is needed

Many straightforward, low-risk premises can be assessed internally by a person with sufficient knowledge, training and authority to act on the findings. The key question is competence, not job title.

External support is often appropriate where the building is complex, has sleeping accommodation, contains high-risk processes, has undergone significant alteration, or where there are repeated concerns about fire doors, compartmentation, alarm coverage or evacuation. It is also valuable when an independent review is needed before a lease, refurbishment or system takeover.

Choose a provider that can explain findings in plain English and distinguish between immediate risks, compliance obligations and sensible longer-term improvements. For fire systems work, look for relevant third-party accreditation, demonstrable knowledge of British Standards and a plan for maintenance after installation. Connect Fire Security supports businesses nationwide with fire risk assessments, system design, installation and ongoing planned maintenance, helping turn identified risks into managed, verifiable actions.

Review Fire Assessments When Conditions Change

Set a formal review date, but do not wait for it if circumstances change. Reassess after a fire or near miss, a major change in occupancy, building works, a new process, changes to escape routes, significant staff changes or concerns raised during testing and maintenance.

A fire assessment is most valuable when it remains connected to daily operations. Keep exits clear, act on defects quickly, make staff training routine and ensure fire safety records are available when needed. That discipline gives people a better chance of leaving safely and gives the business a clearer route back to normal if the worst happens.