If you run a business or manage a commercial property, preparing for a fire risk assessment is not something to leave until the last minute. It is a legal responsibility, but more importantly, it helps protect your staff, visitors, customers and premises.
Under the Regulatory Reform (Fire Safety) Order 2005, non-domestic premises in England and Wales must have a suitable fire risk assessment, with a “Responsible Person” accountable for fire safety arrangements. This usually means the employer, building owner, landlord or managing agent.
At Highland Services, we support businesses across South Wales with practical, compliant fire safety solutions. This checklist will help you prepare before an assessment takes place, so you know what to review, what to record and where improvements may be needed.
1. Identify Fire Hazards
Start by walking through your premises and looking for anything that could start a fire. Common sources include electrical equipment, heaters, lighting, cooking equipment, smoking areas, hot works, naked flames and machinery that produces heat or sparks.
You should also consider what could burn. Packaging, paper, waste, furniture, plastics, timber, chemicals, fuel and stored stock can all increase fire risk if they are not managed correctly.
Ask yourself:
- Are ignition sources kept away from flammable materials?
- Is waste removed regularly?
- Are electrical items in good condition?
- Are chemicals or fuels stored safely?
- Could an arson risk be reduced by securing external storage?
2. Identify People at Risk
A fire risk assessment must consider who could be affected if a fire starts. This includes employees, contractors, visitors, customers and anyone who may be unfamiliar with the building. Extra care is needed for people who may need support to evacuate, including disabled people, elderly occupants, young people, lone workers or night staff.
Before your assessment, make a note of how people use the building throughout the day. For example, a warehouse, office, retail unit or shared commercial building may have different risks depending on working patterns, layout and occupancy.
3. Check Escape Routes and Fire Doors
Escape routes should be clear, well-lit and easy to follow. Fire exits must not be blocked, locked or difficult to open in an emergency.
Fire doors are also a key part of passive fire protection. They help contain fire and smoke, protect escape routes and give people more time to leave safely. Highland Services provides professional fire door installation and fire door inspections across Bridgend, Cardiff, Swansea, Newport and wider South Wales, helping businesses keep their doors compliant and fully operational.
Before your assessment, check:
- Fire doors close properly and latch securely
- Seals, hinges, frames and signage are in good condition
- Escape routes are free from storage or obstructions
- Emergency exits are clearly marked
- Final exit doors open easily
4. Review Fire Detection and Alarm Systems
Your premises must have an appropriate way to detect fire and warn people. This may include smoke detectors, heat detectors, manual call points and audible alarms. The right system depends on your building size, layout, risk level and how people use the premises.
Highland Services designs, supplies, installs, commissions and maintains fire detection and warning systems for commercial and industrial businesses. If your current alarm system is outdated, unreliable or no longer suited to your premises, this should be raised before or during your assessment.
5. Check Emergency Lighting and Signage
In a fire, people need to find their way out quickly and safely, even if normal lighting fails. Emergency lighting and clear signage are especially important in larger buildings, shared premises, corridors, stairwells and areas used outside daylight hours.
Check that exit signs are visible, emergency lighting is tested, and staff know the evacuation routes.
6. Gather Records and Maintenance Information
Good fire safety is not just about equipment being in place. You also need evidence that systems are being checked, maintained and reviewed.
Prepare records for:
- Fire alarm testing
- Emergency lighting checks
- Fire door inspections
- Fire drills
- Staff training
- Equipment servicing
- Previous fire risk assessments
- Any remedial works completed
For businesses with five or more staff, or where licensing requirements apply, findings and actions must be recorded. Even smaller businesses benefit from keeping clear records.
7. Review Staff Training and Emergency Plans
Staff should know what to do if a fire breaks out. This includes how to raise the alarm, where to evacuate, who calls the fire service and where the assembly point is.
Your emergency plan should also consider visitors, contractors, vulnerable people and anyone working alone. If you share a building, your plan should be coordinated with other occupants.
8. Know When to Review Your Assessment
A fire risk assessment should be reviewed regularly and updated when something significant changes. This could include building alterations, new equipment, different working practices, increased occupancy, changes in stock levels, a fire incident or a near miss.
Many businesses choose to review their assessment annually as good practice.
Need Support Preparing for a Fire Risk Assessment?
Fire safety can feel complex, but the right preparation makes the process far more straightforward.
Highland Services works with businesses, landlords and property managers across South Wales, offering support with fire risk assessments, fire door installation and inspections, fire stopping, fire detection systems, emergency lighting and wider building compliance.
Need help getting your premises ready? Contact Highland Services today for practical advice, compliant fire safety support and a free, no-obligation quote.
