A fire risk assessment (FRA) is the foundation of any effective fire safety strategy for a commercial building. It is a structured, systematic review of your premises to identify fire hazards, evaluate the risks to occupants, and implement measures to eliminate or control those risks.
A properly conducted risk assessment is not just a legal requirement in most jurisdictions—it is a critical tool for protecting lives, property, and business continuity. This guide provides a clear, step-by-step approach to conducting a fire risk assessment, suitable for most commercial buildings.
Section 1: Who Is Responsible?
In the United States, fire risk assessment responsibility isn’t assigned to a single named legal role the way it is in some other countries. Instead, it falls to whichever party controls the premises, shaped by OSHA’s general duty obligations and the specific occupancy requirements in NFPA 101 and NFPA 1 [1][2].
| Role | Description |
|---|---|
| Employer | Under OSHA, the employer is responsible for maintaining a safe workplace, including fire prevention and emergency action planning. |
| Building Owner or Landlord | For rented or multi-occupied premises, the owner or landlord often holds the duty for base building fire protection systems. |
| Facilities or Building Manager | A manager or managing agent may be the designated duty holder for day-to-day compliance. |
Key Point: You can delegate the task of carrying out the assessment to a competent professional, but the legal responsibility for ensuring it is done correctly remains with you.
Section 2: The 5-Step Fire Risk Assessment Process
Most fire risk assessments follow a straightforward five-step process.
Step 1: Identify Fire Hazards
This crucial first step involves thoroughly inspecting the premises to identify potential sources of fire.
| Hazard Type | What to Look For | Examples |
|---|---|---|
| Sources of Ignition | Anything that could start a fire. | Faulty electrical equipment, overloaded sockets, naked flames, heaters, cooking appliances, hot industrial machinery. |
| Sources of Fuel | Materials that will burn and feed a fire. | Paper, cardboard, packaging, textiles, soft furnishings, flammable liquids, solvents, chemicals, wood, and plastics. |
| Sources of Oxygen | Things that can intensify a fire or feed it with air. | Air conditioning systems, poorly ventilated spaces, medical oxygen supplies, and natural ventilation. |
Pro Tip: A good starting point is to consider your business activities. Is your building a warehouse with large amounts of cardboard? A kitchen with cooking oils? An office with many computers and electrical outlets? These all present different hazards.

Step 2: Identify People at Risk
The next step is to consider everyone who might be on your premises and could be in danger if a fire occurred.
| Category | Who to Consider |
|---|---|
| Regular Occupants | Your employees, including those working in isolated areas, alone, or on night shifts. |
| Visitors | Customers, clients, contractors, or members of the public. |
| Vulnerable People | Individuals who may need extra help, including those with disabilities, mobility issues, or sensory impairments. Also, consider children, the elderly, or those in sleeping accommodations (e.g., hotels). |
Pro Tip: You need to pay special attention to people who are located in remote areas of the building or in rooms with no alternative exits. Your emergency plan must consider how these individuals will be protected and evacuated.
Step 3: Evaluate, Remove, or Reduce Risks
With your list of hazards and people at risk, the next step is to evaluate the level of risk posed and decide what actions to take. This involves assessing the likelihood of a fire occurring and the potential consequences.
| Action | What It Means |
|---|---|
| Remove the Hazard | The most effective control measure. For example, replace a highly flammable material with a less flammable alternative. |
| Reduce the Hazard | Minimize the risk if the hazard cannot be removed. For instance, reduce the quantity of flammable stock held on site, or ensure all electrical equipment is regularly maintained. |
| Implement Controls | Put measures in place to protect people from the hazard. This includes installing and maintaining fire detection and alarm systems, emergency lighting, fire doors, and firefighting equipment. |
Pro Tip: This is also the stage to ensure that all your passive fire protection (like compartmentation) and active systems (like sprinklers and alarms) are suitable and well-maintained.
Step 4: Record Your Findings and Create an Emergency Plan
Under OSHA, an emergency action plan and fire prevention plan must be in writing and kept in the workplace once you have more than 10 employees; employers with 10 or fewer may communicate the plan orally instead [1][2]. Regardless of size, putting your findings in writing is good practice for demonstrating compliance and consistency.
| Documentation | What to Include |
|---|---|
| Fire Risk Assessment Record | A written document that lists the hazards you identified, the people at risk, what you’ve done to reduce or remove those risks, and any further action required. |
| Emergency Plan | A clear, actionable plan detailing what to do in the event of a fire. This should include evacuation procedures, designated assembly points, emergency communication methods, and the roles and responsibilities of staff. |
Pro Tip: Keeping these documents up to date and easily accessible is essential for demonstrating compliance to fire safety inspectors.
Step 5: Review and Update Regularly
A fire risk assessment is not a static document. It is a living plan that must be kept up to date.
| Review Trigger | What to Do |
|---|---|
| Annual Review | Even without changes, it is good practice to review your assessment at least once a year. |
| Significant Changes | Reassess whenever there are changes to the premises, such as new equipment, layout changes, or construction work. |
| Changes in Occupancy | Review the assessment if the way you use the building or the people using it changes significantly. |
| After an Incident | If there has been a fire, near-miss, or false alarm, you should review your assessment to identify any weaknesses in your plan. |
Pro Tip: Regularly reviewing your assessment helps you stay ahead of potential risks and ensures your fire safety measures are always effective.
Section 3: Tools and Methods
While the 5-step process is the foundation, more complex buildings may require specialized assessment methods.
| Tool / Method | Description | Application |
|---|---|---|
| NFPA 101A | NFPA’s “Guide on Alternative Approaches to Life Safety” provides a risk-based method for evaluating equivalency. It can be used to determine if alternative safety measures are acceptable. | Complex or unique buildings where strict compliance with every code provision is difficult. |
| FRAME (Fire Risk Assessment Method for Engineering) | A well-established method for quantitative risk assessment, developed by Swiss engineer M. Gretener. It evaluates risk in three areas: property, people, and activities. | Commercial complexes, shopping centers, and other high-risk buildings to get a numerical risk score. |
| Checklist-Based Assessment | A practical and widely used method that uses checklists to evaluate fire safety compliance against recognized standards. | General commercial buildings to ensure a systematic review. |
Section 4: Common Mistakes to Avoid
| Mistake | Why It’s a Problem | How to Fix |
|---|---|---|
| Failing to Update | The assessment becomes outdated and irrelevant. | Schedule a regular review and update it after any significant change. |
| Not Considering Vulnerable People | Evacuation plans may fail for those who need the most help. | Factor the needs of disabled or vulnerable individuals into all stages of your plan. |
| Underestimating the Importance of Passive Fire Protection | Systems like fire doors are only effective if properly maintained and closed. | Ensure all fire doors are rated, self-closing, and unobstructed. Conduct regular inspections. |
| Treating It as a “Tick-Box” Exercise | Misses hidden or non-obvious risks. | Take a thorough, systematic approach that considers layout, occupancy, and daily operations. |
| Inadequate Records | You cannot prove compliance to an inspector or insurer. | Document findings, actions taken, and review dates. |
Conclusion
A fire risk assessment is not just a bureaucratic requirement; it is the cornerstone of a robust fire safety strategy. By following the five-step process outlined in this guide, you can systematically identify hazards, protect the people in your building, and ensure you are doing everything reasonably practical to prevent a fire and keep everyone safe. Regular review and maintenance of your assessment are essential for ongoing safety and compliance.
References & Notes
[1] Occupational Safety and Health Administration (OSHA), 29 CFR 1910.38 — Emergency Action Plans. A written plan is required once another OSHA standard calls for one; employers with more than 10 employees must keep it in writing, while 10 or fewer may communicate it orally.
[2] OSHA, 29 CFR 1910.39 — Fire Prevention Plans. Follows the same written-vs-oral 10-employee threshold as the Emergency Action Plan and covers fire hazard housekeeping, ignition source control, and equipment maintenance responsibilities.
[3] NFPA 101, Life Safety Code — occupancy chapters (Chapters 11–43) set requirements for emergency egress and relocation plans and fire drills specific to each occupancy type; NFPA 1, Fire Code, contains general fire prevention and inspection requirements.
[4] NFPA 101A, Guide on Alternative Approaches to Life Safety; FRAME (Fire Risk Assessment Method for Engineering), developed by M. Gretener.
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