How to Prepare for Your Fire Risk Assessment or Fire Safety Site Visit

Here’s a quick reference to make the visit go well:

1. Understand the purpose of the visit
2. Gather your key documents
3. Check your fire safety equipment
4. Walk the premises
5. Inform the team
6. Review and track: Use the 5-step checklist

1. Understand the Purpose of the Visit

A fire risk assessment or fire safety site visit typically involves a review of the following:

• Your fire risk assessment (as required under the Regulatory Reform (Fire Safety) Order 2005)
• Fire alarm and detection systems (in line with BS 5839-1:2025 – see our blog post)
• Firefighting equipment, such as extinguishers and fire blankets
• Means of escape and emergency lighting
• Signage, evacuation procedures, and staff training records

These assessments or reviews may be carried out by:

• A competent fire risk assessor (appointed by the Responsible Person)
• Your local Fire and Rescue Service (as part of a routine inspection or after an incident)
• Fire safety contractors (for system testing, servicing, or maintenance)

Frequency and Routine Checks:

• Fire risk assessment: At least annually — or sooner if there are significant changes (e.g. layout, staffing, renovations, or incidents)
• Fire drills: At least once per year
• Equipment servicing:
  • Fire alarms: Weekly test, 6-monthly service
  • Emergency lighting: Monthly functional test, annual service
  • Fire extinguishers: Monthly visual checks and annual servicing

2. Gather Your Key Documents

Have these documents ready

• Your fire risk assessment (must be current and site-specific)
• A fire safety logbook with maintenance and testing records
• Training records for staff and fire wardens
• Certificates of servicing for fire alarms, extinguishers, and emergency lighting
• Your fire evacuation plan, showing escape routes, assembly points, and including Personal Emergency Evacuation Plans (PEEPs) for individuals needing assistance

3. Check Your Fire Safety Equipment

Make sure the following are in place and visibly maintained:

• Fire extinguishers – Ensure you have the correct types for your premises (e.g. CO₂ for electrical risks, wet chemical for kitchens). Conduct monthly visual checks and arrange for annual servicing by a competent person.
• Fire alarm system – Test weekly using a different manual call point each time, and have the system serviced every 6 months by a qualified engineer (as per BS 5839-1:2025).
• Emergency lighting – Perform monthly functional checks and conduct a full-duration test annually to ensure lights remain operational for the required duration (BS 5266-1:2016).
• Fire safety signage – Check that all fire exits, manual call points, and firefighting equipment are clearly and correctly signed in line with the Health and Safety (Safety Signs and Signals) Regulations 1996.

4. Walk the Premises as If You’re the Assessor

Before the visit:

• Ensure escape routes are clear of obstructions, adequately lit, and lead to a safe place. Routes should be checked for clutter, locked doors, or hazards (as per Article 14 of the Fire Safety Order).
• Check that fire doors close fully, latch properly, and are not propped open or blocked. Fire doors must be kept in good repair to compartmentalise fire and smoke.
• Test manual call points to ensure they are visible and easily accessible — nothing should block access or obscure the signage.
• Identify and remove any new fire hazards, such as:
  • Blocked exits
  • Overloaded sockets or extension leads
  • Temporary storage in escape routes
  • Accumulated waste near ignition sources

5. Inform Your Team

Let your staff know the visit is happening, ensuring:

• The Responsible Person or designated fire safety lead is available to accompany the assessor and answer questions.
• Staff are familiar with the fire evacuation procedure and can confidently explain what to do in the event of a fire.
• Any recent changes to layout, staffing, or occupancy have been documented, as these may affect your fire risk assessment.

Under Article 21 of the Fire Safety Order, you’re required to ensure all staff receive adequate fire safety instruction and training.

6. Review and Track: Use the 5-Step Checklist

Fire risk assessments aren’t a one-off task — they must be reviewed regularly and kept up to date, especially when your building, activities, or occupancy changes.

Follow the 5-step method recommended by UK fire safety guidance:

• Identify fire hazards – Look for sources of ignition, fuel, and oxygen.
• Identify people at risk – Consider staff, visitors, vulnerable people, and lone workers.
• Evaluate, remove, reduce, and protect from risk – Take action to mitigate hazards and ensure escape routes are protected.
• Record, plan, inform, instruct, and train. Maintain accurate records, develop a fire plan, and ensure staff receive proper training.
• Review regularly – Reassess your fire risk assessment at least annually, or whenever something changes.

Tip: Use a fire safety logbook to track testing, servicing, training, and reviews — it’s an essential tool during any audit or assessment.

You can access the UK government’s 5-Step Checklist and obtain additional guidance from official government fire safety guides. Our team is available to help. Contact us if you have any questions related to fire safety, and we’ll be happy to help.