Fire Risk

Management
Guide
Contents

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

The need for Fire Risk Assessment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Hierarchy of control measures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Premises now covered / Responsible Person / Competant Person. . . . . . . . . . . . . . . . . . . 6

Fire Risk Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

What a Fire Risk Assessment should cover . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Common causes of fires and how to guard against them. . . . . . . . . . . . . . . . . . . . . . . . 10

Hot Work Permit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Business Continuity Planning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Fire protection and fire safety measures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

A straightforward Fire Risk Assessment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Significant findings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Useful contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

The information contained within this document is intended as a general guide only and is not necessarily comprehensive. You should seek appropriate
professional advice when devising any risk assessment or management programme. AXA Insurance will not be liable for loss or damages arising, in
contract, tort or otherwise, directly or indirectly from the use of or reliance upon any information contained in this document.

1
Introduction

In this document we will help you understand the legislative requirements and we will also provide a
basic framework for conducting a simple Fire Risk Assessment within your workplace.

In 2006, fire legislation in the UK was rationalised to provide an entirely risk-based approach to fire
safety, extending to all workplaces and other non domestic premises. The new fire legislation is called
the Regulatory Reform (Fire Safety) Order 2005 for England and Wales. Similar changes have been
made in Scotland via the Fire (Scotland) Act 2005 and the Fire & Rescue Services (Northern Ireland)
Order 2006.

The concept for the rationalisation included:

¡¡ The creation of one simple fire safety regime
¡¡ A regime that is risk assessment based, with responsibility for fire safety resting with
a ‘responsible person’
¡¡ Removing the formal “fire certification” for higher risk premises
¡¡ A number of self-employed people and parts of the voluntary sector brought into the regime.

However, despite the fact that most UK businesses have needed a Fire Risk Assessment since the Fire
Precautions Regulations 1997, the creation of a suitable and sufficient Fire Risk Assessment continues
to be lacking from many premises in the United Kingdom. There has been numerous high profile
incidents in the last few years where the assessment was either inadequate for the risks faced at the
premises or no assessment was conducted at all.

Businesses are regularly being prosecuted with substantial fines and custodial sentences occurring.

The cost of fire is also rising, with fire claims typically exceeding £1bn per year with a peak of £1,3bn
in 2008*.

* Association of British Insurers

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3
The need for Fire Risk Assessment

The Fire Safety Order 2005, Fire (Scotland) Act 2005 and Fire & Rescue Services (Northern Ireland)
Order 2006 require the hazards and risks of fire to be identified, with measures put in place to
eliminate, reduce control or minimise them to prevent the outbreak and spread of fire and smoke.

In the event that fire does occur, you must provide adequate fire protection measures to ensure the
safety of employees, customers, contractors, visitors and members of the public. The assessment must
also consider the safety of the emergency services such as fire fighters.

Necessary key areas of consideration:

¡¡ Have you identified the potential risk for fire to occur?

¡¡ Are the existing control measures in place adequate or could risks be eliminated or reduced?
¡¡ Can all occupants of the building be notified of fire quickly?
¡¡ Are the current fire protection and detection systems in good repair and well maintained?
¡¡ Is there a suitable means for summoning the Fire & Rescue Service?
¡¡ Are the means of escape adequate?
¡¡ Is there fire escape signage which is clear and easy to understand?
¡¡ Does the emergency escape lighting provide enough illumination, where appropriate?
¡¡ Are your staff trained and do they know what to do in the event of a fire?
¡¡ Are there arrangements to assist vulnerable groups in evacuation such as the elderly or those with
disabilities?

AXA understand the challenges that businesses face and know from experience that an unforeseen
setback can be critical to the future of your business. Businesses affected by a major incident such as
fire regularly fail within 18 months or never re-open. AXA appreciates that effective management of risk
is vital to the success of your business.

Fire is also devastating to families and as an employer, in whatever type of business you operate, you
are responsible by law for the protection of the health, safety and welfare of your employees and visitors
to your premises.

The Fire Safety Order, Fire (Scotland) Act or Northern Ireland Order requires virtually all employers to
carry out a Fire Risk Assessment of their workplace in order to identify, eliminate or reduce any fire
hazards. Failure to assess the fire risks is an offence under the Fire Safety Order 2005, Fire (Scotland)
Act 2005 & Northern Ireland Order.

4
Hierarchy of control measures

The management and control of fire risk follows the same principles as other health and safety risk
assessments, that is to avoid risk where possible. Fire risk should always consider the following
principles:
¡¡ Avoid risks where possible
¡¡ Evaluate risks which cannot be avoided
¡¡ Combat risks at source
¡¡ Adapt to technical progress
¡¡ Replace the dangerous with the non-dangerous or the less dangerous
¡¡ Develop a coherent overall fire prevention policy which covers technology, organisation of work and
the influence of factors relating to the working environment
¡¡ Give collective fire safety protective measures priority over individual measures
¡¡ Give appropriate instructions to employees.

The following examples give brief details of good risk assessment and what can be achieved through the
measures described above.

Example 1
A woodworking company had always used a highly flammable solvent based lacquer for their wood
treatment but recognised the fire risk associated with this. Good risk assessment will first look to
eliminate the risk where possible. After a successful trial, the company was able to change to a water
based solution which reduced the fire risk significantly. It was also better for the environment and did
not adversely affect the quality of their product. The company are better protecting their employees and
business through the reduction in risk.

Example 2
A distribution company used part of a warehouse for breaking down pallets of damaged goods. This
created added congestion and fire spread potential especially as this process was close to electrical
switchgear and forklift charging points. This was seen as an area for improvement and an effective
measure to reduce this risk was to move this operation into an enclosed but previously empty office
room. This segregated the fire risk and has eased congestion considerably allowing them to control this
risk and improve working practices.

5
Premises covered

The range of premises now covered by the legislation is wider than in previous regulations. The
regulations now extend to cover premises occupied by the self employed and voluntary sector. Premises
are essentially any workplace, including vehicles and moveable structures. However, the order does not
apply to domestic premises (including if an employee works from home).

Who is a Responsible person?

With the exception of large or complicated premises, or those with specialist work processes, many risk
assessments can be conducted by a responsible person. A responsible person is someone who has
control over the premises. This is usually the employer but if your premises are shared or common parts
of your building are controlled by a landlord or managing agent, you must work together to formulate
the risk assessment.

Who is a Competent person

Where your premises are large or have complicated or hazardous processes, you may need to use
the services of a competent person in the production of a Fire Risk Assessment. The Institute of Fire
Engineers (IFE) holds a register of suitable consultants (www.ife.org.uk). Other consultant services may
be acceptable, although you should refer to AXA Insurance before you appoint them. A competent
person for Fire Risk Assessment must have the appropriate qualifications and experience in fire safety for
your type of business.

6
How to Complete a Fire Risk Assessment

It is crucial that you designate time to complete the Fire Risk Assessment process. You will help
to reduce the risk to your employees lives and well-being, the possible serious disruption to your
operations and the penalties which could be imposed under the legislation.

You should take the following steps:

¡¡ Assess the fire risk
¡¡ If you employ five or more people, record your significant findings
¡¡ Carry out remedial actions as highlighted in the significant findings
¡¡ Conduct regular review to ensure these standards are maintained.

Don’t put yourself at the risk of prosecution

The checklist on pages 25-28 of this guide will provide a useful prompt when undertaking a Fire Risk
Assessment.

We recommend you read the following sections of this guide. They will help you to understand what
the assessment should cover and assist you in identifying some of the main workplace hazards and
the precautions to be taken against them. An understanding of these sections and the recommended
safety measures will help you reduce the likelihood of a fire on your premises and therefore reduce the
negative consequences this could have on your business and livelihood.

If you don’t employ five or more employees we recommend that you still complete the process as it will
give you a means of considering your risks and management of your assets.

7
What a Fire Risk Assessment should cover

The fire triangle

The fire triangle is a good way to explain how a fire starts and develops. Each side of the triangle needs
to be present to allow a fire to occur which is fuel, air and heat.

HE
AIR

AT
FIRE

FUEL

Identification of hazards

The Fire Risk Assessment involves identifying these sides of the fire triangle:
¡¡ Air is always present so efforts should be concentrated on heat and fuel, either removing or
separating them
¡¡ Heat also includes sources of ignition, such as sparks from items including tools, metals, welding
and smoking materials
¡¡ Fuels include combustible materials such as wood, cardboard, plastics and flammable liquids and
vapour.

Opportunities should be taken to eliminate, substitute, avoid or transfer the various hazards that have
been identified. Once this has been completed the residual sources of ignition and combustible materials
that form the core of the day to day patterns of work must be separated as far as can be practical.

8
Life safety

The people that use the premises must also be considered. These will include staff, customers, visitors
or members of the public. The means of escape and equipment for detecting and giving warning in
case of fire and firefighting apparatus must be appropriate for the premises and the number of people
present in the building and the equipment then subsequently maintained. Consideration should also be
given to the age, agility and health of the people who may be on the premises. Different factors have
to be considered, for example, for children’s crèches, residential care homes, hotels and other similar
sleeping risks, remote warehouses and out of town shopping centres.

Fire escape

A Fire Risk Assessment will also ensure that satisfactory escape routes are identified and kept
available for use, can be reached within suitable distances and are of sufficient width for the numbers
expecting to be evacuated. Arrangements should be made to detect a fire and give a suitable warning.
Appropriate fire fighting equipment should be strategically located around the workplace. The Fire Safety
Order, Fire (Scotland) Act and Northern Ireland Order also require that:
¡¡ Employers make sure employees are trained in the appropriate action to take when a fire breaks
out, or if one is suspected
¡¡ Employees know how to use the fire fighting equipment provided
¡¡ Adequate records are kept of all staff training
¡¡ Records are kept of tests and maintenance of fire equipment.

A number of existing publications offer detailed advice on how to undertake a Fire Risk Assessment.
This simple guide has been designed to help you fulfil your minimum obligations under the law. It is
crucial that you designate time to complete the Fire Risk Assessment process. You will help to reduce
the risk to your employees lives and well-being, the possible serious disruption to your operations and
the penalties which could be imposed under the legislation. If a more detailed assessment is required,
competent advice should be sought from those with experience and suitable qualifications in fire safety.

9
Common causes of fire and how to guard against them

Arson and deliberate fire setting

Cause:
¡¡ The setting of deliberate fires by vandals, thieves or disgruntled people is the No.1 cause of fire in
the UK with over 50% of major fires being caused by arson.

Protection measures:
¡¡ Improve your building and site security to prevent access
¡¡ Make sure security devices are used and operate correctly
¡¡ Don’t provide arsonists with fuel for a fire such as stacks of pallets or waste bins close to the
building. Move them away from the building and ensure they are removed from the site regularly.

Electricity
Cause:
¡¡ Neglect and misuse of electrical wiring, fittings and equipment can easily cause fires in the
workplace. This is now the second most likely cause of fire in the UK.

Protection measures:
¡¡ Ensure your fixed electrical systems and portable appliances in the workplace are inspected
and tested on a regular basis (there is a requirement to do this under the Electricity at Work
Regulations 1989)
¡¡ Have any faults in wiring or fittings repaired promptly by competent electrical contractors that are a
member of trade bodies such as NICEIC, ECA or SELECT (Scotland only)
¡¡ Where possible, switch off electrical equipment when it is not in use, particularly at the end of the
day (or shift).

Rubbish and waste materials

Cause:
¡¡ Rubbish and waste materials left to accumulate contribute to the spread of fire.

Protection measures:
¡¡ Make sure that you remove all waste materials from the workplace on a regular basis and place
them in a suitable container. The container should be located in a position away from the building,
preferably in a metal lockable bin. Where possible, the distance from the building should be 10
metres
¡¡ Do not burn rubbish on bonfires, even if it is thought safe to do so. They can easily get out of
control and spread fire to nearby buildings or structures.

10
Smoking
Cause:
¡¡ Smoking can still be a cause of fire although the smoking ban has now been fully introduced into
the whole of the UK. Failure to comply can result in a fine of up to £2,500.

The ban applies to virtually all public places and workplaces. The ban applies equally for employees and
customers within areas of the premises that are enclosed or substantially enclosed.

Protection measures:
¡¡ All smoke free public places, workplaces and vehicles must now display no-smoking signs that
meet the requirements of the Smoke Free (Signs) Regulations
¡¡ Enforce the smoking ban within your premises and carry out frequent checks to ensure no secret
smoking is taking place.

External smoking areas:

¡¡ If any external smoking areas are allowed (whether this be for employees, customers or visitors)
you must provide fixed ashtrays and keep any combustible materials clear of the area. Smoking
shelters should be of non combustible construction
¡¡ The use of any gas fired heaters would need to be permanently secured and maintained
¡¡ Gas cylinders used for heating appliances whether in use, full or empty, should be kept in a well
ventilated place, preferably in open air and away from sources of ignition and heat
¡¡ Cylinders must be secure and stored upright, chained to a permanent fixture or within a metal cage
¡¡ Check these areas at the end of the working day to ensure that no smoking material has been left
smouldering.

11
Common causes of fire and how to guard against them
cont.

Cooking
Cause:
¡¡ Commercial kitchens have a serious fire risk especially where deep fat frying is involved. Also,
many small businesses have kitchens where staff may prepare food themselves.

Protection measures:
¡¡ Avoid deep fat frying unless a thermostatically controlled pan is provided. Even then it would be
unwise to leave the pan unattended
¡¡ Ensure that combustible materials such as cloths and towels are kept clear of hobs. Toasters and
microwave ovens should not be sited in office areas, they should only be available in kitchens and
be tested and maintained
¡¡ Ensure that an appropriate fire extinguisher, supplemented with a fire blanket, is provided in any
area where cooking is undertaken
¡¡ Ensure extraction filters are cleaned frequently
¡¡ In the case of larger extraction ducting system, the full length of the ducting should be inspected
and cleaned regularly (with photo’s taken before and after). This should be undertaken by
competent contractors such as those who are members of B&ES (formally known as HVCA -
Heating and Ventilation Contractors Association)
¡¡ Consideration should also be given to the installation of fire suppression system specifically
designed for kitchens and ensure they are always re-charged after any activation.

12
Heating appliances
Cause:
¡¡ Portable heaters can often be hazardous in the work environment, especially if placed too close to
furniture, fittings or materials. Convector heaters are safer than radiant fires.

Protection measures:
¡¡ Ensure that they are securely guarded and properly secured to a substantial surface to prevent
them from being knocked over
¡¡ Place them well away from any materials which could easily ignite
¡¡ Never drape clothing or stand papers or books on them
¡¡ Do not allow ventilation grilles to become obstructed
¡¡ Clean portable heaters on a regular basis.

Combustible materials
Cause:
¡¡ Combustible materials, such as packing materials increase the potential for fire to spread within
the premises.

Protection measures:
¡¡ Ensure amounts brought into the premises are kept to a minimum
¡¡ The amounts introduced to the place of use should only be sufficien for the days’ work
¡¡ The bulk supplies of such materials should be locked in a secure store, preferably outside the main
premise.

13
Common causes of fire and how to guard against them
cont.

Hazardous materials
Cause:
¡¡ Paints, solvents, adhesives, chemicals and contents of cylinders can be flammable and sometimes
explosive.

Protection measures:
¡¡ Such products are treated as dangerous substances and therefore fall within the Dangerous
Substances and Explosive Atmosphere Regulations 2002 which requires separate risk assessment
and needs employers to identify what the risks are and control against them
¡¡ Store cylinders in proprietary storage cages away from the premises and always dispose of empty
cylinders immediately
¡¡ Gas cylinders, even when empty, can explode when exposed to heat
¡¡ Keep these substances in separate storage areas and well away from any sources of ignition.

Dependant on the quantity of flammable liquids stored the store may need to be fire resistant. Be
aware that some dust particles can also be explosive in a fire or from ignition sources – these products
also require careful assessment and control measures.

Terrorism
Cause:
¡¡ Your premises could be at risk from terrorism as well as crime.

Protection measures:
¡¡ Plan security measures for your building including physical protections such as, intruder alarms,
CCTV and security guarding. Keep access points to a minimum
¡¡ Make security awareness part of your organisation’s culture and ensure security is represented at
a senior level
¡¡ Issue staff and visitors with passes. Where possible, do not allow unauthorised vehicles to get
close to your building
¡¡ Employees should be prepared to challenge any visitors to your premises
¡¡ When recruiting staff or hiring contractors, check identities and follow up on references
¡¡ Ensure good basic housekeeping throughout your premises. Keep public areas tidy and well lit.
Remove unnecessary furniture and keep garden areas clear.

14
Hot Work

Many fires within commercial premises result from carelessness or ineffective supervision during hot
work (operations requiring the use of open flames or the local application of heat). The most common
processes involving sources of heat are welding, cutting, grinding and the use of blowlamps and
bitumen / tar boilers.

It is vital that a formal, supervised permit-to-work system is in place to safeguard such hot work
processes The AXA Hot Work Permit on pages 16 to 19 shows the conditions under which a typical hot
work scheme operates for use by your employees and contractors alike. In addition, where a section of
an automatic fire detection system has to be isolated there must be a management system in place to
ensure its reinstatement.

15
 Hot Work Permit
Permit only applies to area specified below

Permit no:____________________________________________________________________________________________

Location:_____________________________________________________________________________________________

Description of work (including exact location within the site):_________________________________________________

_____________________________________________________________________________________________________

Date:________________________Start time: ___________________________ Finish time: ________________________

(Note - hot work must cease 1 hour before the end of the working day)

 Signature of person issuing permit

Issuing company:____________________________________________________________________________________

Signed:___________________________________________________________

Print name in BLOCK CAPITALS: _______________________________ Date: __________________________________

Position:_____________________________________________________________________________________________

 Signature of person issuing permit

Issued to (Company and Individual Name):______________________________________________________________

I confirm that I understand the scope of the work permitted. The location has been examined and the precautions
listed on page 2 of this permit have been fully complied with.

I have carried out a risk assessment and consider that there is no reasonable practical alternative to doing this job
using hot work due to

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

Signed:_______________________________________________________________________________________________

Print name in BLOCK CAPITALS: ________________________________________________________________________

Date: ________________________________________________________________________________________________

Position:_____________________________________________________________________________________________

Time work started:_______________________ Time work finished & cleared up: _____________________________

16
FOLLOWING COMPLETION OF WORKS

Time of final check (1 hour after work completed):_________________________________________________________

The work area and all adjacent areas to which sparks and heat might have spread (such as floors below and above
and areas on other side of walls) have been inspected and found to be free of smouldering materials and flames: Y / N

All hot waste materials have been removed: Y / N

All equipment, including gas cylinders, has been removed to a safe area: Y / N

Signed:_______________________________________________________________________________________________

Print name in BLOCK CAPITALS: ________________________________________________________________________

Date: ________________________________________________________________________________________________

Position:_____________________________________________________________________________________________

SIGN OFF BY ISSUER OF PERMIT

The hot work has been completed.

Any fire protection systems isolated for the works have been fully reinstated.

A final check has been undertaken 1 hour after works finished.

Signed:_______________________________________________________________________________________________

Print name in BLOCK CAPITALS: ________________________________________________________________________

Date: ________________________________________________________________________________________________

Position:_____________________________________________________________________________________________

17
Hot Work Permit - Precautions

The person carrying out this check should sign and date at the bottom of the page to confirm all suitable
precautions have been taken.

Tick as appropriate those precautions which have been taken. Those, which are not relevant, should be
marked with a cross.

Wherever practicable the use of hot work should be avoided and a safer way employed. If you cannot comply
with the following points, do not go ahead with the hot work.

Fire protection

Where sprinklers are installed, they are operative

Where fire detection is installed it is operative
(only the zone where the work is carried out will be isolated)
A person, not directly involved with the work will provide a continuous fire watch during
the period of hot work and for at least one hour after it has ceased, in the work area and
those adjoining areas where sparks and heat may spread
At least two appropriate fire extinguishers are immediately available. The person
undertaking the work and providing the fire watch are trained in their use
Personnel involved with the work are familiar with the means of escape and method of
raising the alarm/calling the fire brigade
NB – No gas cylinders to be left in the building overnight.

Precautions (within 10 metres of the work)

Combustible materials have been cleared

Where combustible materials cannot be removed, protection has been provided by non-
combustible or purpose-made blankets, drapes or screens
Flammable liquids have been removed from the area
Floors have been swept clean
Combustible floors covered with overlapping sheets or non-combustible materials or wetted
and liberally covered with sand
All openings and gaps are adequately covered
Protection (non-combustible) has been provided for:
• Walls, partitions & ceilings of combustible construction or surfaces finish; and
• All holes & other openings in walls, partitions & ceilings which sparks could pass
Where work is being carried out on building panels, an assessment has been made of
insulating or other material behind or forming the core of the panel
Combustible materials have been moved away from the far side of walls or partitions
where heat could conduct
Enclosed equipment (tanks, containers, dust collectors etc) have been emptied and
tested, or is known to be free of flammable concentrations or vapour or dust

18
Equipment

Equipment for hot work has been checked and found to be in good repair
Gas cylinders have been properly secured in a vertical position & fitted with regulator &
flashback arrestor
All hazardous materials and equipment removed from the hot works location as soon as
works completed

Bitumen boilers, lead heaters, etc

Gas cylinders are sited at least three metres from the burner
If sited on a roof, heat-insulating base provided
Any lit tar boilers will not be left unattended
Boilers & heaters must only be used with a metal containment tray in place
Boilers to be cooled one hour before the end of the working day

Signed:_______________________________________________________________________________________________

Print name in BLOCK CAPITALS: ________________________________________________________________________

Date: ________________________________________________________________________________________________

Position:_____________________________________________________________________________________________

19
Business Continuity Planning

As a complement to your Fire Risk Assessment, it is good practice to prepare a business continuity
plan so that if a fire were to occur, the business will be prepared and have in place a strategy for the
business to continue trading and to successfully recover. AXA is pleased to offer the free to use ROBUST
Business Continuity Planning software via the Fire Protection Association (FPA).

ROBUST is a software program that will help you create and manage
an effective business continuity plan for your business and provide
essential on-the-spot advice immediately following an incident. ROBUST
has been designed specifically to address the hurdles currently identified
as discouraging companies from embracing business continuity planning
and as such it:

¡¡ Is it free of charge
¡¡ Requires no other paid-for software elements aside from the computer’s operating system
¡¡ Is designed with logical workflow, easily recognisable within normal company structures
¡¡ Provides feedback on quality and completeness
¡¡ Provides all output in a format suitable for insertion into other company documentation
¡¡ Is provided with all necessary training to develop the plan

ROBUST has been financed through RISCAuthority, a scheme annually financed by a group of UK
Insurers, including AXA, and administered by the Fire Protection Association. The aims of RISCAuthority
are to invest in research to support the development of best practice guides and tools for the mitigation
of business and property loss. The Fire Protection Association is a not-for-profit organisation.

Please access via: https://robust.riscauthority.co.uk

A separate risk management guide is available from AXA entitled Business Continuity Guide for Small
Businesses.

20
Fire protection and fire safety measures

Escape routes and exits

It is critical that all escape routes from the premises are identified and kept clear of obstructions at all
times when people are at work. The travel distance to escape routes and their width is important. More
detailed information can be found at The Department for Communities and Local Government, via www.
communities.gov.uk. They have produced a series of guides, (available from this website), that cover
escape routes in detail.

Escape routes should be clearly indicated with directional signs which conform to the Health and Safety
(Safety Signs and Signals) Regulations 1996 or BS5499 (those with the ‘Running Man’ symbol). Fire
exit doors should not be locked when the premises are occupied. If it is necessary for them to be kept
secure then fastenings not requiring the use of a key should be used to allow doors to be opened
immediately from within.

Portable fire fighting equipment

Fire extinguishers provided should be suitable for dealing with small fires involving the types of materials
and hazards, which exist in a particular workplace.

Current practice is that all extinguishers are red with zones of colour indicating their contents. Whatever
kind is provided, ensure that they are inspected and tested by a competent person (with third party
accreditation such as BAFE or LPCB) on a regular basis. A record of such maintenance should be kept.

Fire alarms
If people are to escape from a fire then they must be warned of the danger at the earliest possible
opportunity. Every workplace must therefore be provided with a suitable means of raising the alarm. In
very small businesses all that may be required is a verbal command or a simple break glass electric fire
alarm. In larger premises or workplaces with fire hazards which pose a more serious threat to life and
the smooth running of the business, a more elaborate installation may be necessary to comply with
BS5839 Fire Detection and Alarm Systems for Buildings.

21
Fire protection and fire safety measures cont.

Automatic fire detection

Where serious hazards are present it is advisable that an automatic fire detection system be installed.
Whether the installation consists of ceiling mounted point-type detectors or is a fully addressable
system, it should be designed, installed and serviced according to the BS5839, installed as either a life
safety (L1-L5) or property protection (P1-P2) with system specified based on the threats to life and/or
the business.

In the event of a fire, the alarm will then be raised automatically, allowing staff to evacuate the
premises without delay and the fire brigade to be called. Many fires occur outside normal working
hours, so clearly it is of benefit to have the installation continuously monitored by a remote receiving
centre which will alert the fire brigade automatically. However, even where a remote link is provided, an
emergency “999” call should still be made.

Design, installation, commissioning and maintenance (including any remote monitoring) of such fire
protection and detection system, under the legislation, need to be under the control of competent
persons. To satisfy the definition of competency, engineers or companies should incorporate third party
certification, which in this case should be either to LPS1014 and / or SP203 by a UKAS accredited
third party certification body (LPCB (Loss Prevention Certification Board), BAFE (British Approvals for Fire
Equipment) or NSI (National Security Inspectorate).

In many areas of the UK now, Fire & Rescue Services are requiring confirmation that a fire or signs of
fire exist before deploying fire fighters to the scene. Confirmation is typically via an emergency services
phone call which means the fire alarm itself may not give that immediate response previously expected.
You should ask your local Fire & Rescue Service about their policy on response to remote monitored fire
alarm systems. You should then consider how this affects your operations especially if your premises
are unattended overnight or weekends with no opportunity to make emergency service phone calls.

22
Preventing the spread of fire
Since smoke and heat from a fire can spread rapidly through a building, fire-resisting doors may
be required in the premises especially where they are protecting designated escape routes such as
stairways and corridors. These doors should incorporate self closing devices. This will ensure that the
fire is confined in the area of origin and escape routes are kept available for use. Remember, failing
to protect escape routes by allowing fire-resisting doors to be tied or wedged open can be an offence
under fire safety legislation. Various products are now available which allow the doors to be held open
but operate closing devices upon activation of the fire alarm.

Good housekeeping
This is the term used for maintaining a workplace in a tidy, uncluttered and safe condition. Observing
good housekeeping includes the prompt removal of combustible waste and packing materials from the
premises. It also involves ensuring that escape routes are available and free of obstruction and that
electrical fixtures and fittings are properly maintained.

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A straightforward Fire Risk Assessment

The following pages present a simple method of risk assessment. This may be appropriate for use
by employers or managers in the majority of small to medium sized enterprises (SMEs) where an
elaborate or quantified form of risk assessment, (usually more appropriate to large premises), may
not be needed. However, the questions will clearly act as a useful prompt for employers who may be
undertaking the risk assessment of larger or more complex premises.

Please refer to the advice given on previous pages to formulate your assessment and where
improvements should be made.

The answers to all the questions on the pages should attract a ‘yes’ or ‘not applicable’ response.
If however, the answer to any question is ‘no’ then steps should be taken to rectify the deficiency
identified as soon as is practical.

These items are regarded as “Significant findings” and should be produced as a separate report
incorporating a timetable and person to complete the task. When this has been done, the Fire risk
assessment should be reviewed again to ensure that the measures taken have not then compromised
any other part of the plan. At the end of the section (pages 32 and 33) is a form which can be
photocopied and completed each time to record the significant findings of the risk assessment.

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Risk assessment

Step 1 - Identifying the fire hazards

Combustible materials & flammable substances Yes No N/A

1 Is there a system in place to control combustible materials and flammable

liquids that are used and stored on the premises?
2 Does the system operate effectively and is it periodically reviewed?

3 Are there safe storage arrangements for combustible materials, flammable

liquids and gases, including external cylinder cages?
4 Are arrangements in place to segregate gases i.e. flammable gases and
oxygen?

Heating Yes No N/A

5 Is there a system in place to control combustible materials and flammable

liquids that are used and stored on the premises?
6 Does the system operate effectively and is it periodically reviewed?

7 Are there safe storage arrangements for combustible materials, flammable

liquids and gases, including external cylinder cages?

Electrical Yes No N/A

8 Is the wiring of the fixed electrical installation subject to periodic inspection

by a competent person?
9 Are combustible materials kept away from electrical equipment, including
battery chargers?
10 Are portable electrical appliances inspected regularly and fitted with
correctly rated fuses?
11 Have you ensured that flexes run in safe places and are not liable to
damage?
12 Are extension leads and multi point adaptors kept to the minimum?

Housekeeping & building control Yes No N/A

13 Is the condition of furniture upholstery good with no exposed foam

padding?
14 Are arrangements in place to minimise the build up of rubbish and
combustible waste?
15 Has a no smoking policy been introduced into the premises?

16 Has a designated smoking area been provided with non combustible

furniture and adequate ashtrays?

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 17 Have you ensured no external combustible materials are left or stored in
close proximity to the building?
18 Do you ensure your premises are physically secured at night to protect
against arson?
19 Have measures been taken to ensure that fire or smoke cannot pass from
one compartment to another within the building?
20 Are party walls between you and other buildings in good condition and
would restrict the spread of fire/smoke?
21 Is work equipment subject to planned maintenance?

22 Are hot work permit systems used by staff and contractors?

Step 2 - Protect the people who could be at risk

People Yes No N/A

23 Is a system in place to ensure you know the maximum number of people

likely to be on the premises at any one time?
24 Do you record all visitors on the premises?

25 Is there a system to assist the disabled to escape in an emergency?

26 Have able bodied staff been assigned to assist people with disability in the
event of emergency?
27 Have contractors been informed on how to respond in the event of
emergency?

Escape routes Yes No N/A

28 Are sufficient numbers of exits available for the likely numbers of people
present and of suitable width and travel distance?
29 Do exits lead to a place of safety?

30 Are gangways and exit routes free from obstacles?

31 Are exit routes free from tripping and slipping hazards?

32 Are steps and stairs in a good state of repair??

33 Is there a system to ensure final exits are unlocked when the premises are
in use?
34 Are devices used for securing exits capable of being opened immediately
and without the use of a key?
35 Are all internal fire doors labelled as such and normally kept closed?

36 Are self closing devices fitted to fire doors and operate correctly?

37 Do the fire doors open in the direction of travel (i.e. towards the escape
route)?
38 Do escape routes have clear and appropriate signage?

39 Are escape routes adequately lit?

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40 Are emergency lighting systems appropriately maintained (where installed)?

41 Have plans been made and periodically rehearsed to evacuate the building,
including assistance for visitors and the disabled?

Step 3 - Eliminate, control or avoid fire hazards

Yes No N/A

42 Do procedures and practices avoid the use of combustible materials or

processes that use heat?
43 Can flammable liquids be replaced by water based fluids?

44 Has consideration been given to all cost-effective measures to prevent the

occurrence of arson?
45 Have staff had training on how to call the fire brigade, information to
provide them with, the use of fire extinguishers and basic fire prevention?
46 Have you asked AXA for advice regarding the fire protection of your
premises?

Step 4 - Consider your existing fire safety provisions

Yes No N/A

47 Is there an automatic fire detection and alarm system?

48 Is the fire alarm system in good working order?

49 Is the alarm tested weekly and records of test kept?

50 Can the fire alarm be raised without placing anyone in danger?

51 Are fire alarm call points clearly visible and unobstructed?

52 Is the alarm linked to a monitoring station to call the fire brigade?

53 Is the fire alarm regularly serviced and maintained and records of this kept?

54 Are adequate numbers of fire extinguishers installed?

55 Are fire extinguishers and fire blankets located in suitable accessible

positions, ready for use and appropriate for specific fire hazards in each
area?
56 Are extinguishers serviced by a competent person or company on an
annual basis and records of this kept?
57 Is any fixed fire fighting installation or automatic fire detection system in
working order?

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Step 5 - Record the significant findings
Yes No N/A

58 If you employ 5 or more people have you recorded the significant findings
of the Fire Risk Assessment?
59 Have you informed your staff or their representatives about your findings?

60 If you have prepared a formal report, has this been shown to your staff or
their representatives?
61 Is there a system in place to ensure remedial actions are carried out and
periodically audited for the future?
62 If you share your workplace with others do they know about the risks you
have identified?
63 If you do not have direct control over the workplace, have you made your
findings known to the owner or landlord?

Step 6 - Prepare an emergency plan

Yes No N/A

64 Are fire action notices prominently displayed throughout the workplace?

65 Has an emergency plan been drawn up in the case of a major fire?

66 Is a copy of the emergency plan kept somewhere other than at the

workplace?

Step 7 - Carry out a period review of the assessment

Yes No N/A

67 Are fire action notices prominently displayed throughout the workplace?

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Significant findings

In addition to recording your answers to the previous questions, any negatively answered questions
are regarded as the significant findings where remedial action will need to be taken. These should be
recorded in a format such as the following.

Remember to update the risk assessment once remedial actions have been completed.

Company/Business name:__________________________________________________________________

Address:_________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

Date of risk assessment:___________________________________________________________________

Assessment carried out by:__________________________________________________________________

Faults/hazard detected & remedial action

Number:________________________________________________________________________________________

Detail of fault/hazard:_____________________________________________________________________________

Action to remedy:_________________________________________________________________________________

Date for remedial action completion:________________________________________________________________

To be actioned by:________________________________________________________________________________

Review date for audit: ____________________________________________________________________________

Guidance to staff or training required: Yes / No

29
 Faults/hazard detected & remedial action
Number:________________________________________________________________________________________

Detail of fault/hazard:_____________________________________________________________________________

Action to remedy:_________________________________________________________________________________

Date for remedial action completion:________________________________________________________________

To be actioned by:________________________________________________________________________________

Review date for audit: ____________________________________________________________________________

Guidance to staff or training required: Yes / No

Faults/hazard detected & remedial action

Number:________________________________________________________________________________________

Detail of fault/hazard:_____________________________________________________________________________

Action to remedy:_________________________________________________________________________________

Date for remedial action completion:________________________________________________________________

To be actioned by:________________________________________________________________________________

Review date for audit: ____________________________________________________________________________

Guidance to staff or training required: Yes / No

Photocopy this page if additional remedies are required

30
Useful contacts

AXA Insurance UK plc

A wide range of help and advice is available via AXA’s small business web site –http://business.
axainsurance.com/customer-help/guides/. This includes:
¡¡ Detailed guides to identifying, assessing and managing workplace risk
¡¡ Advice on where to go for help with risk management
¡¡ Small business news and views.

Your broker/intermediary
You should ask your broker or intermediary about any services they can offer or obtain on your behalf.

Fire & Rescue Service

Your local service can be found in your telephone directory and can offer advice and guidance on fire
prevention. Your Fire & Rescue Service could ask to see your Fire Risk Assessment at any time.

Health & Safety Executive

Consult your phone directory for the telephone number of your local HSE office.
Website: www.hse.gov.uk

Fire Protection Association

The FPA is the UK’s national fire safety organisation.
The Fire Protection Association
London Road, Moreton-In-Marsh, Gloucestershire, GL56 0RH
Website: www.thefpa.co.uk
Email: fpa@the fpa.co.uk
Tel: 01608 812500

Robust Business Continuity Planning

Website: https://robust.riscauthority.co.uk

31
Arson Prevention Bureau
51 Gresham Street, London EC2V 7HQ
Website: www.arsonpreventionbureau.org.uk
Email: info@abi.org.uk
Tel: 020 7216 7474

Business Continuity Institute

10 Southview Park, Marsack Street, Caversham RG4 5AF
Website: www.thebci.org
Email: bci@thebci.org
Tel: 0870 603 8783

Federation of Small Businesses

Sir Frank Whittle Way, Blackpool Business Park, Blackpool FY4 2FE
Website: www.fsb.org.uk
Email: ho@fsb.org.uk

British Approvals for Fire Equipment (BAFE)

Thames House, 31 Thames Street, Kingston Upon Thames, Surrey KT1 1PH
Website: www.bafe.org.uk
Email: info@bafe.org.uk
Tel: 020 8041 1950

British Automatic Fire Sprinkler Association

Richmond House, Broad Street, Ely, Cambs CB7 4AH

Website: www.bafsa.org.uk
Email: info@bafsa.org.uk
Tel: 01535 659187

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 www.axaconnect.co.uk
ACLD0232-A

AXA Insurance UK plc Registered in England No 78950. Registered Office: 5 Old Broad Street, London EC2N 1AD. A member of the AXA Group
of companies. AXA Insurance UK plc is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the
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