Fire Risk Assessments: What Businesses Still Get Wrong

March 3, 2026

Most businesses know they need to take fire safety seriously.

They know there should be escape routes. They know fire extinguishers need checking. They know alarms, emergency lighting and fire doors matter. They may even have a fire risk assessment in place.

But that does not always mean fire risk is being properly managed.

A fire risk assessment can easily become another document that sits in a folder, rather than a live part of how the workplace is controlled. The assessment may exist, but escape routes may still be blocked. Fire doors may still be wedged open. Staff may not know what to do in an emergency. Contractors may introduce ignition sources. Storage may gradually build up. Building changes may affect compartmentation, alarms or evacuation arrangements.

That is why businesses need to look beyond the simple question, “Do we have a fire risk assessment?”

The better question is, “Does our fire risk assessment still reflect the premises, the people, the work activities and the actual fire risks here?”

Why Fire Risk Assessments Matter

A fire risk assessment is intended to identify fire hazards, consider who could be harmed, evaluate the risk, and set out what needs to be done to prevent fire and keep people safe.

In England and Wales, fire safety duties for most non-domestic premises are mainly covered by the Regulatory Reform (Fire Safety) Order 2005. The government’s guidance on fire safety in the workplace explains that responsibility usually sits with the employer, owner, landlord, occupier, or anyone else with control of the premises, such as a facilities manager or managing agent. This person is known as the “responsible person”.

That is an important point.

Fire safety is not something that can simply be assumed to belong to the fire service, the landlord, the managing agent or an external assessor. There may be more than one responsible person, and where that is the case, those people must work together.

For example, in a shared building, an employer may be responsible for fire safety within its own workspace, while a landlord or managing agent may have responsibilities for common areas, alarms, escape routes or building-wide fire precautions. If nobody communicates properly, gaps can appear.

A good fire risk assessment should help identify those responsibilities clearly.

Having A Fire Risk Assessment Is Not Enough

The government states that the responsible person must carry out and regularly review a fire risk assessment of the premises, and that this assessment identifies what needs to be done to prevent fire and keep people safe. It also states that a written record of the fire risk assessment must be kept. The government’s page on fire risk assessments sets out this core requirement.

But the assessment itself is only one part of the process.

The value comes from what happens next.

If the assessment identifies that fire doors are damaged, action is needed. If it finds that escape routes are blocked, action is needed. If employees have not been trained, action is needed. If combustible materials are stored near ignition sources, action is needed. If alarms or emergency lighting are not being tested, action is needed.

A fire risk assessment that does not lead to practical improvements is little more than paperwork.

This is where many businesses fall down. They commission an assessment, receive a report, file it away, and assume the matter is closed.

It is not.

The findings need to be understood, prioritised, allocated and followed up.

The Checklist Problem

Checklists have their place in fire safety.

They can help structure inspections, prompt routine checks and reduce the chance of obvious issues being missed. However, a checklist is not the same as professional judgement.

A checklist might ask whether fire extinguishers are present. It may not ask whether they are suitable for the specific risks in the workplace, whether staff know how to use them, whether they are accessible, whether they are positioned correctly, or whether the business is relying too heavily on extinguishers instead of preventing fire in the first place.

A checklist might ask whether escape routes are available. It may not properly consider whether those routes are suitable for the number and type of people present, including disabled employees, visitors, contractors, lone workers, night workers, or members of the public.

A checklist might ask whether the fire alarm is tested. It may not consider whether everyone can hear or recognise it, whether recent building changes have affected coverage, or whether temporary works have interfered with detection.

This is why a fire risk assessment needs to involve thought, observation and understanding.

The assessor should look at the premises, how it is used, who uses it, what activities take place, what could start a fire, what could help it spread, and how people would escape if something happened.

Fire Safety Changes Over Time

One of the biggest mistakes businesses make is treating fire risk assessment as a one-off exercise.

Fire risk changes.

A business may start storing more stock. A room may be repurposed. A new piece of equipment may be installed. Staff numbers may increase. Hybrid working may alter occupancy patterns. A new tenant may move into the building. Contractors may carry out refurbishment works. Waste may build up outside. Electrical loads may increase. Escape routes may be altered. Fire doors may be damaged. Staff turnover may mean fewer people understand the emergency procedure.

None of these changes has to be dramatic to matter.

Fire safety is often weakened gradually. One box left in a corridor becomes a storage habit. One wedged fire door becomes normal practice. One missed alarm test becomes several. One minor building alteration leaves a gap in compartmentation. One new process introduces heat, sparks, dust, vapour or flammable materials.

A fire risk assessment should be reviewed when significant changes occur and at suitable intervals. The review should ask whether the original assumptions still hold true.

If the workplace has changed but the assessment has not, the assessment may no longer be suitable.

Common Fire Safety Failings

Many fire safety failings are simple, visible and preventable.

Common examples include:

• fire doors wedged open or damaged
• escape routes blocked by stock, waste or equipment
• final exits obstructed from the outside
• poor housekeeping
• combustible materials stored near ignition sources
• overloaded sockets or poor electrical arrangements
• lack of staff training
• unclear evacuation procedures
• no suitable arrangements for disabled people or visitors
• fire extinguishers blocked or poorly located
• poor control of contractors and hot works
• fire alarms not tested
• emergency lighting not checked
• inadequate management of waste
• poor storage of flammable liquids or aerosols
• fire risk assessments not reviewed after changes

None of these issues is unusual.

That is the problem. Because they are common, businesses can start to accept them as normal.

Good fire safety management challenges that normalisation. It asks whether everyday behaviours are gradually increasing the risk.

Fire Doors Are More Than Doors

Fire doors are one of the clearest examples of where fire safety gets misunderstood.

A fire door is not just a heavy door with a sign on it. It is part of the building’s fire protection strategy. It can help hold back smoke and flame, protect escape routes, and slow the spread of fire.

But only if it works.

A fire door may fail to perform if it is wedged open, does not close properly, has damaged seals, has missing or damaged hardware, has excessive gaps, has been altered incorrectly, or has been damaged by day-to-day use.

Businesses often notice obvious damage but miss gradual deterioration.

Doors are pushed by trolleys. Closers are adjusted or removed because people find them inconvenient. Intumescent strips are damaged. Gaps appear. Staff wedge doors open for airflow or convenience. Contractors make alterations without understanding the fire implications.

A fire risk assessment should consider fire doors as functional safety measures, not decorative features.

Escape Routes Need Active Management

Escape routes are another area where the written plan and reality can drift apart.

A drawing may show a clear escape route. In practice, that route may be partly blocked by deliveries, stock, cleaning equipment, displays, bins, furniture or temporary storage.

The route may also be unsuitable for certain people.

Could a visitor find the exit without help? Could a disabled employee evacuate safely? Are there lone workers outside normal hours? Are contractors told what to do? Are members of the public present? Are night-time arrangements different from daytime arrangements?

Escape routes should be checked regularly because they are vulnerable to everyday change.

The question is not just whether an escape route exists. It is whether it is available, usable, known and protected when needed.

Fire Alarms And Emergency Lighting Must Be Trusted

Fire alarms and emergency lighting are often taken for granted.

They are installed, so people assume they will work.

But systems need inspection, testing and maintenance. Staff also need to understand what the alarm means and what action is expected.

Weaknesses can include:

• missed weekly alarm tests
• poor maintenance records
• staff ignoring alarms because of false alarms
• temporary works affecting detectors
• alarms not heard in certain areas
• emergency lighting not tested
• changes to room layouts affecting visibility of exits
• unclear arrangements in shared premises

Emergency lighting is particularly easy to overlook until it is needed.

If normal lighting fails during a fire or evacuation, people need to be able to find escape routes safely. That includes corridors, stairways, changes in level, exits and other critical areas.

A fire risk assessment should consider whether detection, warning and emergency lighting arrangements remain suitable for the way the premises are used.

Housekeeping Is A Fire Safety Issue

Poor housekeeping is not just untidy. It can increase fire risk.

Combustible waste, packaging, paper, cardboard, pallets, dust, textiles, aerosols, flammable products and discarded materials can all provide fuel.

If they are stored near ignition sources, the risk increases further.

Common ignition sources include electrical equipment, heaters, smoking materials, hot works, cooking equipment, machinery, lighting, batteries and charging equipment.

The HSE explains that most fires are preventable and that those responsible for workplaces and buildings open to the public can avoid them by taking responsibility and adopting the right behaviours and procedures. Its guidance on general fire safety also highlights hazards such as heat, fuel and oxygen, which are the basic elements needed for fire.

Housekeeping is therefore not a cosmetic issue. It is one of the simplest and most practical ways to reduce risk.

Fire Risk Is Not Always Obvious

Some fire risks are visible. Others are hidden within processes, storage arrangements or changes in use.

For example:

• a workshop may use flammable liquids
• a warehouse may store aerosols
• a food business may have cooking and extraction risks
• a manufacturing process may create dust
• a maintenance task may involve hot works
• a charging area may introduce electrical and battery risks
• a plant room may contain ignition sources and combustible materials
• a refurbishment project may compromise fire stopping
• a printer, server or electrical cupboard may be used for storage

These risks may not be obvious to someone carrying out a quick walk-around.

A good fire risk assessment looks at both the premises and the activities within it. It considers what could ignite, what could burn, what could help fire spread, and who could be affected.

Contractors Can Change Fire Risk Quickly

Contractors often introduce temporary fire risks.

They may bring tools, equipment, flammable materials, adhesives, paints, solvents, gases or temporary electrical arrangements onto site. They may carry out cutting, grinding, welding, soldering, roofing work, electrical work, refurbishment or maintenance. They may block escape routes, disable detection, prop open doors or create dust and debris.

The business may not carry out that work every day, but it still needs to control the risk while the contractor is on site.

Hot work is a particularly important example.

Work involving heat, sparks or flame can create serious fire risk, especially where combustible materials, hidden voids, dust, insulation, packaging or flammable substances are nearby.

Suitable control may include permits to work, pre-work checks, clearing combustible materials, isolating detection only where necessary and safely managed, providing fire watch arrangements, checking after work is complete, and making sure emergency arrangements remain in place.

Contractor control should therefore be part of fire safety management, not a separate administrative task.

Shared Premises Need Coordination

Fire safety can become more complicated in shared premises.

Different businesses may control different areas. A landlord may manage common parts. A facilities company may maintain alarms and emergency lighting. Tenants may control their own offices or units. Contractors may work for different parties.

If responsibilities are unclear, important actions can fall between gaps.

For example:

• who tests the fire alarm?
• who maintains emergency lighting?
• who checks common escape routes?
• who manages fire doors in shared corridors?
• who tells tenants about fire procedure changes?
• who controls contractors?
• who updates the fire risk assessment after alterations?
• who coordinates evacuation drills?

The law recognises that more than one responsible person may exist, and where that happens, cooperation is needed.

From a practical point of view, businesses in shared buildings should not assume that someone else has everything covered. They should understand what they control, what others control, and how communication works.

Fire Risk And Dangerous Substances

Fire risk assessments and DSEAR assessments often overlap.

A general fire risk assessment should consider combustible materials and ignition sources. However, where dangerous substances are present, such as flammable liquids, gases, vapours, mists or combustible dusts, additional DSEAR duties may apply.

This can affect workshops, factories, warehouses, laboratories, garages, cleaning operations, manufacturing sites, food businesses and many other workplaces.

The issue is not just whether a substance is present. It is how it is stored, used, transferred, ventilated, controlled and kept away from ignition sources.

For example, flammable liquids stored in unsuitable quantities or locations can increase fire risk. Aerosols can behave dangerously in a fire. Dust accumulation can create both fire and explosion risks. Gas cylinders need safe storage and control.

A good fire risk assessment should identify when dangerous substances need further assessment, rather than treating all fire risks as general building issues.

Disabled People, Visitors And Vulnerable Occupants

Fire safety arrangements must consider the people who may be affected.

That includes employees, visitors, contractors, members of the public, customers, residents where relevant, and anyone who may need assistance to evacuate.

A common mistake is assuming that everyone can hear the alarm, understand the procedure, move quickly, use stairs, read signs, or follow familiar routes.

Some people may need personal emergency evacuation plans. Others may need assistance, refuge arrangements, visual alarms, clearer information or specific communication.

Visitors and contractors may not know the building layout. Members of the public may not know where exits are. Temporary workers may not understand the fire procedure. Lone workers may be present outside normal hours.

A fire risk assessment should therefore consider real people, not just floor plans.

Training And Drills Are Often Too Weak

Fire safety training is sometimes treated as a quick induction point.

People are told where the exits are, where the assembly point is, and what the alarm sounds like. Then the subject is forgotten.

That may not be enough.

Employees should understand the fire risks relevant to the workplace, what to do if they discover a fire, how to raise the alarm, how to evacuate, where to assemble, what not to do, and who has specific responsibilities.

Fire wardens or marshals may need additional training.

Drills are also important because they test whether arrangements work in practice. They can reveal confusion, poor alarm audibility, blocked routes, slow evacuation, unclear assembly arrangements or lack of leadership.

A drill should not be treated as a nuisance. It is one of the few opportunities to test the system before a real emergency.

Fire Safety Records Matter

Fire safety records help show that arrangements are being maintained.

Depending on the premises, records may include:

• fire risk assessment
• action plan
• alarm tests
• emergency lighting tests
• extinguisher maintenance
• fire door checks
• staff training
• fire drills
• contractor permits
• maintenance records
• inspection records
• records of defects and completed actions

Records should not be kept simply for the sake of looking compliant. They should help the business manage the system.

For example, if fire door checks repeatedly identify the same door being damaged, that may suggest a workplace layout or behaviour issue. If alarm tests are missed, responsibility may need to be clarified. If drills reveal slow evacuation, the procedure may need improving.

Records are useful when they lead to better management.

What A Good Fire Risk Assessment Should Cover

The exact content will depend on the premises, but a good fire risk assessment should normally consider:

• fire hazards and ignition sources
• combustible materials and fuel sources
• people at risk
• means of escape
• fire detection and warning
• emergency lighting
• fire doors and compartmentation
• firefighting equipment
• housekeeping and waste management
• electrical risks
• heating and cooking risks
• dangerous substances where relevant
• contractor activities
• maintenance and testing arrangements
• staff training
• emergency procedures
• vulnerable people and evacuation support
• management responsibilities
• review arrangements
• an action plan for improvements

The assessment should be clear enough for the responsible person to understand what needs to happen.

It should also distinguish between issues that need urgent action and those that can be planned.

If you’re not sure where to turn, our fire risk assessments work may be of interest to you.

What Businesses Should Do Next

If you are unsure whether your current fire risk assessment is still suitable, start with a practical review.

Ask:

• when was the assessment last reviewed?
• have there been changes to the building, layout or occupancy?
• have work activities changed?
• are escape routes clear today?
• do fire doors close properly?
• are alarms and emergency lighting tested?
• are extinguishers accessible and maintained?
• are staff trained?
• have drills been carried out?
• are contractors controlled?
• are flammable or combustible materials properly managed?
• are actions from the last assessment complete?
• is responsibility clear in shared premises?
• does the assessment reflect what actually happens?

If the answer to several of these questions is uncertain, the assessment may need reviewing.

Final Thought

A fire risk assessment should never be treated as a document that proves the job is done.

It should be a practical tool for preventing fire, protecting escape routes, managing people, controlling hazards and keeping emergency arrangements effective.

Many fire safety problems are not complex. They are everyday issues that gradually become normal: wedged fire doors, blocked corridors, poor storage, missed tests, unclear responsibilities, weak training and outdated assessments.

The danger is not just that these issues exist. It is that people stop noticing them.

Good fire safety management keeps the assessment alive. It reviews change, checks controls, follows up actions and makes sure people understand what to do.

That is what turns a fire risk assessment from a paperwork exercise into a real protection system.

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