A fire risk assessment is easier to manage when the building is ready in a practical sense; the assessor does not need a perfect site. They need clear access, accurate information, sensible housekeeping, and records that show how fire safety is being managed over time. In England, the legal duty sits with the responsible person for non-domestic premises and for the common parts of blocks of flats and HMOs, so preparation is about demonstrating control, not just tidying up for a visit.  

Good preparation also saves time after the visit. If your records are incomplete, your escape routes are obstructed, or no one can explain recent changes to the building, the assessment becomes slower and the action plan becomes harder to prioritise. A structured approach before the assessor arrives usually leads to clearer findings and fewer avoidable follow-up questions.  

Who needs to prepare for a fire risk assessment? 

If you are the responsible person, or you manage compliance on behalf of one, preparation should start before the assessor arrives on site. The Fire Safety Order applies widely to workplaces and to the common parts of residential buildings, including communal corridors, stairways, flat entrance doors, and in many cases the structure and external walls. That is why facilities teams, managing agents, landlords and duty holders need an efficient process. 
 

 “Good preparation is about making risk, records and responsibilities clear before the assessment begins.”

Your fire risk assessment checklist before the visit 

Start with a fire risk assessment checklist that focuses on five things: the building, the people, the systems, the records, and the unresolved actions.  

Before the visit, walk the site yourself. Check escape routes, final exits, stairwells, risers, plant rooms, refuse storage areas, and any communal spaces. Remove obvious obstructions, confirm doors close properly, and note anything that has changed since the last assessment, including layout changes, new storage, contractor activity, or increased occupancy.   

What happens during a fire risk assessment? 

During a fire risk assessment, a competent assessor reviews the premises, identifies fire hazards, considers who may be at risk, evaluates the adequacy of current precautions, and records significant findings with recommendations.  

The visit is about testing whether the building’s fire safety arrangements make sense, whether the records are usable, and whether recommendations can be acted on in a proportionate way. That is why preparation should focus as much on evidence and explanation as on the physical inspection. 

How to prepare fire doors, escape routes and common areas 

A large share of problems found in assessments sits in the common parts and the everyday details. Flat entrance doors, stair cores, corridors, signage, emergency lighting, storage, and housekeeping all affect the outcome. In small blocks of flats, check whether escape routes are clear, doors operate properly, signage is visible, and common areas are not being used for combustible storage. 

• If door condition is unclear across a larger estate, a structured fire door survey can help establish a baseline. 

• If known defects keep recurring, planned fire door maintenance is often a better route than repeated ad hoc fixes. 

• Where wider passive protection issues are suspected, such as gaps in concealed spaces or service penetrations, fire barrier installation and related compartmentation works may need to be utilised alongside the FRA action plan.  

Which fire risk assessment documents should be ready? 

The most useful fire risk assessment documents are the ones that show continuity. This usually includes the previous FRA, completed and outstanding actions, fire alarm records, emergency lighting checks, extinguisher servicing, staff training records, evacuation procedures, contractor controls, and any relevant door or compartmentation reports.  

Traceable information at door level, including QR-coded records where used, helps reduce the gap between inspection, remedials and future review. If the building also depends on linked life-safety measures, the assessor may need evidence that related fire protection systems are being managed as part of one coordinated compliance picture. 

Common mistakes that weaken a fire risk assessment 

Some of the usual issues crop up due to fragmented management: 

• Records exist, but no one can find them. 

• Actions were raised, but no one can show what was completed. 

• The occupancy changed, but the fire strategy was not reviewed. 

• Staff turnover happened, but training records were not updated. 

 Get prepared, then act on what the assessment shows 

Preparing properly for a fire risk assessment gives you a clearer starting point, a more useful report, and a more defensible compliance position. It also makes the next step easier, because the findings can be prioritised against real records, real building use, and real operational constraints.  

If you need a structured assessment backed by clear records, practical reporting and coordinated follow-up work, Change24 supports property and facilities professionals across the UK. 

We provide fire risk assessments as part of a wider compliance-led service, backed by trained and accredited teams, QR-coded fire door records, and documented, auditable reporting.  

To book a consultation, call 0800 654 6212.

Frequently Asked Questions 

What should be ready before a fire risk assessment? 

Have your previous assessment, action log, maintenance records, training records, evacuation arrangements, occupancy details, and any fire door or compartmentation reports ready. Clear access to common areas and escape routes matters as much as the paperwork.  

Who is responsible for preparing for a fire risk assessment? 

Usually the responsible person, or the team acting on their behalf, prepares for the visit. In many buildings this is the employer, landlord, managing agent, or duty holder responsible for fire safety in the premises or common parts.  

Does a fire risk assessment only look at fire alarms? 

No. A fire risk assessment considers hazards, people at risk, escape routes, emergency lighting, signage, firefighting equipment, evacuation strategy, and how fire safety is managed overall.  

What if actions from the last assessment are still outstanding? 

Be ready to show what has been completed, what is in progress, and what is still being planned. A clear action tracker is better than vague assurances, especially where works need phasing across an occupied building.  

When do you need a more specialist follow-up after the assessment? 

That depends on the findings. If there are wider concerns around fire doors, passive protection, compartmentation, or records, the next step may include surveys, maintenance, remedials, or protection works rather than another broad assessment.