Prepare for fire risk assessment

​This standard is for those who assess fire risk for the responsible person or their designated representative. It sets out the skills, knowledge and understanding for you to liaise with the responsible person or designated representative, to obtain information and data about the premises to be assessed. This includes its occupants, and other relevant information that will provide background details on the current level of fire preparedness and contribute towards the assessment of fire risk. You will also plan how the Fire Risk Assessment will be carried out.

​P1. confirm that the individual that you are liaising with is the responsible person or their designated representative for making any decisions you may require to be made

P2.* * confirm the requirements of the fire risk assessment to be carried out and ensure all relevant parties understand and accept them

P3. establish the reason for a fire risk assessment being triggered, including a scheduled review, the introduction of new work practices, change to the premises layout and change to the occupancy profile

P4. maintain the security and confidentiality of the responsible person's or their designated representative's information and their fire risk assessment requirements

P5. establish the site characteristics of the premises to be assessed that could impact the fire risk assessment

P6. establish the characteristics of the occupants of the premises to be assessed that could impact the fire risk assessment, including those with disabilities, those requiring care and the availability of staff to assist them, where staff are present

P7. establish the systems and plans in place to support vulnerable occupants and the impact on evacuation time

P8. confirm that you have the information from other agencies to carry out a risk assessment

P9. record details of any planned preventative maintenance of fire safety systems and controls

P10. record the **incidence, the cause and the outcome of any previous fires and any actions or enforcements put in place as a result

P11. establish the findings of previous fire risk assessments, including any live actions and any enforcement, alterations, or prohibition notices that apply to the premises and any issues that remain unresolved

P12. confirm the fire safety management processes in place for the elimination or control of fire hazards and whether a fire strategy exists

P13. establish the suitability of existing site utilities and services to manage instances of fire and whether loss of utility supplies could inhibit effective fire management

P14. record the presence of hazardous processes or materials being used or stored within the premises

P15. assess how accurate, up to date and complete the existing information is, and determine what additional information is needed

P16. maintain the confidentiality of information on sites and systems in line with current and relevant legislation and regulations; industry standard guidelines; your organisation's quality management procedures and health and safety codes of practice

P17. confirm arrangements for a fire risk assessment to the responsible person, or their designated representative, including resource, timescales and costs

​K1. communication methods and why it is important to communicate with the responsible person, or their designated representative, effectively and promptly

K2. how, why and when to use different communication methods

K3. the scope and limitation of the services that your organisation can provide and of actions that you can take

K4. the reasons why you must confirm the person you are liaising with is deemed to be the responsible person, or their designated representative, with the authority to make necessary decisions

K5. how to correctly interpret information from responsible person, or their designated representative, to determine fire risk assessment requirements

K6. how and why you should maintain security and confidentiality of the responsible person's, or their designated representative's, information

K7. where and how to access sufficient, relevant and accurate information from the responsible person or their designated representative

K8. where and how to access sufficient, relevant and accurate information from other sources if needed

K9. the legal and organisational requirements regarding data protection

K10. the information that you need to identify hazards and risks associated with fire

K11. elementary aspects of building construction, utilities and services

K12. current relevant legislation and regulations industry standard guidelines; your organisation's quality management procedures and health and safety codes of practice

K13. the premises characteristics and occupant profiles that influence fire safety management strategies and structures

K14. the systems to support vulnerable occupants, such as Personal Emergency Evacuation Plans, and the impact on evacuation time

K15. the procedure you must follow to provide the responsible person, or their designated representative, with a clear project plan, including information on resources, timescales and costs

K16. the different formats for calculating and presenting costings, and when to use them

K17. why it is important to include clear and accurate details in estimates

​fire hazard: source, situation or act with potential to result in a fire (e.g. an ignition source or an accumulation of waste that could be subject to ignition.)

fire risk assessment: a methodical approach of qualitative and quantitative measures with recorded findings on fire risk management.

fire risk assessor: a competent person who, when instructed, is capable of undertaking a suitable and sufficient fire risk assessment and effectively communicating advice on the findings.

fire safety systems: systems such as including fire evacuation equipment, safe refuge communication systems, hydrants, underground main, firefighting water tanks, hand-held-firefighting appliances, dry risers, external fire escape routes, (particularly metal staircases), passive and active systems and the contents of Premises Information Boxes/folders available for the Fire Service.

premises: any building used for either domestic or non-domestic purposes.

responsible person: in relation to a workplace, the employer if the workplace is to any extent under their control; or in relation to any other premises the person who has control of the premises such as the owner, manager or landlord. The responsible person may also be referred to as the duty holder.

site characteristics: the buildings intended physical usage characteristics that may impact on the integrity of the ­­­fire protection system e.g. the addition of ceiling high cupboards, the storing of flammable materials.

stakeholders: including but not limited to, local fire authority; water undertaker; building control; insurers; government departments; environmental agencies; third party certification bodies.