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Office Fire Risk Assessment: Fire Risk Assessment for Offices
Office fire risk assessments are a legal requirement for any workplace and a crucial step to keep your employees, premises, and business safe. Under the Regulatory Reform (Fire Safety) Order 2005, every office or commercial premises must conduct a “suitable and sufficient” fire risk assessment. This systematic review identifies potential fire hazards in your office, determines who may be at risk, evaluates the adequacy of existing fire safety measures (like alarms, extinguishers, and exits), and recommends improvements. By proactively managing fire risks, you not only protect lives and property but also ensure compliance – avoiding hefty fines or even imprisonment for failing to meet your legal duties. JTA Fire Consultancy provides expert fire risk assessment for offices across the UK, helping you navigate this process with professional guidance and peace of mind.
JTA Fire Consultancy provides professional fire risk assessment services tailored for corporate offices to comply with UK fire safety law and protect people, property and reputation.
Why Your Office Needs a Fire Risk Assessment?
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Legal Obligation: If you own or manage an office, you are legally required to have an up-to-date fire risk assessment. The law applies to all workplaces, and if you have 5 or more employees (or operate under a license), you must document your fire risk assessment findings. Failure to comply can result in enforcement notices, unlimited fines or even prison sentences for serious breaches. In short, compliance isn’t optional – it’s mandatory.
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Safety of Employees and Visitors: An office fire risk assessment pinpoints fire hazards and at-risk groups in your workplace. By identifying and mitigating these risks, you prevent fires before they start and ensure that, if a fire does occur, everyone can evacuate quickly and safely. This protects your staff, clients, and anyone else on the premises.
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Protecting Property and Business Continuity: Office fires can cause costly damage to equipment, data, and the building itself. Assessing and reducing fire risks helps safeguard your physical assets and avoid business disruption. It’s far better to address a hazard now than suffer downtime from a fire-related incident.
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Insurance and Liability: Most business insurance policies expect you to conduct regular fire risk assessments. A documented assessment demonstrates due diligence to insurers and regulators. This can not only support insurance claims if a fire happens, but also may keep premiums lower by showing you proactively manage fire safety.
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Peace of Mind: Knowing your office is compliant with fire safety laws and has robust precautions in place gives you and your team peace of mind. Employees work better when they feel safe. Clients and visitors will also appreciate that you prioritize safety. Overall, an up-to-date fire risk assessment helps create a culture of safety and confidence in your workplace.
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Book Your Office Fire Risk Assessment Today: Protect your workplace and ensure full compliance. Schedule a free consultation with our expert team now to safeguard your office and stay on the right side of fire safety laws.
Key Steps in Conducting an Office Fire Risk Assessment
A comprehensive office fire risk assessment typically follows five key steps. Whether you conduct it internally or hire professionals like JTA Fire, these steps ensure a thorough evaluation:
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Identify Fire Hazards: Walk through your office and look for anything that could start a fire (sources of ignition) and anything that could burn (fuel). Common ignition sources include electrical equipment, heaters, cooking appliances, and smoking materials. Fuel sources in offices range from paper documents, cardboard, and furniture to flammable liquids like cleaning solvents. For example, a poorly maintained kitchen microwave or an overloaded power socket can ignite nearby papers. Make note of all potential heat sources and things that could catch fire.
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Identify People at Risk: Consider who would be in danger if a fire broke out. In an office, everyone present is at risk, but pay extra attention to individuals who might need assistance during an evacuation. This includes employees with disabilities, those who work alone or at night, new or unfamiliar visitors, and contractors. Think about locations or situations in the office (like lone workers in archive rooms or interns unfamiliar with exits) that might increase certain people’s risk.
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Evaluate, Remove, and Reduce Risks: With the hazards and people identified, assess the likelihood and severity of potential fires. Take steps to eliminate or minimize each risk. For instance, keep flammable materials away from heat sources and ensure good housekeeping to avoid excessive clutter. If possible, remove a hazard entirely (e.g. replace a faulty kettle), or put controls in place to reduce the chance of ignition (like enforcing a no-smoking policy except in designated safe areas). At the same time, implement protective measures: make sure you have appropriate fire detection systems, alarms, emergency lighting, fire doors, and extinguishers installed. Ensure escape routes are clear (more on that below) and consider whether you need additional safeguards like sprinkler systems or automatic cut-offs for HVAC.
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Record Findings, Plan & Train: Document the significant findings of your assessment and the actions taken – this record is required by law if you have 5+ employees. Develop a clear fire emergency plan that outlines how to prevent fires and how to respond if one occurs. This plan should detail evacuation procedures, assigned roles (like fire wardens or marshals), and meeting points. Train your staff on these procedures: conduct regular fire drills (at least annually, or more often for larger offices) and ensure every employee, including new hires and temporary staff, knows what to do in an emergency. Proper training might include using fire extinguishers for key team members, learning how to assist disabled colleagues, and understanding the alarm signals. Everything should be written down and communicated so that people aren’t caught off guard during an incident.
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Review and Update Regularly: A fire risk assessment is not a one-time task – it should be a living document. Regularly review your assessment (e.g. annually, or whenever there are significant changes). Office setups change: you might renovate, reconfigure workspaces, introduce new equipment, or see staff numbers grow. Any such changes can introduce new hazards or affect evacuation routes, so update your fire risk assessment accordingly. It’s also wise to review after any fire drill feedback or (in the worst case) after any fire incident or near-miss. Keeping the assessment up-to-date ensures your fire safety measures remain effective and no new risks are overlooked.
Common Office Fire Hazards & Safety Measures
Offices have some unique fire hazards due to their typical equipment and layout. When carrying out an office fire risk assessment, pay close attention to the following areas and take appropriate safety measures:
Electrical Equipment & Wiring
Electrical malfunctions are a leading cause of office fires. Computers, printers, photocopiers, chargers, and kitchen appliances all pose ignition risks if faulty or misused. Ensure all electrical equipment is well-maintained and PAT tested (Portable Appliance Testing) on a regular schedule to catch frayed wires or defects. Avoid overloading power sockets or extension leads, and educate staff to switch off appliances at the end of the day. Even something as small as a phone charger can spark a fire if it overheats on a stack of papers.
Combustible Materials (Fuel)
Offices often contain large amounts of flammable materials: paper documents, cardboard storage boxes, books, furniture, curtains, and even accumulated waste like shredded paper or packaging. Keep combustible materials tidy and away from potential ignition sources. For example, don’t allow paperwork to pile up near heaters or keep cleaning chemicals next to electrical panels. Use metal filing cabinets or safes for important documents if possible (they’re more fire-resistant), and store bulk paper and flammables in cool, dry areas away from heat. Regularly dispose of waste paper and trash so it doesn’t become kindling.
Kitchen and Break Areas
Many offices have a kitchen or coffee station for staff. These areas introduce heating elements (toasters, microwaves, kettles) that can start fires if left unattended. Never leave cooking appliances on and unsupervised, even something as simple as a toaster. Clean out toaster crumb trays and microwave vents to prevent buildup that could ignite. If your office allows tea lights or other open flames (some have birthday cake candles or aromatherapy burners), establish rules to control their use. Additionally, designate safe smoking areas outside the building with proper cigarette disposal bins; prohibit smoking indoors to reduce fire risk
Heating, Ventilation & Office Climate Control
Portable heaters, if used in the office, can be dangerous – they need space around them and should be turned off when not needed. Ensure that HVAC systems are maintained; overheating equipment or faulty air-conditioning units can also spark fires. Keep storage away from ventilation units or server racks that generate heat.
Escape Routes & Exits: Maintain clear escape routes at all times
Hallways, corridors and staircases must be free of obstructions like stored files, furniture, or delivery boxes. Fire exit doors should never be blocked or locked during working hours. Clearly mark all exits with illuminated fire exit signs and ensure your office has adequate emergency lighting in case of power loss. For multi-story offices, make sure stairwells are clear and that fire doors in stairwells are kept closed (they help compartmentalize fire and smoke). Conduct periodic walk-throughs to check that exit paths remain clear and signage is intact. During your fire drills, verify that everyone can evacuate quickly through these routes.
Fire Detection & Alarm Systems
Offices should be equipped with a reliable fire detection and alarm system. Smoke detectors or automatic fire alarms need to be installed in appropriate locations (offices, corridors, storage rooms, server rooms, etc.) so any fire is detected early. Test your alarms regularly (typically weekly sounder tests and periodic full system checks by a professional). If your office is large or noisy, consider an alarm with flashing beacons for visibility. Also ensure that there's an alarm call point (manual break-glass unit) on each floor or exit route so people can raise the alarm quickly if they discover a fire.
Firefighting Equipment
Fire extinguishers are your first-aid firefighting tools. Offices generally need water or foam extinguishers for ordinary combustibles (paper, wood, textiles) and CO2 extinguishers for electrical fires. A kitchen area might have a dry powder or a wet chemical extinguisher if cooking with oils, as well as a fire blanket for smothering pan fires. Make sure extinguishers are easily accessible (mounted on walls or stands, not hidden in cupboards) and that staff know where they are. They must be serviced annually by a competent technician and checked regularly for pressure and condition. While not everyone needs in-depth fire extinguisher training, it’s wise to train a few key employees or fire marshals on how to use them. However, always emphasize that if a fire is growing or the room fills with smoke, evacuation and calling the fire brigade is the priority over fighting the fire.
Housekeeping & Maintenance
Good housekeeping is a simple but effective fire prevention measure. Encourage employees to keep work areas uncluttered, especially around electrical outlets and under desks (where space heaters or tower PCs might be). Regularly inspect extension cords and replace any damaged ones. Keep storage rooms neat and do not let trash accumulate. Also, ensure any fire safety equipment (like sprinkler heads, smoke detectors, fire alarm panels) are not obstructed, painted over, or otherwise tampered with. A cleaning or maintenance schedule can include checks for fire safety compliance (for example, testing emergency lights monthly, checking that exit doors open freely, etc.).
Our Professional Office Fire Risk Assessment Service
When it comes to safeguarding your office from fire, JTA Fire Consultancy offers a comprehensive, hassle-free service. We combine deep expertise with a customer-focused approach, making the process efficient and informative for you. Here’s what to expect from our office fire risk assessment service:
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Experienced & Qualified Assessors: JTA Fire is a professional fire risk assessment company with years of experience in the fire safety industry. Our assessors are fully qualified “competent persons” as required by law, with certifications and ongoing training in UK fire safety regulations. You’re in capable hands – we’ve conducted assessments for offices, retail sites, residential blocks and more, so we understand the unique challenges of different environments.
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Accredited Methods (PAS 79): We follow industry best practices and standards. Our fire risk assessments are conducted using the recognized PAS 79 methodology, ensuring no aspect of your office’s fire safety is overlooked. The resulting reports are fully compliant with regulatory expectations and easy to understand – no jargon, just clear findings and actionable recommendations.
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UK-Wide Service: Based in Bedfordshire and serving clients across the UK, we can arrange an on-site assessment for your office whether you’re in London, Manchester, Birmingham, or anywhere else. Our national coverage means you get local expertise with a consistent quality of service. We understand regional fire authority requirements and best practices, so multi-site businesses benefit from our breadth of experience.
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Comprehensive, Actionable Reports: After our visit, you will receive a detailed fire risk assessment report tailored for your office. This report will highlight any potential fire hazards found on your premises and outline clear recommendations and an action plan to address them. We prioritize the recommendations so you know which issues to tackle first. The report doubles as documentation of your compliance efforts, which you can show to fire inspectors or insurers if needed.
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Support & Guidance: Our job doesn’t end with handing you a report. We take time to explain the findings and ensure you understand each recommendation. If you have questions or need guidance implementing any safety measure (for example, installing emergency lighting or updating your evacuation plan), our consultants are here to help. Think of us as your long-term fire safety partner – we can schedule reminder follow-ups for your annual reviews and keep you updated on any changes in fire safety regulations that might affect your office.
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Flexible Scheduling & Minimal Disruption: We know businesses need to keep running smoothly. That’s why we offer flexible scheduling – we can conduct the fire risk assessment at a time that suits you, even outside normal 9–5 hours or in stages to avoid disrupting your operations. Our assessors work efficiently and respectfully, coordinating with you to access all areas without causing unnecessary downtime. Many assessments for average-sized offices can be completed in just a couple of hours on-site, depending on complexity.
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Free Initial Consultation: Not sure where to start or what you need? We offer a free initial consultation to discuss your office’s fire safety needs. Our experts will talk through your current situation, explain how the process works, and outline how we can assist – with absolutely no obligation. This helps you understand the value we provide and ensures we tailor our service to your specific concerns from the get-go.
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By choosing JTA Fire for your office fire risk assessment, you’re investing in peace of mind and professional assurance that your workplace meets all fire safety requirements. We take pride in our client-focused, value-driven approach – our goal is to make your life easier while maximising the safety of your environment.
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Ready to secure your office’s fire safety? Get in touch with JTA Fire Consultancy to book your professional office fire risk assessment. We’re here to help you protect your people, property, and business – book your free consultation now and take the first step toward total fire safety compliance.
Fire Risk Assessment Consultancy for Corporate Offices You Can Trust: This is JTA Fire.
What Happens During Your Office Fire Risk Assessment Consultation?
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Site Visit & Inspection
Our consultant visits your premises to walk every relevant area and assess fire risks. -
Risk Identification
We identify hazards, ignition sources, escape routes and potential risk factors. -
Report with Recommendations
You’ll receive a concise, compliant report outlining findings and clear, practical steps to reduce risk and meet legal duties. -
Follow-Up Support
We explain priorities and help you plan improvements that protect people and strengthen safety.
Office Fire Risk Assessment FAQs
Does an office need a fire risk assessment?
Yes – every office needs a fire risk assessment by law. In the UK, the Regulatory Reform (Fire Safety) Order 2005 requires all employers or those in control of premises (the "Responsible Person") to ensure a fire risk assessment is carried out for their workplace. This applies to offices of all sizes (even small offices should have an assessment, though if you have fewer than 5 employees you aren’t legally obliged to record it in writing). The purpose is to identify fire hazards and keep people safe. If you don’t have a suitable fire risk assessment in place (and kept up to date), you could face legal penalties, including fines or prosecution, especially if a fire occurs or you’re inspected by the fire authorities. Essentially, an office fire risk assessment isn’t optional – it’s a mandatory safety and legal requirement for any business. JTA Fire can help you fulfill this obligation professionally and efficiently if you’re unsure how to proceed.
What are the 5 steps of a fire risk assessment?
A standard fire risk assessment can be broken down into five key steps: 1) Identify fire hazards (sources of ignition and fuel) present in the premises. 2) Identify people at risk (everyone in the office, with special note of those who might need help in an emergency). 3) Evaluate the risks and put measures in place to remove or reduce them (for example, improve storage of flammable materials, install fire alarms, ensure escape routes are clear). 4) Record your findings and action plan, then train staff and implement the plan. 5) Review and update the assessment regularly (especially after any changes or incidents). These 5 steps provide a structured approach to systematically improve fire safety in your office. If you work with JTA Fire, our consultants will lead you through all five steps and handle the heavy lifting – from identifying subtle hazards to delivering a written report and helping with training.
How do you conduct a fire risk assessment in the workplace (office)?
To conduct an office fire risk assessment, start by surveying the premises thoroughly. Walk room by room and identify anything that could start a fire (like heat sources, electrical equipment, cooking appliances) and anything that would burn (papers, furniture, plastics). Make a list of these hazards. Next, consider all the people who use the office – employees, cleaners, visitors, contractors – and note if any are at higher risk (e.g. disabled persons or lone workers who might need special arrangements). Then evaluate each hazard’s risk: How likely is a fire to occur there, and how severe could the outcome be? For significant risks, decide on actions to reduce the chance of fire (for instance, if you have old wiring, bring in an electrician; if you have lots of paper, improve storage and housekeeping). Also, check your fire precautions: Are your smoke detectors working and placed correctly? Do you have the right number of extinguishers and are they accessible? Are emergency exits clearly marked and unblocked? Create an emergency plan for what everyone should do if a fire happens – including evacuation routes and calling the fire brigade. Record your findings and actions taken (especially if you have 5+ staff, since documentation is then required by law). Finally, implement the plan (train your staff on it, do a fire drill) and commit to reviewing the assessment at regular intervals or whenever something changes. This process can be done by a competent person within your team, using available office fire risk assessment templates or guides. In fact, there are free templates and checklists (including from JTA Fire) that can help you conduct a basic assessment. However, if you’re not confident or your office is complex, it’s wise to engage a professional fire risk assessor. A professional will ensure no detail is missed and that your assessment meets all regulatory standards, giving you complete peace of mind.
How do you conduct a fire risk assessment in the workplace (office)?
Yes, you can perform a fire risk assessment yourself if you are knowledgeable and your office setup is relatively simple. The law doesn’t demand that a professional does it – it only requires that the person who conducts it is "competent," meaning they have enough training or experience to identify hazards and understand fire safety measures. For a very small office, the business owner or a designated employee might be able to use a standard fire risk assessment template and guidance from government resources to carry it out. In fact, many organizations provide office fire risk assessment templates (often free downloads) to help responsible persons do a DIY assessment. That said, you must be thorough and honest about whether you have the expertise. If your office is larger, has unusual risks, or if you’re unsure about compliance details, it’s highly recommended to hire a professional fire risk assessor. Professionals (like our team at JTA Fire) have in-depth training and experience, which means they’re more likely to spot hidden hazards and know the nuances of fire safety law. They will ensure your assessment is suitable and sufficient, and they can save you time by getting it right the first time. Remember, if you do it yourself and miss something important, you as the responsible person will be held accountable in the event of an incident. Many business owners opt for a professional assessment to be confident that nothing is overlooked and that they’ve met their legal obligations fully. If budget is a concern, consider at least an initial consultation – JTA Fire offers free consultations where we can advise if a DIY approach is feasible for your situation or if you’d benefit from professional help. Ultimately, the priority is that the assessment is done properly to keep everyone safe.