What Are the 5 Steps of a Fire Risk Assessment?

A fire risk assessment is a legal requirement, but knowing one is needed and understanding what a suitable and sufficient assessment actually involves are two very different things. 

For housing associations, managing agents, and landlords, that gap can create real problems: poor-quality assessments go unchallenged, remedial actions go untracked, and when regulators ask how fire risks are being managed, the answer isn’t always clear. 

In this article, we explain the recognised five-step framework, how competent assessors apply it in practice, and what Responsible Persons need to know when commissioning and overseeing fire risk assessments across residential buildings. 

The 5 Steps of a Fire Risk Assessment

The five-step approach provides a recognised framework for identifying, assessing, and managing fire safety risks within a building. Fire risk assessors use this process to evaluate fire hazards, assess the risks to occupants, and determine whether existing fire precautions remain suitable and effective. 

Step 1: Identify Fire Hazards

The first step is identifying anything that could cause a fire to start or contribute to its spread.

Assessors typically consider:

• Sources of ignition, such as electrical equipment, heating systems, hot works, and smoking materials
• Sources of fuel, including waste storage, combustible materials, furniture, and flammable substances
• Sources of oxygen that could intensify a fire

The assessor will also review any existing fire precautions already in place to control these hazards.

Step 2: Identify People at Risk

The assessment must identify anyone who could be affected by a fire within the building.

This includes:

• Residents
• Visitors
• Contractors
• Building staff
• Vulnerable occupants who may require additional assistance during an evacuation

Understanding who may be at risk helps determine whether existing fire safety arrangements remain suitable for the building’s occupancy profile.

Step 3: Evaluate and Reduce Risks

Once hazards and occupants have been identified, the assessor evaluates the likelihood and potential consequences of a fire.

This involves reviewing whether existing fire precautions adequately reduce risks and support safe evacuation.

Areas commonly assessed include:

• Means of escape
• Fire alarm and detection systems
• Emergency lighting
• Fire doors
• Compartmentation
• Smoke control systems
• Firefighting equipment
• Evacuation procedures

Where deficiencies are identified, the assessor will recommend measures to reduce the risk of fire and improve occupant safety.

Step 4: Record Findings and Implement Actions

A suitable and sufficient fire risk assessment should clearly document significant findings and identify any areas requiring improvement.

The report should include:

• Significant fire hazards
• Areas of non-compliance
• Risk ratings
• Recommended actions
• Priority levels
• Target completion timescales

For organisations managing large residential portfolios, maintaining clear records and tracking remedial actions is an important part of demonstrating compliance.

Step 5: Review and Update the Assessment

The Responsible Person must review the assessment regularly and ensure it remains suitable and sufficient.

The assessment should be reviewed following:

• Refurbishment works
• Structural alterations
• Changes to occupancy
• Installation of new fire safety systems
• Changes to evacuation procedures
• A fire or near-miss incident

Regular reviews help ensure the assessment reflects the building’s current risks and fire safety arrangements.

The table below summarises the five stages of the fire risk assessment process and the purpose of each step. 

Step	Purpose
1. Identify Fire Hazards	Identify potential sources of ignition, fuel, and oxygen that could contribute to a fire.
2. Identify People at Risk	Determine who could be affected by a fire, including residents, visitors, contractors, staff, and vulnerable occupants.
3. Evaluate and Reduce Risks	Assess the likelihood and consequences of fire and evaluate whether existing fire safety measures adequately reduce risk.
4. Record Findings and Implement Actions	Document significant findings, prioritise remedial actions, and establish timescales for completion.
5. Review and Update the Assessment	Ensure the assessment remains suitable and sufficient by reviewing it following changes to the building, occupancy, or fire safety arrangements.

How Competent Fire Risk Assessors Apply the Process

While the five-step approach is widely recognised throughout the fire safety industry, Osterna follows a more detailed methodology when carrying out a fire risk assessment.

This involves:

1. Gathering information about the building, including construction, layout, occupancy profile, and fire strategy.
2. Identifying fire hazards and existing control measures.
3. Assessing the likelihood and consequences of a fire.
4. Inspecting physical fire protection measures.
5. Reviewing fire safety management arrangements.
6. Identifying people at risk and the likely consequences of a fire.
7. Evaluating whether existing controls adequately reduce risk.
8. Producing a prioritised action plan.
9. Establishing review requirements and ongoing monitoring arrangements.

This approach helps ensure the assessment reflects both the physical condition of the building and the effectiveness of fire safety management processes.

What Are the Responsible Person’s Legal Duties?

The Responsible Person is legally responsible for managing fire safety within the premises and ensuring a fire risk assessment is completed and kept under review.

However, carrying out a fire risk assessment is only one part of the Responsible Person‘s wider duties. They must also:

• Implement appropriate fire precautions
• Maintain fire safety systems
• Provide fire safety information, instruction, and training
• Ensure safe means of escape
• Cooperate and coordinate with other duty holders
• Appoint competent persons where required
• Protect vulnerable occupants
• Record significant findings
• Comply with enforcement actions where applicable

For housing associations, managing agents, and landlords, the fire risk assessment should help demonstrate how these duties are being discharged and identify where further action may be required to maintain compliance.

Assessor Competence

Where a fire risk assessment is carried out by a third party, the Responsible Person should ensure the assessor is competent for the type of building being assessed.

BS 8674:2025 code of practice defines a competent fire risk assessor as someone with the appropriate skills, knowledge, experience, and personal qualities to carry out a suitable and sufficient assessment safely and effectively.

The standard introduces different competency levels (Foundation, Intermediate, and Advanced), reflecting the complexity and risk profile of the building being assessed.

How Often Should a Fire Risk Assessment Be Reviewed?

There is no fixed legal expiry date for a fire risk assessment. Instead, the Responsible Person must ensure the assessment remains suitable, sufficient, and up to date.

Industry guidance supports a risk-based approach to reviews and reassessments.

Recommended Review Frequency

• Low-rise buildings (up to 4 storeys or below 11m): Organisations review the fire risk assessment every 2 years and arrange a new assessment every 4 years.
• Mid-rise buildings (5–6 storeys or approximately 11–18m): Housing providers organise annual reviews and complete a new fire risk assessment every 3 years.
• High-rise buildings (7+ storeys or 18m+): Many organisations arrange annual reassessments, particularly where enhanced regulatory duties, complex fire safety systems, or significant remediation programmes are in place.

The Responsible Person should also review the assessment immediately following significant changes to the building, occupancy, or fire safety arrangements.

What Happens if the Process Is Not Followed?

A fire risk assessment is only effective if it accurately reflects the building and the risks present. When key steps are missed, significant fire safety issues can remain hidden for years.

For housing associations, managing agents, and landlords, this can lead to:

• Critical fire safety defects going unidentified
• Compartmentation and fire-stopping failures remaining undetected
• Delays to remediation programmes and increased costs
• Greater scrutiny from regulators and Fire and Rescue Services
• Enforcement action, prosecution, and financial penalties
• Increased liability in the event of a fire
• Difficulties demonstrating compliance during audits, inspections, and investigations

Following the Grenfell Tower Inquiry and wider building safety reforms, regulators increasingly expect organisations to demonstrate that fire risks are identified, assessed, and actively managed. A structured fire risk assessment process provides the evidence needed to support effective fire safety management and compliance oversight.

Need Help Managing Fire Risk Assessments Across Your Portfolio? 

The five steps of a fire risk assessment provide a recognised framework for identifying fire hazards, assessing risks, implementing control measures, and maintaining effective fire safety management. Understanding the process can help Responsible Persons assess the quality of fire risk assessments and demonstrate compliance across residential portfolios. 

If you are responsible for fire safety compliance across a residential portfolio and need a trusted, BAFE SP205-accredited provider, Osterna can help. 

We work with housing associations, managing agents, and large private landlords across the UK, delivering Fire Risk Assessments, asset testing, fire door inspections, and building compliance services. 

Get in touch with the Osterna team today.