Introduction
Fire safety isn’t negotiable. Since the Grenfell Tower tragedy in 2017, the Building Safety Act and the Evolution of Fire Safety Regulations have fundamentally reshaped how we approach Fire Risk Assessments (FRAs) in the UK. Whether you’re responsible for a care home, office building, or commercial facility, conducting a thorough and compliant FRA is no longer optional—it’s a legal obligation.
Yet many organisations still rely on paper-based assessments, spreadsheets, and fragmented workflows that leave compliance gaps and waste valuable time. With 2026 bringing stricter enforcement and more complex regulatory requirements, the question is no longer whether you need to modernise your FRA process—it’s how quickly you can do it.
This guide covers everything facilities managers and compliance officers need to know about Fire Risk Assessments, the difference between PAS 79-1 and PAS 79-2, the six essential sections of a compliant FRA, and how digital tools transform your compliance programme from a painful exercise into a manageable, auditable process.
What Is a Fire Risk Assessment and Why It Matters
A Fire Risk Assessment is a systematic evaluation of the fire hazards and risks within a building or premises. It’s not just a form to fill in and file away. It’s a comprehensive document that identifies:
- What could catch fire
- Who might be at risk
- What controls are already in place
- What gaps exist
- What actions are needed to reduce risk to an acceptable level
The Regulatory Landscape
In the UK, fire risk assessment is mandated under:
- Fire Safety Order 2005 (England, Wales, Northern Ireland)
- Fire (Scotland) Act 2005 (Scotland)
- Building Safety Act 2022 (new higher-risk buildings)
- Health and Safety at Work etc. Act 1974
Responsible persons—building owners, managers, or occupiers—must appoint a competent person (internal staff or external consultant) to carry out the assessment. This person must have sufficient training, knowledge, and experience to identify hazards and risks.
The Grenfell Legacy and Evolving Compliance
The Grenfell Tower fire exposed systemic failures in fire safety management, risk assessment, and resident engagement. In response, building safety regulations have tightened dramatically. The Building Safety Act now requires Higher-Risk Buildings (typically seven storeys or more, occupied as flats) to appoint a Building Safety Regulator and maintain rigorous compliance records.
For facilities managers, this means:
- More frequent reassessments
- Stricter documentation requirements
- Enhanced resident/occupant engagement
- Auditable decision-making trails
- Faster remediation cycles
Organisations that digitalise their FRA workflows gain a competitive advantage: quicker assessments, better compliance evidence, and measurable risk management.
PAS 79-1 vs PAS 79-2: Understanding the Standards
PAS 79 is the British Standards Institution (BSI) Publicly Available Specification for Fire Risk Assessments. It’s split into two complementary standards, each tailored to specific building types.
PAS 79-1: Non-Residential Buildings
Scope: Office buildings, factories, retail premises, hospitals, schools, hotels, and other non-residential properties.
Focus areas:
- Work-related fire hazards
- Prevention and protection measures for workers and visitors
- Management systems for fire safety
- Record-keeping and review procedures
Key considerations:
- More emphasis on workplace safety and staff training
- Occupancy patterns (shift work, transient workers)
- Type of work and processes (manufacturing, storage, food preparation)
- Emergency procedures for diverse occupancies
Assessment frequency: Typically every 1–2 years, or whenever significant changes occur to the building, use, or occupancy.
PAS 79-2: Residential Buildings
Scope: Flats, houses, care homes, hospitals with residential accommodation, HMOs (Houses in Multiple Occupation), and student halls.
Focus areas:
- Fire safety for residents and vulnerable occupants
- Means of escape and detection systems
- Communal areas and shared facilities
- Tenant engagement and fire safety communication
Key considerations:
- Vulnerability of residents (elderly, children, persons with disabilities)
- Complexity of means of escape (particularly relevant to flats and care homes)
- Shared responsibility between owner, leaseholders, and tenants
- Higher standard of protection expected due to residential nature
Assessment frequency: Typically annually for care homes; every 1–2 years for other residential premises.
The Six Sections of a Compliant Fire Risk Assessment
A comprehensive FRA follows a structured framework. Each section builds on the previous one to create a complete picture of fire risk. Here’s how they align with BORIS’s FRA module structure:
1. General Information
What’s included:
- Building address and description
- Building owner/manager details
- Assessment date and assessor qualifications
- Building use (office, factory, care home, etc.)
- Number of occupants and occupancy patterns
- Previous FRA reference and date of last assessment
- Any changes since the last assessment
Why it matters: Establishes context and accountability. Regulatory bodies need to know who conducted the assessment, when, and under what conditions. This section is your audit trail.
2. People at Risk
What’s included:
- Identification of all persons who could be affected: employees, residents, visitors, contractors, emergency services
- Vulnerable people (children, elderly, persons with disabilities)
- Persons unfamiliar with the premises (guests, delivery drivers)
- Emergency service access and visibility
Why it matters: Fire safety is about protecting people. Understanding who is in the building and their vulnerabilities shapes the entire assessment.
3. Fire Hazards
What’s included:
- Sources of ignition (electrical equipment, hot processes, smoking, faulty appliances)
- Sources of fuel (flammable materials, stored chemicals, building fabric)
- Sources of oxygen (ventilation, open areas)
- Assessment of the likelihood that hazards could be present
Why it matters: You can’t control what you don’t identify. This section forces you to think systematically about what could catch fire and why.
4. Fire Protection Measures
What’s included:
- Active protection: sprinklers, smoke alarms, fire detection systems, emergency lighting
- Passive protection: compartmentation, fire doors, cavity barriers, fire-rated construction
- Means of escape: exit routes, signage, doors, corridors, assembly points
- Fire safety training and induction procedures
Why it matters: This is where compliance becomes concrete. You document what measures are in place and whether they’re adequate.
5. Controls in Place
What’s included:
- Risk reduction measures already implemented
- Maintenance regimes for fire safety equipment
- Inspection and testing schedules
- Fire safety management responsibilities
- Emergency procedures and drills
Why it matters: It demonstrates proactive management and shows regulators you’re not just identifying problems—you’re actively managing them.
6. Management Issues
What’s included:
- Identified deficiencies and gaps
- Action plan with timelines and owners
- Resource requirements
- Prioritisation of actions (immediate, short-term, long-term)
- Review and monitoring procedures
Why it matters: This is the action-oriented section. It turns findings into a structured, auditable compliance programme.
Common Mistakes in Fire Risk Assessments
Even organisations with good intentions often stumble. Here are the most common pitfalls:
1. Outdated or Generic Assessments
The problem: Using an assessment from three years ago without reviewing for changes.
Why it fails: Buildings change. Equipment is added, renovated, or removed. Staff turnover occurs. Occupancy patterns shift. A stale assessment is worse than no assessment—it creates a false sense of security.
The fix: Schedule regular reviews (at least annually, more frequently for higher-risk buildings) and conduct full reassessments every 1–2 years.
2. Insufficient Stakeholder Input
The problem: Assessor conducts a walk-through without speaking to staff, residents, or maintenance teams.
Why it fails: Frontline staff see day-to-day operational hazards that an outsider might miss. Care home staff know which residents need extra support during evacuation. Maintenance teams understand equipment degradation.
The fix: Interview key stakeholders. Document their input. Make it part of the assessment record.
3. Vague or Unactionable Findings
The problem: “Improve fire safety procedures” or “Review fire doors” without specifics, timelines, or owners.
Why it fails: Nothing gets done. When an inspector asks “Who is responsible for this action?” or “When will this be completed?”, you have no answer.
The fix: Use SMART criteria—Specific, Measurable, Achievable, Relevant, Time-bound. Example: “Test all smoke alarms on the third floor by 31 May 2026. Owner: Facilities Manager. Budget: £200.”
4. No Documented Communication of Results
The problem: Assessment is filed away without sharing findings with residents, staff, or management.
Why it fails: People can’t help mitigate risks they don’t know about. Regulators expect evidence of resident engagement.
The fix: Share summary findings (without being alarmist). Explain what actions are being taken and why. Keep records of communication.
5. Fire Safety Equipment Not Tested or Maintained
The problem: Sprinkler systems, alarms, and emergency lighting are installed but never tested.
Why it fails: Equipment that hasn’t been tested might fail when you need it most. This is a direct compliance violation.
The fix: Establish a testing schedule and document every test. For alarms: monthly. For sprinklers: annually. For emergency lighting: annually.
6. Lack of Competence or Qualifications
The problem: Delegating the assessment to someone without training.
Why it fails: An unqualified assessor might miss critical hazards or misinterpret regulations. Your assessment won’t hold up under scrutiny.
The fix: Either use an external qualified consultant or ensure internal staff have formal fire risk assessment training (IOSH, NEBOSH, or equivalent).
How Digital Tools Transform Fire Risk Assessments
The gap between paper-based and digital workflows is enormous. Here’s why switching matters:
Paper-Based FRA Workflow
- Schedule assessment
- Assessor walks site with clipboard and forms
- Photos printed or inserted into document
- Findings typed into a report template (often after the site visit)
- Report printed and filed
- Action plan distributed by email
- Follow-up status tracked manually or via spreadsheet
- Re-inspection requires another paper walkthrough
- Historical data scattered across multiple documents and folders
Result: Slow, fragmented, error-prone, difficult to audit.
Digital FRA Workflow (BORIS Example)
- Schedule assessment in the system; send notification to assessor
- Assessor uses mobile app on-site; creates deficiencies in real-time with photos, GPS, and notes
- System auto-populates into structured FRA template (all six sections)
- Deficiencies automatically assigned to actions with status tracking
- Dashboard provides real-time visibility of assessment progress
- Findings sync across devices; offline-capable for areas with poor signal
- Action plan auto-generated with KPIs, timelines, and accountability
- Custom reports for different audiences (board, residents, inspectors)
- All data stored centrally; version control and audit trail built in
- Re-inspections reference previous findings; trend data visible
Result: Fast, comprehensive, auditable, transparent.
BORIS Fire Risk Assessment Module: Practical Features
BORIS is a compliance-first platform, and its FRA module is built specifically for facilities managers and compliance officers. Here’s what sets it apart:
Structured Deficiency Identification
When a fire safety issue is found, the assessor:
- Describes the deficiency clearly
- Categorises it (hazard, control gap, maintenance issue)
- Links it to the relevant FRA section (e.g., “Fire Protection Measures”)
- Attaches photos or documents
- Records GPS location and timestamp
The system ensures nothing is missed and nothing is vague.
Intelligent Action Assignment
Each deficiency automatically generates an action. The system:
- Allows assignment by role, team, or individual
- Sets deadlines based on risk priority
- Tracks seven distinct action statuses: Unallocated, Outstanding (Action Manager), Outstanding (Warning), Outstanding (Escalate), Outstanding (Works), Awaiting Sign-Off, Signed Off
- Sends notifications at each stage
- Flags overdue items
Data Sync and Re-inspections
Since BORIS is offline-capable, assessors can:
- Download previous FRA records to their mobile device
- Reference past findings and actions during re-inspection
- Quickly identify recurring issues
- Compare year-on-year trends
FRA Dashboard and KPIs
Facilities managers get:
- Real-time status of open actions
- Deficiency breakdown by category, severity, and location
- Compliance trending
- Overdue action alerts
- Historical reports for board meetings
Custom Reports for Stakeholders
- For boards/owners: Executive summary with key metrics and risk profile
- For residents: Clear, non-alarmist summary of findings and actions being taken
- For inspectors: Full detailed report with evidence, timelines, and accountability
- For insurance: Proof of diligent risk management and compliance
Proof Point: NHS Bradford Royal Infirmary
NHS Bradford Royal Infirmary faced a common challenge: FRAs were taking 5 days to complete, and compliance tracking was manual and error-prone.
By implementing BORIS’s FRA module, the hospital:
- Reduced assessment time from 5 days to 1 day through mobile-first workflows and pre-populated templates
- Improved deficiency tracking with clear status visibility and accountability
- Enhanced compliance evidence with centralised, auditable records
- Freed up staff time previously spent on manual reporting
This is a real-world example of digital transformation in action.
FAQ
How often should we conduct a fire risk assessment?
Minimum frequency is every 1–2 years for most premises. However, you must reassess immediately if there are significant changes (renovation, new occupants, new equipment, process changes, or near-miss incidents). Care homes and higher-risk residential buildings should reassess annually.
Do we need an external consultant or can we do it internally?
Both are valid. An internal competent person (with formal training) is acceptable. An external consultant brings fresh eyes and professional credibility. Many organisations use a hybrid approach: internal assessments with external review every few years.
What happens if we don’t have a current FRA?
You’re in violation of the Fire Safety Order and Health and Safety legislation. Penalties can include fines up to £50,000 and criminal prosecution in serious cases. More importantly, you’re exposing occupants to unnecessary risk. Conduct one immediately.
Can we use a generic template or does it need to be building-specific?
It must be building-specific. A template is a starting framework, but the assessment itself must reflect your actual building, occupants, hazards, and controls. Generic assessments won’t satisfy regulators and won’t actually manage your risk.
How do we track action completion?
Document each action with a clear description, owner, deadline, and completion date. When an action is completed, record evidence (photos, certificates, test reports). Digital systems like BORIS make this automatic, but spreadsheets work if managed disciplined.
Conclusion
Fire Risk Assessments are a cornerstone of fire safety management in the UK. With regulatory enforcement tightening and occupant expectations rising, moving from paper-based to digital workflows is no longer a nice-to-have—it’s essential.
Whether you’re a facilities manager overseeing a single building or managing a portfolio of properties, BORIS’s FRA module streamlines the entire process: from initial assessment through action tracking to final sign-off. The result is faster assessments, better compliance evidence, and measurable risk reduction.
The question isn’t whether you’ll modernise your FRA process—it’s when. The sooner you do, the sooner you’ll gain the confidence that comes with knowing your building is genuinely safe and fully compliant.
Next Steps
Ready to transform your fire risk assessment process?
Book a demo of BORIS’s FRA module and see how facilities teams across the UK are reducing assessment time, improving compliance, and protecting occupants. Whether you’re a small care home or a large facilities management organisation, we have a solution built for your scale.
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- Download our FRA Compliance Checklist
- Read our case study: How NHS Bradford Royal Infirmary reduced FRA time by 80%
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