The Five Steps of

Fire Risk Assessment

A fire risk assessment is a systematic and
critical evaluation of a premises and the
activities carried on there for the purpose
of determining the likelihood of a fire
occurring and causing harm to people in
and around the premises.
The PURPOSE of a fire risk assessment is to determine
what action you need to take to prevent a fire from
occurring in your premises and equally to determine what
action you need to take to ensure the safety of people in
and around your premises if a fire does occur. Therefore,
the fire risk assessment should:
1. Identify all of the fire hazards in your premises.
2. Identify all of the people at risk.
3. Evaluate means of removing the hazards or of reducing the
risks to an acceptable level if the hazards cannot be
removed.
 Carrying out a fire risk assessment is essentially a matter
of applying common sense in consideration of the premises
for which you have responsibility and identification of
anything which could cause harm from fire. It will allow
you to make an informed decision on whether you have
taken sufficient precautions or whether you need to do
more to minimise the risk from fire.
 If, however, you do not feel confident enough to
undertake the fire risk assessment, for example, due to the
complexity of the premises or the activities undertaken on
them, you may wish to commission a fire safety specialist
to assist you.
An average risk factor is calculated for each
area where an assessment is undertaken and a
risk rating is then calculated for that area.

Once the hazards and risks in the premises

have been identified, further action is taken to
either remove the risks completely or, it not
possible, to reduce them to an acceptable
level. Without this subsequent action, a fire
risk assessment is a meaningless exercise.
 The Five Steps method of fire risk assessment can
be undertaken by a competent person with a good
understanding of the fire safety principles and
practices involved.
 The fire safety principle that underpins this method
of fire risk assessment is very simple (the Fire
Triangle theory of fire) and the logic is even more so
(remove, reduce, separate, control).
 The method can be used to divide larger workplaces
into sections and to provide a separate fire risk
assessment for each section (e.g. canteen, offices,
warehouse, showroom, yard, production area, etc)
or, for smaller workplaces such as a shop or an
office, to assess it as a whole.
HAZARDS VS. RISKS

?
 A hazard is something that can cause harm and a risk is
the probability that the harm will occur and the severity of
it.
 Hazards can include objects in the workplace, such as
machinery or dangerous chemicals.
 Other hazards relate to the way work is done. For
instance, hazards on a production line could include
manual handling, excessive noise and fatigue caused by
the pace of work.
 The level of risk will depend on factors such as how often
the job is done, the number of workers involved and how
serious any injuries that result could be.
Step 1 : Identify The Hazards
This means looking for sources of heat, fuel and
oxygen which together might lead to a fire.
You need to identify:
◼ Sources of ignition (Heat)
◼ Sources of fuel
◼ Sources of oxygen
A fire can be prevented by keeping one or more of these
three elements separate from each other. At its most
basic level, fire safety is the practice of keeping
sources of fuel away from sources of ignition.
Identify all sources of fuel in your premises

Fuel is any substance that can undergo

combustion. It exists in three states of matter:
solids, liquids and gases.
Identify all sources of Fuel in your premises

 Flammable liquids and solvents such as petrol, white spirit, methylated spirit and
paraffin
 Flammable chemicals
 Wood
 Paper and card
 Plastics, rubber and foam such as polystyrene and polyurethane (e.g. the foam
used in upholstered furniture)
 Flammable gases such as liquefied petroleum gas (LPG) and acetylene
 Furniture, including fixtures and fittings
 Textiles
 Hardboard, chipboard, blockboard walls or ceilings
 Synthetic ceiling or wall coverings, such as polystyrene tiles
 Loose packaging materials
 Waste materials, in particular finely divided materials such as wood shavings,
off-cuts, dust, paper and textiles.
Identify all sources of ignition (Heat) in your premises

Potential sources of ignition include:

1. Naked flames
2. Electrical, gas or oil-fired heaters (fixed or portable);
3. Hot work processes (e.g. welding, grinding, shrink-wrapping, cooking)
4. Electrical installations and wiring
5. Engines or boilers
6. Machinery
7. Faulty or misused electrical equipment
8. Lighting equipment (e.g. halogen lamps)
9. Hot surfaces and obstruction of equipment ventilation (e.g. office
equipment)
10. Friction (e.g. from loose bearings or drive belts)
11. Static electricity
12. Metal impact (such as metal tools striking each other)
13. Arson
Identify all sources of oxygen in your premises

Potential sources of oxygen include:·

Natural airflow through doors, windows and other openings
Mechanical air conditioning systems and air handling systems
Oxidizing materials
Oxygen supplies from cylinder storage and piped systems (e.g.
oxygen used in welding processes or for health care purposes)

Structural features that would constitute hazards by promoting the rapid

spread of fire should also be identified. These would include such
things as ducts and flues, unstopped holes that have been cut into fire
resisting walls for the provision of services such as cables and pipe
work, large areas of hardboard, chipboard, or blockboard,
uncompartmented roof spaces.
Step 2 : Identify the people at risk
You will need to identify anyone who may be affected, such
as:
People working near to fire dangers;
People working alone or in isolated areas;
Maintenance staff, contractors, passers by and people
present outside normal working hours such as cleaners and
security guards;
Visitors and members of the public;
Individuals and groups who may be especially at risk, e.g.
young or inexperienced workers, pregnant workers, etc
Step 3 : Evaluate, remove, reduce and
protect from fire risk
 The third step of fire risk assessment is to evaluate the findings of steps 1 and 2.
You must assess the effects of the hazards on the people at risk, taking any existing
control measures into account. You must then decide if any further control measures
are needed to eliminate the risk or reduce it to an acceptable level.
 The greatest danger to people from fire is the spread of the flames, heat and smoke
through the premises. The imperative is to ensure that all people identified to be at
risk can escape quickly from the danger to a place of safety should a fire occur
despite your efforts to prevent it. It is essential therefore to ensure that a premises
has adequate means of detecting fire and raising the alarm, and has adequate
means of escape. You need also to ensure that there is adequate provision of fire-
fighting equipment for persons in the premises to use, without exposing themselves
to danger, to extinguish a fire in its early stages or to assist in emergency
evacuation.
 The focus of step 3 is therefore on removing the identified hazard and, if it cannot be
removed, reducing the risk to an acceptable level. All risks will be assessed using a
Risk Value or Risk Factor (depending on the matrix used) and any risks that
cannot be immediately eliminated will be assigned a risk category of Low, Normal or
High so that they can be prioritised according to the degree of risk that they present.
Risk Value Matrix
A Risk Value Matrix is an attempt at a quantitative approach to
what is essentially a qualitative process of fire risk assessment.

A hazard is something that can cause harm and a risk is the

probability that the harm will occur and the severity of it.

In this matrix, the probability that an unwanted event will occur is

defined as the fire risk, and the harm that would result from that
event is defined as the fire hazard. The overall risk is defined as
the Risk Value and is calculated by the simple formula:

Risk Value = Fire Hazard x Fire Risk

Numerical values are assigned to the fire hazard and the fire
risk. The fire hazards are rated as being between negligible and
very severe, and a numerical value is assigned to each rating.

Similarly, the fire risks are rated as being between unlikely to

very likely, and a numerical value is assigned to each rating.

The size of the risk value then becomes the basis for
categorising the workplace as being of high, normal, or low risk.
If the risk value formula is applied to all possible combinations of fire
hazard values and fire risk values then a set of twenty-five numbers is
available for the risk values. This can be displayed on a two
dimensional grid (below) which is called a Risk Value Matrix.

Assuming that most

workplaces would
be of normal risk,
with very few of low
risk, and slightly
more of high risk,
the 5 x 5 matrix
(above) assigns low
risk to values of
1-2, normal risk to
values of 3-15, and
high risk to values
of 16-25.

It should be noted that the values are relative, having no absolute signifance
whatsoever, and the risk categories are arbitrary.
The Risk Factor Matrix is a variation of the Risk Value Matrix
and can be used as an alternative method of grading risks.
The 6 x 6
classification table
(matrix) lists the
frequency of
occurrence of an
unwanted event
and the severity of
the harm that it
would cause were
it to occur. The
scale of these two
elements of the
risk are given
numerical values
of X for frequency
and Y for harm.
A Risk Factor is then calculated for each unwanted event. The risk factor is
obtained by multiplying the applicable X by Y values in the classification table, e.g.
if X is 3 and Y is 2 then the risk factor is 6 (3x2 = 6).
Risk Factor = XY
Once a number of individual risk factors for unwanted events have been determined
for the given area of the assessment it is necessary to determine the Average Risk
Factor for that area. The average risk factor is the sum of all the individual risk
factors (Σ XY) divided by their number (n), e.g. if there are 5 risk factors in the area
with a sum of 32 then the average risk factor for the area is 6.4 (32 / 5 = 6.4).
Average Risk Factor = (Σ XY) / n

The maximum value of the risk factor will be 36 for a 6 x 6 matrix (6x6 = 36). The
risk factor value of any given unwanted event can then be expressed as a
percentage of the maximum value, e.g. a risk factor value of 1 would be 100 x
1/36 = 2.8% of the maximum and a risk factor value of 9 would be 100 x 9/36 =
25% of the maximum.

The average risk factor is then expressed as a percentage of the maximum risk
factor value by multiplying the average by 2.8 for a 6 x 6 matrix (or by 4 for a 5 x 5
matrix). The resultant figure is known as the Risk Rating for the area.

Risk Rating = 2.8 x Σ XY / n

For example, if our average risk factor for the area is 6.4 (32 / 5
= 6.4) then we multiply 6.4 by 2.8 to get our risk rating for the
area expressed as a percentage, i.e. 18% (using rounded
numbers).
It is then necessary to determine what ranges of values of the risk
rating would indicate that the area of assessment should be assigned
a risk category of low, normal, or high. Possible ranges are shown in
the table below:
Measures to protect people from fire include the
following categories:
1.Fire detection and alarm systems
2.Fire-fighting equipment
3.Escape routes and exits
4.Fire safety management systems
5.Emergency lighting
6.Emergency planning and evacuation procedures
7.Staff training
8.Compartmentation (e.g. fire resisting walls, glazing and doors, etc)
9.Signs and notices
10.Good housekeeping
11.Maintenance
12.Relevant legal requirements
Possible ways to reduce sources of fuel include:
1.Removing flammable materials and substances, or reducing them to the
minimum required for the operation of the premises
2.Replacing materials and substances with less flammable alternatives
3.Ensuring flammable materials, liquids (and vapours) and gases are handled,
transported, stored and used properly
4.Ensuring adequate separation distances between flammable materials
5.Storing highly flammable substances in fire-resisting stores and, where
necessary, keeping a minimum quantity in fire-resisting cabinets within the
premises
6.Removing, covering or treating large areas of flammable wall and ceiling linings
to reduce the rate of flame spread across the surface
7.Replacing or repairing furniture with damaged upholstery where the foam filling
is exposed
8.Ensuring that flammable waste materials and rubbish are not allowed to build
up and are carefully stored until properly disposed of
9.Taking action to avoid storage areas being vulnerable to arson or vandalism
10.Ensuring good housekeeping
11.Improving the fire resistance of the construction of the workplace
Possible ways to reduce sources of ignition include:
1.Removing unnecessary sources of heat from the premises or replacing them with safer alternatives
2.Ensuring that heat producing equipment is used in accordance with the manufacturer’s instructions and is
properly maintained
3.Installing machinery and equipment which has been designed to minimise the risk of fire and explosions
4.Replacing naked flame and radiant heaters with fixed convector heaters or a central heating system
5.Ensuring that all electrical fuses and circuit breakers etc., are of the correct rating and suitable for the
purpose
6.Ensuring that sources of heat do not arise from faulty or overloaded electrical or mechanical equipment
(such as overheating bearings)
7.Keeping ducts and flues clean
8.Where appropriate, operating a permit to work system for maintenance workers and contractors who
carry out 'hot work' involving processes such as welding or flame cutting
9.Operating a safe smoking policy in designated smoking areas and prohibiting smoking elsewhere
10.Enforcing the prohibition of matches and lighters and other naked flames in high fire risk areas
11.Ensuring that all equipment that could provide a source of ignition, even when not in use, is left in safe
condition
12.Making sure that any smouldering material including smokers material, is properly extinguished before
leaving the workplace
13.Taking precautions to avoid the risk of arson
Possible ways to reduce sources of oxygen include:

1.Closing all doors, windows and other openings not required for ventilation, particularly
when the premises are not in use
2.Shutting down ventilation systems which are not essential to the function of the premises
3.Not storing oxidising materials near or with any heat source or flammable materials
4.Controlling the use and storage of oxygen cylinders
Step 4 : Record, plan, instruct, inform
and train
 Record the significant findings and actions taken to
remove/reduce the risk from fire;
 Develop and implement an appropriate emergency
plan;
 Inform and instruct relevant persons on the actions to
be taken in the event of fire;
 Deliver training to employees, particularly those with
specific duties, e.g. fire marshals.
1.The fourth step of fire risk assessment is to record your significant findings.
2.The record must show whether the existing control measures are adequate or, if they are
inadequate, what additional or amended control measures you are taking to reduce the risk
to an acceptable level. It is not necessary to record findings that are trivial but all significant
findings should be recorded with the risks graded as High, Medium or Low. Clearly, the
higher risks should be prioritised.
3.Your emergency plan should be based on the outcome of your fire risk assessment. You
need an emergency plan for dealing with any fire situation to ensure that the people in your
premises know what to do if there is a fire and that the premises can be safely evacuated.
In small offices and shops the emergency plan may be no more than a fire action notice.
For more complex premises, a location plan showing fire exits, escape routes, fire-fighting
equipment, call points, fireman's switch, etc, could be used.
4.The fire safety information and instruction that you give to persons at risk in your premises
should be based on your emergency plan, which is in turn based on your fire risk
assessment. Records should also detail any special duties or responsibilities assigned to
staff in carrying out the plan along with details of instruction and training provided to enable
them to safety and efficiently carry out those duties.
Step 5 : The fire risk assessment must
be reviewed
 At regular intervals;
 Whenever it is no longer valid, e.g. after a
significant incident or "near miss";
 If there has been a significant change in the
workplace, e.g. changes to plant, equipment,
processes, substances used, personnel, etc.
 Fire risk assessment is a continuous process which requires
that existing control measures should be monitored and audited
to make sure they are still working effectively.

 Changes may occur in the premises which have an effect on

your fire risks and precautions such as alterations to the
premises, a fire, purchase of new equipment. If there is a
significant change, you will need to review your assessment in
the light of the new risk or hazard.

 If a fire or ‘near miss’ occurs, then your existing assessment

may be out of date or inadequate and you should reassess. It is
a good idea to identify the cause of any incident and then
review your fire risk assessment in light of this.

 This doesn't mean that you must undertake the renew

assessment every time a change occurs but it does mean that
the change must be assessed. It is also important to review and
revise your assessment regularly.