Why a fire risk assessment is your starting point

Every small office in the UK has a legal duty to keep people safe from fire. The Regulatory Reform (Fire Safety) Order 2005 applies to virtually all non-domestic premises, and if you employ five or more people, you must record your findings in writing. The good news is that a fire risk assessment for a small office is rarely complicated — but it does need to be thorough and specific to your space.

Start by identifying what could start a fire and what would burn. Common culprits include overloaded extension leads, portable heaters left too close to paper, kitchen kettles and microwaves, and charging stations for laptops or phones. Then think about who is at risk: staff, visitors, cleaners, contractors, and anyone with mobility or sensory needs. You are looking for anything that could delay someone’s escape or make a fire more likely.

Walk through your office room by room. Note where flammable materials are stored, whether electrical equipment is tested and maintained, and if escape routes are clear. Evaluate the risks you find, decide what needs to change, and write it down. Review the assessment at least once a year, or whenever you move, renovate, or change how the office is used. Keep it simple but honest — a short, accurate assessment is far better than a long, generic one.

Mapping escape routes and assembly points

In a fire, people have seconds to react. Escape routes must be obvious, unobstructed, and wide enough for the number of people likely to use them. Corridors, stairwells, and doorways should never be used for storage, even temporarily. Fire doors need to close properly and should not be propped open — if you need them open for airflow, fit an approved door closer or hold-open device that releases when the alarm sounds.

Check that emergency lighting works and that fire exit signs are visible and lit. If your office has more than one exit, make sure everyone knows the primary and secondary routes. Choose an assembly point that is a safe distance from the building, clear of fire service access, and unlikely to block traffic. A car park entrance or a spot across the road often works well.

• Personal Emergency Evacuation Plans (PEEPs): for anyone who needs assistance, including staff with temporary injuries, pregnant employees, or regular visitors.
• Visitors and contractors: sign them in, brief them on exits, and make sure someone is responsible for guiding them out.
• Out-of-hours working: if cleaners or lone workers are present, their escape routes and alarm awareness matter just as much.

Fire extinguishers: know your types

Fire extinguishers are not a substitute for getting out, but they can stop a small fire becoming a large one. In the UK, extinguishers are colour-coded to help you choose the right one quickly. The wrong extinguisher can make things worse — especially water on electrical or cooking oil fires.

• Water (red): for wood, paper, textiles, and similar solid materials. Never use on electrical equipment or flammable liquids.
• Foam (cream): for flammable liquids like petrol, paint, or solvents. Also safe on solids, but not on live electrical equipment.
• CO2 (black): for electrical fires and flammable liquids. Leaves no residue, so it is ideal near computers and servers.
• Dry powder (blue): versatile and fast-acting, but messy and can obscure vision. Often used in vehicles or workshops.
• Wet chemical (yellow): specifically for cooking oils and fats. Essential if your office has a kitchen with a deep fryer.

Place extinguishers near exits and fire risk areas, not hidden behind furniture. Service them annually by a competent person, and check pressure gauges monthly. Most importantly, train your team on how to use them — a quick practical session with a fire blanket and a CO2 extinguisher builds confidence without needing a full-blown course.

Training and drills: practice makes perfect

A fire plan on paper is useless if no one knows what to do. Under UK guidance, you should carry out a fire drill at least once a year, though twice a year is better for small offices. Vary the scenarios: block one exit, hold a drill during a busy period, or practice a night-time evacuation if relevant.

Appoint at least one fire warden or marshal per floor or zone. Their role is to sweep areas, help anyone who needs assistance, and report to the assembly point. After each drill, hold a five-minute debrief. What went well? What caused confusion? Did everyone hear the alarm? Did the roll call match the visitor log? Small tweaks after each drill make a real difference.

Keep a record of drills, including the date, time, and any issues raised. New staff should receive fire safety induction on their first day, and refresher training should happen at least annually. If you share a building with other businesses, coordinate your plans — a joint drill avoids chaos and ensures everyone knows the shared alarm system.

First aid and ongoing readiness

Fire safety does not end when the flames are out. Burns, smoke inhalation, and injuries during evacuation all need a first aid response. Keep a well-stocked first aid kit in a known location, and make sure it includes burn dressings, sterile gauze, and scissors. A fire blanket in the kitchen is a must — it smothers small pan fires instantly and can also wrap around a person whose clothing is alight.

Nominate a first aider and display their name and contact details. For burns, remember the basics: cool the area with running water for at least 20 minutes, remove jewellery and loose clothing before swelling starts, and never apply creams or burst blisters. Cover the burn with cling film or a sterile dressing and seek medical advice.

Finally, keep your emergency plan alive. Review it when you change layouts, buy new equipment, or take on more staff. Check that escape routes are still clear after a busy week, and that temporary staff or contractors know the drill. A little attention each month keeps your small office genuinely prepared — not just compliant on paper.