How to use the Fire Risk Assessment template in Pilla

Pilla's Fire Risk Assessment template walks you through 14 sections covering ignition sources, means of escape, fire detection equipment and ongoing management. Each section asks you to identify hazards, who might be harmed, existing controls and any further actions needed.

This guide explains what each section is asking, what good answers look like, and how to avoid common mistakes.

Understanding the Fire Risk Assessment template

The Regulatory Reform (Fire Safety) Order 2005 requires the 'responsible person' at any hospitality premises to carry out and maintain a fire risk assessment. This isn't a one-off exercise—it needs reviewing whenever there are significant changes to your premises, layout, equipment or occupancy levels.

Pilla's template is structured around 14 key areas that fire safety professionals and enforcement officers expect to see addressed. Each section prompts you to think about:

• What hazards exist in this area
• Who might be harmed (staff, guests, contractors, vulnerable individuals)
• What controls you already have in place
• What additional actions might be needed

The sections are split into two groups: sources of ignition and fuel (sections 1-8) and fire protection measures (sections 9-14).

1. Electrical installations and equipment

Template question: Describe the hazards, persons at risk, existing controls and additional actions for electrical installations and equipment.

Why it matters

Electrical faults are a leading cause of fire in hospitality premises. Overloaded sockets, damaged cables, poorly maintained equipment and unauthorized modifications all create ignition risks that can escalate rapidly in commercial kitchens and guest areas.

What good answers look like

A strong response identifies specific electrical risks at your site:

• "All fixed electrical installations inspected and tested by a qualified electrician every 5 years (last inspection March 2024). PAT testing carried out annually on all portable appliances. Staff trained not to overload sockets or use personal electrical items without approval. Damaged cables reported immediately through Pilla and equipment taken out of service until repaired. Multi-plug adaptors prohibited—only fused extension leads permitted where necessary."

How to answer this for yourself

Walk through your premises and note:

• When was your last fixed wiring inspection (EICR)?
• Do you have a PAT testing schedule for portable appliances?
• Are there any damaged cables, overloaded sockets or daisy-chained extension leads?
• Who checks electrical equipment before use?
• What's your process when staff spot electrical damage?

Common mistakes

• Stating "all electrics are fine" without evidence of inspection dates
• Forgetting battery chargers, phone chargers and personal items brought in by staff
• Not mentioning the EICR or PAT testing schedules
• Overlooking outdoor electrical equipment like patio heaters

2. Smoking

Template question: Describe the hazards, persons at risk, existing controls and additional actions for smoking.

Why it matters

Discarded cigarettes and improper disposal of smoking materials remain a significant fire risk, particularly in outdoor areas, near entrances and around waste storage. Even with indoor smoking bans, designated smoking areas need proper management.

What good answers look like

• "Smoking prohibited inside the building and within 5 metres of any entrance. Designated smoking area located 10 metres from the building with metal cigarette disposal bin emptied daily. 'No Smoking' signage displayed at all entrances as required by law. Staff reminded during induction that smoking near waste storage areas is prohibited. Smoking area checked at close of business each night to ensure no smouldering materials."

How to answer this for yourself

Consider:

• Where do staff and customers smoke?
• How far is your smoking area from the building and from waste storage?
• What type of disposal containers do you use?
• How often are they emptied and by whom?
• Is appropriate signage in place?

Common mistakes

• Assuming the indoor smoking ban means smoking isn't a fire risk
• Placing smoking areas near fire exits or external extraction vents
• Using plastic bins or containers that could melt or ignite
• Not including smoking in your housekeeping checks

3. Arson

Template question: Describe the hazards, persons at risk, existing controls and additional actions for arson.

Why it matters

Arson is a leading cause of fire in commercial premises. External waste storage, poorly lit areas, unsecured entry points and accessible combustible materials all present opportunities for deliberate fire-setting.

What good answers look like

• "External waste stored in lockable metal bin store 6 metres from the building, emptied twice weekly. External lighting covers all entry points and car park areas with motion sensors on less-used sides of building. CCTV covers main entrance, rear delivery area and bin store. All external doors secured when not in use. Perimeter checked at close each night. Any suspicious activity reported to police and logged."

How to answer this for yourself

Think about:

• Where is your external waste stored and how secure is it?
• Are there unlit areas around your building?
• Can combustible materials be accessed from outside?
• Do you have CCTV coverage of vulnerable areas?
• What's your procedure if you notice attempted break-ins or suspicious behaviour?

Common mistakes

• Not considering arson because "it's a nice area"
• Leaving cardboard and packaging outside overnight unsecured
• Having poorly lit rear areas or delivery bays
• Forgetting that disgruntled former employees or customers could pose a risk

4. Heating/heaters

Template question: Describe the hazards, persons at risk, existing controls and additional actions for heating and heaters.

Why it matters

Fixed heating systems, portable heaters and patio heaters all present fire risks if poorly maintained, incorrectly positioned or left unattended. Combustible materials stored too close to heat sources are a common cause of fire.

What good answers look like

• "Fixed gas central heating system serviced annually by Gas Safe registered engineer (last service January 2024). No portable heaters used inside the premises. External patio heaters positioned away from parasols and combustible decorations, secured to prevent tipping, and switched off at close. Staff trained not to dry cloths or store items near any heat source. Heating system controls locked to prevent unauthorized adjustment."

How to answer this for yourself

Consider:

• What type of heating do you use (fixed, portable, patio)?
• When was your heating system last serviced?
• Is anything stored too close to heat sources?
• Are portable heaters prohibited or controlled?
• Who is responsible for switching off and checking heating equipment?

Common mistakes

• Overlooking patio heaters and outdoor heating
• Allowing staff to use personal portable heaters
• Not maintaining service records for gas heating
• Storing coats, boxes or cleaning materials near boilers or heaters

5. Cooking

Template question: Describe the hazards, persons at risk, existing controls and additional actions for cooking.

Why it matters

Cooking equipment is the most common source of fire in hospitality. Deep fat fryers, open flames, grills, and extraction systems all require specific controls and maintenance to prevent fire and limit spread.

What good answers look like

• "All cooking equipment cleaned daily by kitchen team and deep cleaned weekly by external contractor. Extraction canopy and ductwork cleaned quarterly by specialist contractor (last clean November 2024). Deep fat fryers fitted with thermostatic controls and never filled above maximum line. Fire blanket positioned within 2 metres of cooking equipment. Ansul suppression system installed over fryers, serviced 6-monthly. Staff trained in safe use of all equipment and what to do if a pan fire occurs."

How to answer this for yourself

Think about:

• What cooking equipment do you have?
• How often is it cleaned and by whom?
• When was your extraction system last deep cleaned?
• Do you have automatic suppression over high-risk equipment?
• What firefighting equipment is positioned near cooking areas?
• Are staff trained in how to respond to cooking fires?

Common mistakes

• Not including extraction and ductwork cleaning schedules
• Missing thermostatic controls on deep fat fryers
• Relying solely on extinguishers without fire blankets near fryers
• Forgetting front-of-house cooking equipment like coffee machines with steam elements

6. Housekeeping

Template question: Describe the hazards, persons at risk, existing controls and additional actions for housekeeping.

Why it matters

Poor housekeeping allows fires to start and spread more easily. Accumulated waste, cluttered storage areas, blocked escape routes and combustible materials stored inappropriately all increase fire risk.

What good answers look like

• "Waste removed from kitchen and service areas throughout shifts, never allowed to accumulate. External bins emptied twice weekly, never overfilled. Corridors, stairwells and fire exits checked daily to ensure they're clear of obstructions. Cleaning cupboards kept tidy with chemicals stored away from ignition sources. Decorations and combustible displays positioned away from heat sources and lighting. Weekly fire safety walkthrough completed by duty manager."

How to answer this for yourself

Consider:

• How often is waste removed from work areas?
• Are corridors, stairwells and exits clear at all times?
• How are combustible materials (cardboard, packaging, cleaning chemicals) stored?
• Do you have a routine walkthrough to check fire housekeeping?
• Are seasonal decorations controlled?

Common mistakes

• Treating housekeeping as solely a cleanliness issue, not a fire safety issue
• Allowing cardboard and packaging to build up in busy periods
• Using fire exits or corridors for temporary storage
• Not controlling decorations during Christmas and other events

7. Dangerous substances

Template question: Describe the hazards, persons at risk, existing controls and additional actions for dangerous substances.

Why it matters

Flammable liquids, gases, aerosols and other dangerous substances can accelerate fire spread dramatically. Hospitality premises often store cooking oils, cleaning chemicals, LPG cylinders and aerosol products that require proper controls.

What good answers look like

• "Cooking oil stored in original containers in cool, dry store away from heat sources. Maximum stock level maintained to reduce quantity on site. LPG cylinders for patio heaters stored externally in ventilated cage, away from drains and ignition sources. Cleaning chemicals stored in locked cupboard away from heat. Aerosols (air fresheners, oven cleaners) stored in metal cabinet. COSHH assessments completed for all hazardous substances identifying fire risks."

How to answer this for yourself

Think about:

• What flammable substances do you have on site?
• Where and how are they stored?
• What quantities do you hold?
• Are storage locations away from ignition sources and heat?
• Do your COSHH assessments cover fire risks?

Common mistakes

• Forgetting about aerosol products
• Storing flammable cleaning chemicals under sinks near water heaters
• Keeping excessive quantities of cooking oil in the kitchen
• Not considering LPG and other gas cylinders

8. Other significant fire hazards

Template question: Describe the hazards, persons at risk, existing controls and additional actions for other significant fire hazards not covered above.

Why it matters

Every premises has unique fire hazards that don't fit neatly into standard categories. This section captures building-specific risks like heritage features, unusual layouts, neighbouring premises, or activities that create additional fire risks.

What good answers look like

• "Listed building with original timber panelling in restaurant area—panelling treated with fire-retardant coating (last treatment 2023). Thatched roof section over garden room inspected annually by thatch specialist. Neighbouring unit is a dry cleaner using flammable solvents—fire separation wall inspected and maintained. Christmas tree (real) only permitted with daily watering and light timer, positioned away from exits. External events with open flames require separate risk assessment."

How to answer this for yourself

Consider:

• Does your building have any unusual construction or heritage features?
• What are your neighbouring premises and their fire risks?
• Do you host events or activities that create temporary fire risks?
• Are there seasonal risks (Christmas trees, barbecues, external heaters)?
• Is there anything specific about your site not covered elsewhere?

Common mistakes

• Leaving this section blank or writing "none"
• Not considering neighbouring premises
• Forgetting temporary or seasonal hazards
• Overlooking building construction materials and features

9. Means of escape

Template question: Describe the hazards, persons at risk, existing controls and additional actions for means of escape.

Why it matters

When a fire occurs, people need to evacuate quickly and safely. Escape routes must be adequate for the number of occupants, clearly identifiable, unobstructed at all times, and suitable for everyone including those with disabilities.

What good answers look like

• "Two independent escape routes from all areas: main entrance and rear fire exit. Maximum occupancy 80 persons—escape routes adequate for this capacity. All fire doors self-closing and kept closed (not wedged). Escape routes checked at start of each shift to ensure they're clear and unlocked. Guest with mobility impairment—PEEP in place, designated refuge area on first floor, evac chair located on landing. All final exit doors openable without a key from inside."

How to answer this for yourself

Think about:

• How many escape routes do you have from each area?
• Are they adequate for your maximum occupancy?
• Are fire doors self-closing and kept closed?
• How do you ensure routes are clear and unlocked during operating hours?
• What arrangements exist for people with disabilities?
• Can all final exits be opened without a key?

Common mistakes

• Wedging fire doors open instead of using hold-open devices linked to the fire alarm
• Not considering escape from upper floors, basements or external areas
• Failing to have Personal Emergency Evacuation Plans for staff or guests with disabilities
• Locking final exit doors in a way that delays escape

10. Means of giving warning

Template question: Describe the hazards, persons at risk, existing controls and additional actions for means of giving warning.

Why it matters

People need to be warned of fire quickly enough to evacuate safely. The fire detection and alarm system must be appropriate for your premises, properly maintained, and understood by everyone.

What good answers look like

• "Automatic fire detection throughout premises with smoke detectors in all areas except kitchen (heat detector). Alarm system maintained under contract by [Company name], tested weekly by staff on rotating call points, serviced 6-monthly. Break glass call points at all final exits. Alarm audible throughout premises including toilets and external smoking area. Staff trained to recognise alarm sound and initiate evacuation. System has monitoring connection to alarm receiving centre."

How to answer this for yourself

Consider:

• What type of fire detection do you have and where?
• When was the system last serviced?
• Who tests it and how often?
• Is the alarm audible everywhere including toilets and external areas?
• Does the alarm connect to a monitoring centre?
• Do staff know what the alarm sounds like?

Common mistakes

• Using smoke detectors in kitchens where they cause false alarms
• Not testing the alarm weekly
• Having dead spots where the alarm isn't audible
• Staff not knowing the difference between alarm tones (if you have phased evacuation)

11. Manual fire extinguishers

Template question: Describe the hazards, persons at risk, existing controls and additional actions for manual fire extinguishers.

Why it matters

Portable extinguishers allow staff to tackle small fires in the early stages, potentially preventing them from developing. The right types must be provided in the right locations, properly maintained, and staff must know how to use them safely.

What good answers look like

• "Fire extinguishers provided as follows: CO2 extinguishers near electrical equipment in bar and office; water extinguisher at main entrance and rear exit; wet chemical extinguisher and fire blanket in kitchen near cooking equipment. All extinguishers wall-mounted, unobstructed, and serviced annually (last service August 2024). Staff trained in extinguisher use during induction and annual refresher—training covers only tackling small fires when safe to do so and always ensuring escape route is clear."

How to answer this for yourself

Think about:

• What types of extinguisher do you have and where?
• Are they appropriate for the risks in each area?
• Are they accessible and unobstructed?
• When were they last serviced?
• Have staff been trained in their use?

Common mistakes

• Having the wrong type of extinguisher for the risk (e.g., water near electrical equipment)
• Blocking access to extinguishers with furniture or stock
• Not replacing extinguishers after use or discharge
• Training staff to fight fires rather than evacuate

12. Emergency escape lighting

Template question: Describe the hazards, persons at risk, existing controls and additional actions for emergency escape lighting.

Why it matters

If mains power fails during a fire, people need to be able to see escape routes clearly. Emergency lighting must illuminate escape routes, exit doors and safety equipment, and it must work when needed.

What good answers look like

• "Emergency lighting installed throughout premises covering all escape routes, exits, changes in floor level and firefighting equipment locations. System tested monthly (function test) and annually (full duration test) by [Company name]. Test records maintained in fire log book. Exit signs illuminated and connected to emergency lighting circuit. Battery backup provides minimum 3-hour duration."

How to answer this for yourself

Consider:

• Is emergency lighting installed on all escape routes?
• Does it cover changes in floor level, stairs and final exits?
• When was it last tested and by whom?
• How long does the battery backup last?
• Are exit signs illuminated?

Common mistakes

• Only testing that lights come on, not their full duration
• Not covering changes in floor level or stairs
• Relying on illuminated exit signs without emergency lighting along the route
• Not keeping test records

13. Fire safety signs and notices

Template question: Describe the hazards, persons at risk, existing controls and additional actions for fire safety signs and notices.

Why it matters

Clear signage helps people find exits, locate firefighting equipment, and understand what to do in an emergency. Signs must comply with regulations and be visible when needed.

What good answers look like

• "Fire action notices displayed at every call point and in all guest bedrooms (hotels). Escape route signs (running man) at all exit doors and along corridors directing to exits. Fire door keep shut signs on all fire doors. Fire extinguisher ID signs above all extinguishers. Assembly point sign displayed at designated meeting point in car park. All signs comply with BS 5499 and are photoluminescent where emergency lighting is not provided."

How to answer this for yourself

Think about:

• Are fire action notices displayed?
• Do signs clearly indicate escape routes and exits?
• Are fire doors marked appropriately?
• Is firefighting equipment clearly identified?
• Where is your assembly point and is it signed?
• Are signs visible in low light?

Common mistakes

• Assuming everyone knows where the exits are
• Using non-compliant or homemade signs
• Not having fire action notices explaining what to do
• Forgetting to sign the assembly point

14. Management of fire safety

Template question: Describe the hazards, persons at risk, existing controls and additional actions for management of fire safety.

Why it matters

Fire safety isn't just about physical measures—it requires ongoing management, training, testing and review. This section captures how you maintain your fire safety arrangements over time.

What good answers look like

• "Named responsible person: [Name, Position]. Fire risk assessment reviewed annually or after any significant change. Fire log book maintained with all test records, training records and maintenance certificates. Staff receive fire safety induction on first day and annual refresher training. Fire drills conducted every 6 months (last drill October 2024)—records include evacuation time, issues identified and actions taken. Emergency plan includes arrangements for alerting fire service, coordinating evacuation and liaison with emergency services."

How to answer this for yourself

Consider:

• Who is the responsible person for fire safety?
• How often do you review the fire risk assessment?
• Do you maintain a fire log book with test and training records?
• When did you last run a fire drill and what did you learn?
• Do new staff receive fire safety training?
• Is there a written emergency plan?

Common mistakes

• Not naming a specific responsible person
• Treating the fire risk assessment as a one-off document
• Running fire drills but not recording or learning from them
• Not including fire safety in staff induction

Tips for completing your fire risk assessment in Pilla

1. Be specific to your premises - Generic answers that could apply anywhere aren't useful. Name your equipment, give dates, specify locations.

2. Include dates and frequencies - When was equipment last serviced? How often do you test alarms? When was the last fire drill?

3. Identify actions needed - If something isn't adequate, say what you're going to do about it and when.

4. Review after changes - New equipment, layout changes, increased occupancy, building works—all require a fresh look at fire risks.

5. Keep evidence - Service certificates, training records, test logs and photographs support your assessment and demonstrate compliance to enforcement officers.

Common questions

Do I need a professional to do my fire risk assessment?

The responsible person can carry out the assessment themselves if they have sufficient training and competence. However, for larger or more complex premises, or if you're unsure, engaging a competent fire risk assessor is advisable. Either way, the responsible person remains legally accountable.

How often should I review the fire risk assessment?

There's no fixed legal timeframe, but best practice is to review it at least annually and whenever there are significant changes to your premises, occupancy, layout or use. Using Pilla makes regular reviews straightforward.

What if my premises are leased?

Fire safety responsibilities depend on the terms of your lease. Generally, the person with control over the premises (usually the tenant for internal areas) is responsible. Check your lease and consider whether the landlord has any retained responsibilities for communal areas or building services.

What's the difference between a fire risk assessment and a fire safety policy?

The fire risk assessment identifies hazards, who's at risk, and what controls are in place. Your fire safety policy is a broader document covering your approach to managing fire safety, responsibilities, and procedures. The assessment informs the policy.