How I Use the Fire Risk Assessment Template in Pilla

Understanding What's Required of You

A fire risk assessment identifies the fire hazards at your premises, evaluates who could be harmed, and records what prevention and response measures you have in place. It's not a one-off exercise. It's a living document that should be reviewed regularly and updated whenever something changes, whether that's new equipment, a change of layout, building works, or a change in occupancy.

In the UK, the Regulatory Reform (Fire Safety) Order 2005 requires the "responsible person" at any premises where people work or visit to carry out and maintain a fire risk assessment. That's usually the employer, building owner, or whoever has control of the premises. If you employ five or more people, you must record your findings. I hold a NEBOSH Certificate and spent years running a health and safety consultancy advising businesses on exactly this. The legal requirements are clear, but the standard of what I've seen in practice is often poor.

The assessment covers two broad areas: sources of ignition and fuel (sections 1 to 8) and fire protection measures (sections 9 to 14). Sources of ignition and fuel looks at what could start or feed a fire, from electrical equipment and cooking to dangerous substances and housekeeping. Fire protection measures covers how you detect fire, warn people, help them escape, and manage fire safety over time.

I'd always have the person who knows the premises best complete this. Usually the manager or the designated responsible person for fire safety. I've reviewed assessments completed by people who hadn't set foot in the building for months, and the gaps were obvious. Review it at least once a year, or sooner if you make changes to the premises, have an incident, or significantly change how the building is used.

Setting It Up as a Work Activity

I've built a fire risk assessment template in Pilla covering the 14 sections below. It gives you a structured starting point, but depending on your premises, you may need to add extra items to cover hazards specific to your site.

When you create the work activity, tag it (e.g. "Fire Risk Assessment"). Tags make it easy to find and filter later, and they're what Poppi uses to track completion across different risk assessment types in automated reports.

You've got two options. Create it as a one-off work form, complete it, and manually create a new one when it's due for review. Or set it up as a recurring yearly work schedule, and Pilla will create the next one automatically. I'd recommend the recurring option. In my experience, the "I'll remember to create a new one" approach fails about 90% of the time.

1. Electrical Installations and Equipment

What are the hazards: Describe the specific electrical fire hazards at your premises. I'm looking for overloaded sockets, damaged cables, poorly maintained equipment, unauthorised modifications, battery chargers, personal electrical items brought in by staff, and outdoor electrical equipment like patio heaters. Electrical faults are a leading cause of fire in commercial premises.

What controls are in place: Tell me what you're actually doing about it and what you plan to do. I want to see your fixed wiring inspection (EICR) schedule, PAT testing for portable appliances, rules on personal electrical items, fault reporting procedures, and whether multi-plug adaptors are prohibited.

What good answers look like:

Hazards: "Multiple electrical appliances in kitchen and bar areas, including fridges, freezers, coffee machines, and POS systems. Some older sockets in the office area. Staff charge personal phones in the back office. External patio heaters connected via outdoor sockets."

Controls: "Fixed electrical installations inspected every 5 years by a qualified electrician (last EICR 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 through Pilla and equipment taken out of service until repaired. Multi-plug adaptors prohibited, only fused extension leads permitted where necessary."

Common mistakes I see:

"All electrics are fine." Without evidence of inspection dates, this tells an enforcement officer nothing. I need to see your EICR and PAT testing dates.

"We don't have many electrical items." Battery chargers, phone chargers, and personal items brought in by staff all count. Walk through your premises and list everything.

2. Smoking

What are the hazards: Describe where and how smoking materials could start a fire at your premises. I want to know where staff and customers smoke, how close that is to the building and waste storage, and whether discarded cigarettes could reach combustible materials. The indoor ban doesn't eliminate the risk. It just moves it outside.

What controls are in place: Tell me about the location and setup of your designated smoking area, disposal containers, signage, how often containers are emptied, and end-of-day checks. Current measures and planned improvements.

What good answers look like:

Hazards: "Staff smoke in the rear car park area, which is close to the external bin store. Customers occasionally smoke near the front entrance despite signage. Discarded cigarettes could ignite waste in bins or dry vegetation near the building."

Controls: "Designated smoking area located 10 metres from the building with a 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."

Common mistakes I see:

"We have a no smoking policy." The ban covers indoor areas, but people still smoke outside. You need to manage where and how.

"The smoking area is by the back door." If it's near fire exits, extraction vents, or waste storage, it's a hazard. I've seen a designated smoking area directly below a kitchen extraction vent. Check the location against your site layout.

3. Arson

What are the hazards: Describe the features of your premises that could make deliberate fire-setting possible. I'm looking at external waste storage, poorly lit areas, unsecured entry points, accessible combustible materials, and whether the building is unoccupied at certain times. Arson is a leading cause of fire in commercial premises and it's almost always opportunistic.

What controls are in place: Tell me about bin store security, external lighting, CCTV coverage, perimeter checks at close of business, and how you secure external doors. What's in place and what needs improving.

What good answers look like:

Hazards: "External bin store at the rear of the building is accessible from the street. Rear delivery area is poorly lit after dark. Building is unoccupied from 11pm to 7am. Cardboard from deliveries is stored outside before collection day."

Controls: "External waste stored in a lockable metal bin store 6 metres from the building, emptied twice weekly. External lighting covers all entry points and car park with motion sensors on the rear side. CCTV covers the main entrance, rear delivery area, and bin store. All external doors secured when not in use. Perimeter checked at close each night."

Common mistakes I see:

"It's a nice area, arson isn't a risk." Arson is opportunistic. If combustible materials are accessible, the risk exists regardless of location. I worked with a business in a quiet village that had their bins set alight twice in six months.

"We lock up at night." Locking doors is a start, but unsecured waste, poor lighting, and lack of CCTV leave gaps. Think about the full perimeter.

4. Heating and Heaters

What are the hazards: Describe the heating equipment at your premises and where fire risks exist. I want to know about fixed heating systems, portable heaters, patio heaters, and combustible materials stored too close to heat sources. Poorly maintained, incorrectly positioned, or unattended heating equipment is a common cause of fire.

What controls are in place: Tell me about servicing schedules, Gas Safe registered engineers, rules on portable heaters, clearance around heat sources, and who is responsible for switching off and checking heating equipment at close. Both current measures and planned improvements.

What good answers look like:

Hazards: "Gas central heating system with boiler in the utility room. External patio heaters used in the garden area during colder months. Staff coats stored on hooks near the boiler room. Office has an older wall-mounted convector heater."

Controls: "Gas central heating system serviced annually by a Gas Safe registered engineer (last service January 2024). No portable heaters used inside the premises. 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. Coat storage relocated away from the boiler room."

Common mistakes I see:

"We only use central heating." Central heating still needs annual servicing and you still need to check what's stored near the boiler. I've seen cardboard boxes stacked against boilers in utility rooms. Don't overlook it.

"The patio heaters are outside so they're fine." External heaters near parasols, awnings, or decorations are a genuine fire risk. Include them.

5. Cooking

What are the hazards: Describe the cooking equipment at your premises and where fire risks exist. I'm looking for deep fat fryers, open flames, grills, ovens, and extraction systems. Cooking equipment is the most common source of fire in hospitality premises. Fat build-up in extraction ductwork is a frequent cause of serious fires, and it's one of the things I check first when I visit a site.

What controls are in place: Tell me about equipment cleaning schedules, extraction canopy and ductwork cleaning frequency, thermostatic controls on fryers, fire blankets and extinguishers near cooking areas, suppression systems, and staff training on responding to cooking fires. I hold a Level 3 Food Safety qualification and I've seen kitchens where the extraction hadn't been professionally cleaned in years. Don't be that kitchen.

What good answers look like:

Hazards: "Kitchen has gas ranges, a deep fat fryer, a charcoal grill, and multiple ovens. Extraction canopy runs the full length of the cooking line. Fat and grease accumulate in the ductwork. Front of house has a coffee machine with a steam element."

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

Common mistakes I see:

"The extraction gets cleaned when it needs it." Schedule professional cleaning based on usage, not appearance. Grease build-up is often hidden inside the ductwork. I've pulled canopy filters where the grease was dripping and the manager told me it had been cleaned recently.

"We have a fire extinguisher in the kitchen." Check the type. A water extinguisher near a fryer is dangerous. You need wet chemical for cooking oil fires and a fire blanket within reach.

6. Housekeeping

What are the hazards: Describe how poor housekeeping could allow fires to start or spread at your premises. I want to know about accumulated waste, cluttered storage areas, blocked escape routes, combustible materials stored inappropriately, and seasonal decorations near heat sources or lighting. Poor housekeeping is a fire safety issue, not just a cleanliness issue.

What controls are in place: Tell me about waste removal frequency, how corridors and stairwells are kept clear, storage of combustible materials like cardboard and packaging, routine fire safety walkthroughs, and controls on seasonal decorations. Current measures and planned improvements.

What good answers look like:

Hazards: "Cardboard from deliveries builds up in the back corridor during busy periods. Cleaning chemicals stored in a cupboard near the boiler. Seasonal decorations including fairy lights and paper decorations used at Christmas. External bins occasionally overfill before collection day."

Controls: "Waste removed from kitchen and service areas throughout shifts, never allowed to accumulate. External bins emptied twice weekly and never overfilled. Corridors, stairwells, and fire exits checked daily to ensure they're clear. Cleaning chemicals stored away from ignition sources. Seasonal decorations positioned away from heat sources and lighting, with LED-only fairy lights. Weekly fire safety walkthrough completed by the duty manager."

Common mistakes I see:

"The place is always clean." Cleanliness and fire housekeeping are not the same thing. A clean corridor with stock blocking the fire exit is still a fire hazard. I see this constantly.

"We only decorate at Christmas." Seasonal decorations are a real fire risk. Control what materials are used, where they're placed, and how they're powered.

7. Dangerous Substances

What are the hazards: Describe the flammable and dangerous substances stored or used at your premises. I'm looking for cooking oils, cleaning chemicals, LPG cylinders, aerosol products, and anything else that could start, accelerate, or intensify a fire. Even small quantities of the wrong substance in the wrong location can cause serious harm.

What controls are in place: Tell me about storage locations, maximum stock levels, separation from ignition sources, COSHH assessments covering fire risks, and how substances are secured. What's in place and what needs improving.

What good answers look like:

Hazards: "Bulk cooking oil stored in the dry store. LPG cylinders for patio heaters stored in the external cage. Cleaning chemicals including bleach and oven cleaner stored under the kitchen sink. Aerosol air fresheners used in customer toilets."

Controls: "Cooking oil stored in original containers in a cool, dry store away from heat sources, with a maximum stock level to reduce quantity on site. LPG cylinders stored externally in a ventilated cage, away from drains and ignition sources. Cleaning chemicals stored in a locked cupboard away from heat. Aerosols stored in a metal cabinet. COSHH assessments completed for all hazardous substances, identifying fire risks."

Common mistakes I see:

"We don't store anything dangerous." Cooking oil, cleaning chemicals, and aerosols are all dangerous substances in a fire context. List everything.

"The chemicals are under the sink." If that sink is near a water heater, oven, or other heat source, you need to move them. I've seen cleaning products stored directly below a gas hob. Storage location matters.

8. Other Significant Fire Hazards

What are the hazards: Describe any fire hazards at your premises not covered in the sections above. Every premises has unique risks. I'm looking for heritage building features like timber panelling or thatched roofs, unusual layouts, neighbouring premises and their fire risks, temporary hazards from events or building works, and seasonal risks.

What controls are in place: Tell me about specialist inspections, fire separation between neighbouring units, additional risk assessments for events, and how you manage temporary changes to the premises. Current measures and planned improvements.

What good answers look like:

Hazards: "Listed building with original timber panelling in the restaurant area. Neighbouring unit is a dry cleaner using flammable solvents. We host live music events with additional electrical equipment and temporary staging. Real Christmas tree used in the entrance during December."

Controls: "Timber panelling treated with fire-retardant coating (last treatment 2023). Fire separation wall between our unit and the dry cleaner inspected and maintained. External events with additional electrical equipment require a separate risk assessment. Real Christmas tree only permitted with daily watering and a light timer, positioned away from exits and heat sources."

Common mistakes I see:

"There are no other hazards." Every premises has something unique. I've never visited a site that didn't. Take the time to walk through your building and think about what's specific to you.

"The neighbouring unit is nothing to do with us." A fire next door can spread to your premises. Consider shared walls, shared services, and what your neighbours store or do.

9. Means of Escape

What could prevent or delay escape: Describe anything that could prevent or delay people from escaping your premises in a fire. I want to know about the number and location of escape routes, whether they're adequate for your maximum occupancy, fire doors wedged open, locked final exits, obstructed corridors, and whether people with disabilities can evacuate safely.

What controls are in place: Tell me how many independent escape routes you have from each area, how fire doors are maintained, how routes are kept clear and unlocked during operating hours, whether you have Personal Emergency Evacuation Plans (PEEPs) for staff or visitors with disabilities, and whether all final exits open without a key from inside.

What good answers look like:

Hazards: "Some areas of the premises only have one escape route. Fire doors in the corridor are sometimes wedged open during service. First floor dining area has no alternative escape route for wheelchair users. Final exit at the rear is sometimes locked during quieter periods."

Controls: "Two independent escape routes from all ground floor 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 (hold-open devices linked to the fire alarm installed where needed). Escape routes checked at the start of each shift to ensure they're clear and unlocked. PEEP in place for staff with mobility impairments, with a designated refuge area on the first floor and an evac chair on the landing. All final exit doors openable without a key from inside."

Common mistakes I see:

"All exits are clearly marked." Marking is one thing, but are they actually usable? I've done walk-throughs where signed fire exits were blocked by delivery pallets or locked from the inside. Check that routes are clear, unlocked, and adequate for your occupancy at all times.

"We'd just use the front door." If the fire is near the front door, you need an alternative. Every area needs at least two independent escape routes where possible.

10. Means of Giving Warning

What could prevent timely warning: Describe anything that could prevent people from being warned of a fire quickly enough to evacuate. I want to know whether your fire detection covers all areas, whether the alarm is audible everywhere including toilets and outdoor areas, whether staff know what the alarm sounds like, and whether the system is maintained and tested regularly.

What controls are in place: Tell me about the type and coverage of your fire detection system, maintenance contracts, weekly testing schedules, break glass call points at exits, monitoring connections, and staff training on alarm sounds and evacuation procedures.

What good answers look like:

Hazards: "Kitchen uses smoke detectors that are prone to false alarms from cooking. Toilets and the external smoking area are furthest from the main alarm panel. New staff may not recognise the alarm sound. System relies on battery backup during power cuts."

Controls: "Automatic fire detection throughout the premises with heat detectors in the kitchen (replacing smoke detectors to avoid false alarms) and smoke detectors in all other areas. Break glass call points at all final exits. Alarm system maintained under contract, tested weekly on rotating call points, and serviced 6-monthly. Alarm audible throughout premises including toilets and external smoking area. Staff trained to recognise the alarm sound during induction. System connected to an alarm receiving centre for out-of-hours monitoring."

Common mistakes I see:

"We have a fire alarm." When was it last tested? Is it audible in every area? Does it cover all zones? I need specifics, not a statement of existence.

"Staff would shout if there was a fire." Shouting isn't a reliable warning method. You need automatic detection and an audible alarm that covers every part of the premises. I've been in buildings where you couldn't hear the alarm in the toilets. That's a serious problem.

11. Manual Fire Extinguishers

What issues exist: Describe any issues with the provision, maintenance, or accessibility of fire extinguishers at your premises. I'm looking at whether you have the right types for the risks in each area, whether they're accessible and unobstructed, whether they've been serviced recently, and whether staff know how to use them safely.

What controls are in place: Tell me what types of extinguisher you have and where, your annual servicing schedule, staff training on safe use, and whether staff understand that they should only tackle small fires when it's safe to do so and their escape route is clear.

What good answers look like:

Hazards: "Kitchen has cooking oil fire risk but only a CO2 extinguisher nearby. Bar area extinguisher is behind the DJ booth and hard to reach. Some staff have never used an extinguisher. Extinguishers on the first floor haven't been serviced this year."

Controls: "Fire extinguishers provided as follows: wet chemical extinguisher and fire blanket in the kitchen near cooking equipment, CO2 extinguishers near electrical equipment in the bar and office, water extinguishers at the main entrance and rear exit. 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, always ensuring the escape route is clear."

Common mistakes I see:

"We have extinguishers everywhere." Quantity doesn't matter if the types are wrong. A water extinguisher near electrical equipment or a CO2 extinguisher near cooking oil is dangerous. I've seen this more times than I can count.

"Staff are trained to fight fires." The priority is always evacuation. Extinguisher training should stress only tackling small fires when it's safe and the escape route is clear.

12. Emergency Escape Lighting

What could prevent visibility: Describe anything that could prevent people from seeing escape routes clearly during a power failure. I want to know whether emergency lighting covers all escape routes, changes in floor level, stairs, final exits, and the locations of firefighting equipment. If mains power fails during a fire, people need to be able to navigate out safely.

What controls are in place: Tell me about the coverage of your emergency lighting system, testing schedules (monthly function test and annual full duration test), battery backup duration, illuminated exit signs, and how you record test results.

What good answers look like:

Hazards: "Basement storage area has no emergency lighting. Stairwell between ground and first floor relies on a single emergency light unit. Exit signs above the rear fire exit are not illuminated. No emergency lighting covers the change in floor level between the bar and restaurant."

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

Common mistakes I see:

"The lights came on when we tested them." A function test (lights come on) is different from a duration test (lights stay on for 3 hours). You need both, monthly and annually. Most people I work with don't realise the annual duration test exists.

"We have exit signs." Illuminated exit signs alone aren't enough. You need emergency lighting along the full escape route, including stairs and changes in floor level.

13. Fire Safety Signs and Notices

What gaps exist: Describe any gaps in fire safety signage at your premises. I'm looking at whether fire action notices are displayed, whether escape route signs clearly direct people to exits, whether fire doors are marked, whether firefighting equipment is identified, and whether your assembly point is signed. Poor signage means people won't know where to go or what to do.

What controls are in place: Tell me about fire action notices at call points, escape route signs (running man) along corridors and at exits, fire door keep shut signs, extinguisher identification signs, assembly point signage, and whether signs are photoluminescent or visible in low light.

What good answers look like:

Hazards: "Fire action notices are only displayed at the front entrance, not at other call points. No directional signs along the first floor corridor pointing to the rear exit. Assembly point in the car park is not signed. Some fire door keep shut signs are missing."

Controls: "Fire action notices displayed at every call point. 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 the designated meeting point in the car park. All signs comply with BS 5499 and are photoluminescent where emergency lighting is not provided."

Common mistakes I see:

"Everyone knows where the exits are." Regular staff might, but customers, delivery drivers, and new starters don't. Signage exists for people who don't know the building.

"We have a fire action notice on the wall." One notice isn't enough. Display them at every call point and in every area where people might need to act.

14. Management of Fire Safety

What weaknesses exist: Describe any weaknesses in how fire safety is managed at your premises over time. I want to know whether you have a named responsible person, whether the fire risk assessment is reviewed regularly, whether training and drill records are maintained, and whether new staff receive fire safety induction. Fire safety requires ongoing management, not just physical measures. This is where I see the biggest gap between what's written down and what actually happens.

What controls are in place: Tell me who the named responsible person is, how often the risk assessment is reviewed, what your fire log book contains (test records, training records, maintenance certificates), fire drill frequency and what you learn from them, induction training for new staff, and whether you have a written emergency plan.

What good answers look like:

Hazards: "No named responsible person since the previous manager left. Fire risk assessment hasn't been reviewed since it was first completed. Fire drills run but not formally recorded. New staff don't receive fire safety training until their second week."

Controls: "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 their first day and annual refresher training. Fire drills conducted every 6 months (last drill October 2024), with records including evacuation time, issues identified, and actions taken. Written emergency plan covers arrangements for alerting the fire service, coordinating evacuation, and liaising with emergency services."

Common mistakes I see:

"The manager handles fire safety." Name a specific person. If that person leaves, you need to formally hand over the responsibility. I've walked into businesses where the named responsible person left six months ago and nobody updated anything.

"We did the risk assessment when we opened." A fire risk assessment is a living document. It must be reviewed at least annually and after any significant change to your premises, layout, equipment, or use. This is a legal requirement, not a suggestion.

Automate the Follow-Up with Poppi

This is the part most people skip, and it's the part that matters most. I've seen hundreds of risk assessments completed once and never looked at again. They sit in a folder until someone asks for them, usually during an audit or after an incident. The problem isn't that people don't care. There's just no system reminding anyone to check.

Once your fire risk assessment is set up as a work activity in Pilla, you can use Poppi Actions to set up a scheduled report that tells you when it was last completed. The report also shows how many incomplete instances exist since the last completion, so you can spot anything that was assigned but never finished.

I'd set this up to cover all your risk assessment types in a single rule. Tag your fire risk assessment, kitchen risk assessment, FOH risk assessment, and any others, then include all the tags in one rule. Poppi sends the report on whatever schedule you choose. I'd recommend monthly to start with. You can always change it.