PAS 79 Reporting Standards Guide for Dutyholders

A fire risk assessment is only as useful as the report behind it. This PAS 79 reporting standards guide explains what a well-prepared assessment record should show, why it matters to the responsible person, and how it supports safer decisions for occupied premises. For landlords, managing agents and facilities teams, a report must do more than state that an inspection took place. It needs to evidence a considered assessment, identify proportionate action and provide a clear record that can stand up to scrutiny.

What PAS 79 means for fire risk assessment reporting

PAS 79 is a published methodology for recording fire risk assessments. It is not legislation in itself, and using PAS 79 does not remove a dutyholder’s legal responsibilities. However, it provides a recognised, structured framework for carrying out and documenting an assessment of fire precautions.

For most non-domestic premises, PAS 79-1 is the relevant framework. PAS 79-2 addresses fire risk assessment in housing, including common parts and certain residential settings. The correct approach depends on the building, how it is occupied and the scope of the responsible person’s duties.

The Regulatory Reform (Fire Safety) Order 2005 remains central to fire-safety duties in England and Wales. Scotland and Northern Ireland have different legal regimes, so a report should always be considered in the context of the location and type of premises. PAS 79 helps translate site observations, consultation and evidence into a logical written record, rather than relying on a generic tick-box document.

The information a PAS 79-style report should contain

A credible report starts by making the premises and assessment scope unmistakably clear. That includes the address, building use, relevant areas inspected, date of assessment, assessor details and the identity of the responsible person or other dutyholder where known. If parts of a site were inaccessible, locked or outside the agreed scope, this should be stated plainly. Assumptions can affect the reliability of findings, so they should never be hidden.

The report should then describe the people who may be at risk. This is more than an occupant number. It may include sleeping residents, children, older people, people with mobility or sensory impairments, lone workers, visitors unfamiliar with the building and contractors working outside normal hours. A suitable assessment considers whether the existing alarm, escape strategy and management arrangements work for those people in practice.

Fire hazards and existing precautions

The assessor should record material sources of ignition, fuel and oxygen, alongside the control measures already in place. In a commercial kitchen, this might involve cooking equipment, extraction arrangements and staff procedures. In a converted block of flats, it may concern electrical intake cupboards, storage in communal escape routes, flat entrance doors and the management of refuse.

The purpose is not to catalogue every item in the building. It is to identify hazards that could realistically contribute to a fire or make its consequences worse. The report should explain the link between the observed condition and the potential risk. For example, stating that an escape route is obstructed is useful; identifying where it is obstructed, who could be affected and what needs to change is far more actionable.

Existing fire precautions should be considered as a connected system. Means of escape, emergency lighting, fire alarm and detection arrangements, fire doors, signs, extinguishers, compartmentation, smoke control and staff training each have a role. A satisfactory alarm system cannot compensate for an unusable exit, and a fire door cannot perform as intended if it is wedged open or poorly maintained.

Management arrangements and supporting evidence

Many significant findings arise from management gaps rather than an obvious physical defect. A PAS 79-based report should consider testing and maintenance records, evacuation procedures, staff instruction, contractor controls, housekeeping, checks of fire doors and the arrangements for reporting defects.

This does not mean every certificate has to be reproduced within the report. It does mean the assessor should record what evidence was available and whether it supported the conclusion reached. If alarm testing records were not produced, or a maintenance certificate was out of date, that is relevant. Clear evidence protects the dutyholder as well as the assessor by showing what was reviewed on the day.

Turning findings into a practical action plan

A report becomes valuable when it gives the responsible person a workable route to improvement. Recommendations should be specific, proportionate and prioritised according to the level of risk. Vague wording such as “improve fire safety” offers little help. A stronger action specifies the issue, location, required outcome and recommended timescale.

Urgent findings need immediate attention. These may include a final exit that cannot be opened readily, serious fire-door defects in a protected route, exposed electrical hazards, disabled alarm coverage or extensive storage blocking an escape corridor. Other actions may require planned expenditure, specialist investigation or coordination with a landlord, leaseholder or managing agent. The report should distinguish these categories so that resources are directed properly.

Not every recommendation requires wholesale replacement or major building work. A proportionate assessment recognises the age, layout, use and occupation of the premises. Equally, low occupancy is not a reason to overlook an inadequate escape route or a failure of essential fire precautions. The question is whether the overall measures reduce risk to a tolerable level for the people who may be affected.

What makes a report suitable for insurers, lenders and enforcement scrutiny

Insurers, conveyancers, lenders and enforcing authorities may each look for different details, but they usually need the same underlying qualities: a defined scope, competent assessment, clear significant findings and evidence of follow-up. A professionally presented digital report with photographs, location-specific observations and an action schedule is easier to review than a short certificate with no reasoning.

Insurance-compliant reporting should not be confused with a guarantee that every insurer will reach the same underwriting decision. Insurers may ask for additional information based on a building’s construction, claims history, occupancy or protections. Nevertheless, a thorough PAS 79-style report gives the dutyholder a credible record from which to answer those questions and demonstrate that risks have been considered.

For property sales, refinancing or licence applications, timing can be as pressing as quality. A rapid assessment is helpful only if the report is still complete and defensible. When an urgent inspection is needed, provide the assessor with available plans, maintenance records, previous assessments and details of any recent alterations before the visit. This reduces delays and helps ensure that the report reflects the property as it is now.

Common reporting weaknesses to avoid

The most frequent weakness is treating fire risk assessment as a certificate rather than a live management process. An assessment can become outdated after a change of use, refurbishment, an increase in occupancy, a fire incident or the discovery of serious defects. Review dates should be recorded, but a date alone is not a reason to wait if conditions change sooner.

Another problem is failing to close out actions. Keeping the report on file does not resolve the deficiencies it identifies. Assign each action to a named person, retain invoices or service records where appropriate, and record when the remedial work has been checked. If a recommendation cannot be completed immediately, document the interim controls and obtain competent advice on the remaining risk.

Finally, avoid reports that make broad conclusions without explaining the basis for them. A clear report records limitations, identifies uncertainty and recommends further investigation where it is genuinely needed. That transparency is more useful than an overconfident statement that cannot be supported by site evidence.

Choosing an assessor and preparing for the visit

Competence is not simply a job title. Ask how the assessor’s experience relates to your type of premises, whether they hold appropriate professional credentials, and whether they are insured. For higher-risk or unusual buildings, relevant specialist knowledge matters. A small office, HMO, place of worship and care setting each present different challenges.

Before the assessment, arrange access to plant rooms, roof areas, electrical cupboards and common parts. Tell occupants or site staff what will happen, particularly where testing or inspection may affect normal operations. Have previous reports, fire-alarm and emergency-lighting records, evacuation information and details of planned works ready for review. Good preparation allows more time for meaningful assessment rather than chasing basic information.

Firelux provides detailed digital reporting, practical action plans and responsive booking for property stakeholders across London and the South East. Where a report identifies an issue, the next step is not simply to file it away, but to understand the priority, assign ownership and move the remedy forward with confidence.