A significant finding in a fire risk assessment is any identified fire hazard, person at risk, or required control measure that materially affects fire safety and must be recorded as part of the assessment’s written record.
Under the Regulatory Reform (Fire Safety) Order 2005, Responsible Persons must record the significant findings of their fire risk assessment in certain circumstances. These records form the core evidence that a premises has been properly assessed and managed.
Understanding what qualifies as a significant finding is essential to ensuring that a fire risk assessment is suitable and sufficient.
In legal terms, significant findings are the material conclusions of the fire risk assessment — not the entire inspection narrative. They summarise the risks identified and the measures required to control those risks.
Contents
- 1 What Does “Significant Finding” Mean?
- 2 What Counts as a Significant Finding?
- 3 What Must Be Recorded as Significant Findings?
- 4 When Must Significant Findings Be Recorded?
- 5 What Is Not a Significant Finding?
- 6 Why Significant Findings Matter
- 7 How Detailed Should Significant Findings Be?
- 8 Example of a Significant Finding
- 9 Are Significant Findings a Legal Requirement?
- 10 Who Is Responsible for Recording Significant Findings?
- 11 Conclusion
- 12 Frequently Asked Questions
What Does “Significant Finding” Mean?
A significant finding is not simply every observation made during an inspection.
It refers specifically to:
- Identified fire hazards
- People at risk
- Existing fire safety measures
- Deficiencies or gaps in protection
- Actions required to reduce risk
In other words, significant findings are the elements that influence life safety and compliance — not minor commentary or general notes.
What Counts as a Significant Finding?
A significant finding typically includes:
- Identified fire hazards
- Persons especially at risk
- Existing preventive and protective measures
- Deficiencies in fire protection
- Actions required to reduce risk
This is the information that must be recorded where the Fire Safety Order requires a written record.
What Must Be Recorded as Significant Findings?
Significant findings typically include:
1. Fire Hazards Identified
This may include:
- Faulty electrical installations
- Inadequate fire separation
- Obstructed escape routes
- Fire door defects
- Inadequate fire detection systems
Only hazards that present a realistic risk to occupants need to be formally recorded.
2. Persons at Risk
The assessment must record:
- Employees
- Residents
- Visitors
- Contractors
- Vulnerable occupants
- Sleeping occupants
Particular attention should be given to those who may require assistance to evacuate.
3. Existing Fire Safety Measures
The assessment should record:
- Fire alarm systems
- Emergency lighting
- Fire doors and compartmentation
- Fire extinguishers
- Evacuation procedures
This demonstrates that control measures have been evaluated.
4. Required Actions
Where deficiencies are identified, the significant findings must clearly state:
- What needs to be done
- Why it is necessary
- Who is responsible
- Timescale for completion
Vague recommendations are not sufficient.
When Must Significant Findings Be Recorded?
Under Article 9 of the Regulatory Reform (Fire Safety) Order 2005, the Responsible Person must carry out a suitable and sufficient assessment of fire risks. Where required by Article 9(6), they must also record the significant findings of that assessment and any group of persons especially at risk.
Significant findings must be recorded where:
- The premises employs five or more people
- A licence is in force
- The premises form part of a residential building
- An enforcing authority requires it
In practice, most commercial and residential premises are required to keep written records.
In addition to recording significant findings, the Responsible Person must provide employees with relevant fire safety information. This includes the risks identified by the assessment and the preventive and protective measures in place. Employees do not need to receive a full copy of the fire risk assessment, but they must be informed of the findings that affect their safety and the procedures they are expected to follow.
What Is Not a Significant Finding?
Not everything observed during an assessment is a significant finding.
Examples of non-significant observations might include:
- Minor cosmetic damage
- Issues already addressed
- General best-practice suggestions
The purpose of recording significant findings is to highlight material fire safety matters, not to create unnecessary documentation.
Why Significant Findings Matter
Significant findings form the legal backbone of a fire risk assessment.
They:
- Demonstrate compliance
- Provide an audit trail
- Prioritise corrective action
- Support enforcement defence if challenged
Poorly documented significant findings are one of the most common weaknesses identified during fire authority audits.
How Detailed Should Significant Findings Be?
Significant findings should be:
- Clear
- Specific
- Actionable
- Proportionate to risk
They should allow a competent third party to understand:
- What the issue is
- Why it matters
- What must be done
Overly generic wording can undermine the defensibility of an assessment.
Example of a Significant Finding
Inadequate Fire Door Maintenance
- Finding: Several flat entrance fire doors show damaged smoke seals and do not self-close fully.
- Risk: Potential failure of compartmentation in the event of fire.
- Action Required: Replace smoke seals and adjust closers to ensure full self-closing function within 28 days.
This format clearly identifies the issue, risk, and corrective action.
Are Significant Findings a Legal Requirement?
The Fire Safety Order requires Responsible Persons to record significant findings where applicable. Failure to properly document findings may result in enforcement action.
While the legislation does not prescribe a template format, enforcing authorities expect significant findings to clearly demonstrate that risks have been assessed and controlled.
Who Is Responsible for Recording Significant Findings?
The Responsible Person holds ultimate legal responsibility.
However, in practice, many organisations appoint a competent fire risk assessor to ensure that significant findings are correctly identified and recorded.
Conclusion
A significant finding in a fire risk assessment is any hazard, risk, or control measure that materially affects fire safety and must be recorded to demonstrate compliance.
Recording significant findings is not a paperwork exercise — it is a statutory requirement that underpins the defensibility of the entire fire risk assessment.
At Fire Risk Assessment Network, we provide structured, legally compliant fire risk assessments across the UK, ensuring that significant findings are clearly identified, prioritised, and documented.
If you require a professional assessment or need your existing assessment reviewed, contact us today for a free quotation.
Frequently Asked Questions
Yes. Where the premises employs five or more people, is licensed, or falls under specific fire safety requirements, the significant findings of the fire risk assessment must be recorded in writing. In addition, the Responsible Person must provide employees with relevant fire safety information, including the risks identified and the preventive and protective measures in place.
Can I use a template to record significant findings?
Templates may be used, but they must be tailored to the specific premises. Generic or tick-box findings may not meet the standard of suitable and sufficient.
How long should significant findings be kept?
Records should be retained as part of your fire safety documentation and reviewed regularly. They should be updated whenever the fire risk assessment is reviewed.
Are minor issues considered significant findings?
Only issues that materially affect fire safety should be recorded as significant findings. Minor cosmetic issues that do not impact safety would not normally qualify.
