Before the visit, agree the assessment scope and access, gather the previous report and relevant records, and identify someone who can explain how the building is used and managed. Tell the assessor about missing evidence or inaccessible areas in advance. Preparation supports the assessment; it does not replace the site inspection.
1. Agree the building, use and scope
Start with the full address, number of floors and entrances, current use and the areas you control. Explain whether the premises include residential common parts, commercial units, short-term accommodation or a mixture. Provide plans where available, but identify drawings that may be out of date. Confirm which areas and activities the quotation covers and whether any specialist surveys are separate. For blocks of flats, agree any flat entrance door access in advance; do not assume that a common-parts visit includes inspection inside every flat. Resolve scope questions before attendance so that the report addresses the intended premises.
2. Send the previous report and relevant evidence
Provide the latest FRA with its action plan and evidence of work already completed. Add available fire strategy information, relevant plans, fire door surveys and records for installed systems such as fire alarms, emergency lighting and smoke control. Include routine check logs as well as contractor service reports, where held. Check that documents relate to the correct building, system and date. A booking confirmation or invoice may show that work was arranged or charged for without recording the test outcome. Identify missing records clearly and request them from the relevant contractor; do not describe an unverified service as confirmed.
3. Plan access and nominate a contact
Arrange keys, access codes and permissions for the agreed areas, including plant rooms, stores, risers and external routes where relevant. Check who can unlock them on the day and provide a reachable contact. Where resident or tenant appointments are needed, give suitable notice and record the arrangements. Tell the assessor about access restrictions, hazards and site rules before attendance. Do not open electrical enclosures, enter unsafe spaces or disturb construction just to prepare for the visit. If an area cannot be accessed safely, explain the restriction so that the assessor can record its effect and identify appropriate follow-up.
4. Explain changes, incidents and day-to-day management
Tell the assessor about alterations, changes of use or occupancy, changes to escape arrangements, system faults and outstanding remedial work since the previous assessment. Include known fires, significant false alarms, near misses and relevant fire-service correspondence. Make available the emergency arrangements, routine inspection procedures, resident or staff information and the contact details of parties sharing fire-safety responsibilities. Where people may need support in an emergency, explain the arrangements through an appropriate confidential route. Share only the personal information needed for the assessment, securely. Accurate information is more useful than presenting the building as problem-free.
5. What to do if information or access is missing
Keep a simple list of evidence supplied, evidence requested and access still to be arranged. Ask the assessor whether a gap affects the planned visit or needs a separate investigation. Missing information does not prove that a system is defective, but it may prevent the assessor from confirming its condition or management. Equally, do not leave a known hazard in place just so it can be photographed: take appropriate action and retain a record of what changed. After the visit, provide outstanding information promptly and check the report's scope, limitations and action plan before organising the next steps.