Tetra Assessment Guidance

Purpose-built with property managers, 
for property managers.

Scheduling: preferred visit start date

We ask for your preferred site visit start date to support effective planning and scheduling of our consultants across all assessment types, including health, safety and fire, asbestos, and water hygiene (Legionella) risk assessments. Understanding your preferred timeframe helps us align resources appropriately, prioritise works where compliance deadlines or known risks exist, and minimise disruption to occupants and site operations. This is particularly important for water hygiene assessments, where regular review and monitoring of water systems is a key legal duty under UK health and safety legislation due to the potential risk of exposure to Legionella bacteria. While we cannot guarantee attendance on the requested date, providing this information allows us to make every reasonable effort to meet your expectations and manage any site-specific risks or compliance requirements effectively.

If you are unsure of an exact date, please provide your best estimate or select the nearest suitable date. This information can be updated if circumstances change and helps us initiate early planning and communication to ensure the visit is scheduled as efficiently as possible. Regular review and assessment are a key part of managing health, safety, fire, water hygiene, and asbestos risks, and timely assessments help ensure ongoing legal compliance and effective risk control.

All assessments should be carried out in line with current Health and Safety Executive (HSE) guidance and recognised standards, which set out the duties of those responsible for managing premises and the risks associated with them.

Relevant HSE guidance includes:

General health and safety duties and risk assessment principles:
https://www.hse.gov.uk/risk/faq.htm

Fire safety responsibilities and risk assessment guidance (England):
https://www.gov.uk/workplace-fire-safety-your-responsibilities

Legionella (water hygiene) risk assessment, monitoring, and control:
https://www.hse.gov.uk/legionnaires/legionnaires-disease.htm

Asbestos management and survey requirements:
https://www.hse.gov.uk/asbestos/

These sources reflect the recognised standards for compliance and are commonly referenced during inspections and enforcement activity.

Age of a property

The approximate year a property was built helps us correctly scope, plan, and deliver a proportionate and effective health and safety assessment. A building’s age is a key indicator of the construction methods, materials, and design standards that may be present. In particular, older buildings are more likely to contain higher-risk materials or legacy features such as asbestos-containing materials (ACMs), lead-based products, outdated fire compartmentation, or historic water systems that may present an increased risk of Legionella. Understanding the approximate build period allows us to anticipate these factors, allocate appropriately qualified consultants, and ensure that any relevant legal and compliance considerations are properly addressed during the assessment.

Please provide the approximate year the property was built to the best of your knowledge. If you are unsure, a reasonable estimate is sufficient. There are several reliable, publicly available sources that can help you determine an approximate build date. The Energy Performance Certificate (EPC) register often provides a general age band for UK properties. Historic Ordnance Survey maps can then be used to identify when a building first appears on mapped records, which can significantly narrow down the construction period. Many local authorities also publish historic planning records online, and the earliest recorded date in the HM Land Registry can provide additional context. By combining these sources, most properties can be dated with a good level of confidence.

Historic Ordnance Survey maps can be accessed here:
https://maps.nls.uk/os/

Zoom to the property location and compare successive map editions to identify when the building first appears.

Balconies

Balconies can present additional health and safety risks and often require specific consideration during an inspection. By understanding whether balconies are present on site, we can ensure they are appropriately included within the scope of the assessment and that sufficient time is allocated to inspect them safely and thoroughly. Balconies may introduce risks related to structural integrity, edge protection, load-bearing capacity, drainage, and working at height, all of which can have significant safety and compliance implications if not properly managed.
Please include any structure that provides external access from a dwelling or occupied space, regardless of size. This includes traditional balconies, Juliet balconies, roof terraces, external decks, or similar features, even if they are not regularly used. If you are unsure whether a structure should be classed as a balcony, it is best to include it so it can be reviewed and assessed as part of the visit.

Building Height and why it is important

Building height is a critical factor in determining risk profile, applicable legislation, and the safety standards that must be applied. In particular, the height of a building is used to establish whether it may fall within the scope of the Building Safety Act 2022 as a Higher-Risk Building (HRB). Under current legislation, HRBs are generally defined as residential buildings that are at least 18 metres in height or have 7 or more storeys, and contain at least two residential units. These buildings are subject to enhanced regulatory oversight, stricter duty-holder responsibilities, and additional requirements relating to fire and structural safety. By understanding the building height at an early stage, we can correctly assess legislative applicability, ensure the appropriate level of competence and resource is allocated, and support compliance with current building safety and fire safety regulations.

Please measure the building height from ground level to the highest occupied floor or, where relevant, to the roofline. If exact measurements are not available, a reasonable estimate is acceptable. Accurate height information helps ensure that the correct regulatory framework is applied and that any additional compliance obligations are identified early. Further guidance on the Building Safety Act and Higher-Risk Buildings can be found on the UK Government website:
https://www.gov.uk/guidance/the-building-safety-act

Listed building classification

Knowing whether a building is listed allows us to appropriately scope, plan, and deliver a compliant health and safety assessment. Listed buildings are subject to additional legal protections and restrictions, which can affect how safety risks are assessed and managed. This may influence the extent of intrusive inspection, the types of control measures that can be recommended, and the methods used to address risks related to fire safety, structural integrity, working at height, asbestos, or building services. Understanding a building’s listed status at an early stage enables us to balance health and safety duties with heritage considerations, ensure that any recommendations are proportionate and lawful, and avoid unnecessary delays caused by the need for specialist advice or additional permissions.

Please provide the building’s listed status to the best of your knowledge, as accurate information helps prevent delays and ensures the assessment is correctly scoped from the outset. If you are unsure whether a building is listed, you can check this using publicly available resources. In England, Historic England provides a searchable National Heritage List for England, which confirms whether a building is listed and outlines the extent of its protection. Additional guidance on what listing means, and how it may affect works or alterations, can also be found on the Historic England website:
https://historicengland.org.uk/advice/hpg/has/listing/

Local authority planning portals may also provide confirmation of listed status and any related constraints.”

Internal floor areas and how to estimate them

The total internal floor area helps us accurately scope, plan, and deliver an appropriate and proportionate health and safety assessment. The size of a building directly affects the time, resources, and level of inspection required, as well as the potential complexity of risks present. Larger floor areas may involve multiple use types, plant rooms, risers, service cupboards, or shared spaces that require additional consideration for fire safety, water hygiene, asbestos management, and general health and safety compliance. Having this information in advance allows us to allocate the correct level of resource, ensure adequate inspection time is scheduled, and provide advice that reflects the scale and layout of the premises.
Please provide the approximate total internal floor area to the best of your knowledge. Accurate information helps avoid delays and ensures the assessment is scoped correctly from the outset. If you do not have an exact figure, an informed estimate is acceptable. Internal floor area is typically measured to the internal face of the external walls and excludes external spaces such as balconies. Guidance on standard methods of measuring internal floor area is available from the Royal Institution of Chartered Surveyors (RICS): https://www.rics.org/uk/upholding-professional-standards/sector-standards/valuation/global-standards-and-guidance/rics-property-measurement/

Building entrances

The total number of entrances helps us understand how many external access points need to be inspected to ensure a complete and effective safety assessment. Entrances and exit points are critical to fire safety, security, emergency evacuation, and general site safety. Each entrance may present different risks related to means of escape, fire doors, signage, lighting, access control, and accessibility. Knowing how many entrances are present allows us to plan the inspection appropriately, ensure no access points are overlooked, and confirm that escape routes and fire safety measures are suitable and compliant.

Please include all doors that allow entry into the building from outside. This includes main entrances, secondary or rear doors, service or delivery entrances, and any external fire exits, even if they are not routinely used. If you are unsure whether a door should be counted as an entrance, it is best to include it so it can be reviewed during the assessment. Further guidance on what constitutes an entrance and how access and escape routes should be considered is available in UK Government fire safety risk assessment guidance:
https://www.gov.uk/government/publications/fire-safety-risk-assessment-offices-and-shops

How to identify your site category and why it is important

Understanding the site category (for example, whether the building is low-rise, medium-rise, or high-rise) is essential to ensuring that the assessment is correctly scoped and delivered in line with current legislation. This is particularly important following the implementation of the Building Safety Act 2022, which introduced enhanced regulatory requirements for certain higher-risk buildings. Knowing the site category allows us to determine whether the building is within scope of the higher-risk building regime, allocate consultants with the appropriate competence and experience, and ensure that the assessment addresses any additional legal and safety obligations that may apply. This helps ensure that the correct assessment approach is taken and that compliance expectations are properly met.

Under the Building Safety Act 2022, the UK Government formally defines a Higher-Risk Building (often referred to as a high-rise residential building) as one that:

Is at least 18 metres in height or has 7 or more storeys, and

Contains two or more residential units (England).

This definition is used by the Building Safety Regulator and determines whether a building is subject to enhanced oversight, registration requirements, and additional duties relating to fire and structural safety.

Government guidance on the criteria for higher-risk buildings can be found here:
https://www.gov.uk/government/collections/guidance-on-the-criteria-for-being-a-higher-risk-building

Further tools and guidance on managing and registering higher-risk (high-rise) residential buildings are available here:
https://www.gov.uk/government/collections/managing-high-rise-residential-buildings

At present, there are no formally defined legal categories on GOV.UK for “low-rise” or “medium-rise” buildings. These terms are commonly used within the built environment and health and safety industry to describe buildings below the higher-risk threshold (generally under 7 storeys or 18 metres), but they are not codified in legislation in the same way as higher-risk buildings. If you are unsure which category applies to your site, please provide your best estimate and we will review this as part of the scoping process.

Building staircases

The total number of staircases is an important factor in scoping and delivering an effective health and safety assessment. Staircases play a critical role in means of escape, fire compartmentation, and the safe movement of occupants within a building. Multiple staircases can introduce variations in design, protection, and usage, each of which may present different risks or compliance requirements. By understanding how many staircases are present, we can ensure that all escape routes are properly assessed, sufficient time is allocated for inspection, and any risks related to fire safety, structural condition, lighting, handrails, or slip and trip hazards are fully considered.

Please provide the total number of staircases to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. Include all internal staircases that are intended for regular use or form part of an emergency escape route, including communal stairs, secondary stairs, and protected stairwells. If you are unsure whether a staircase should be included, it is best to include it so it can be reviewed during the assessment. Further guidance on which staircases should be considered in fire safety risk assessments is available in UK Government guidance for residential premises:
https://www.gov.uk/government/publications/fire-safety-risk-assessment-residential-care-premises

Fire Safety Checks

Knowing whether current fire safety checks are available helps us accurately scope, plan, and deliver an effective fire safety assessment. Existing fire safety checks can provide important information about the condition and performance of fire protection measures, such as fire alarms, emergency lighting, fire doors, and firefighting equipment. Reviewing this information in advance allows us to understand the current level of compliance, identify any previously noted issues or outstanding actions, and avoid unnecessary duplication of checks. This helps ensure the assessment focuses on areas of greatest risk and reflects the actual fire safety management arrangements in place within the building.
Please confirm whether current fire safety checks are available, to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. This may include records of routine testing, maintenance certificates, inspection logs, or recent fire safety assessments. If you are unsure, select the most appropriate option and we can review this with you before or during the visit.

Electrical remedials

Details of any electrical remedial works help us scope, plan, and deliver an effective and proportionate safety assessment. Understanding what electrical issues have previously been identified, and what remedial actions have been taken, allows us to assess the current risk profile of the installation and avoid unnecessary duplication of inspection or testing. Electrical remedials are often linked to fire risk, equipment failure, and the safety of building occupants and maintenance personnel. Having this information in advance enables us to focus the assessment on outstanding risks, verify that previous issues have been adequately addressed, and ensure our recommendations are appropriate and compliant with current electrical safety standards.

Please provide details of any known electrical remedial works to the best of your knowledge. This may include repairs, upgrades, or corrective actions identified through an Electrical Installation Condition Report (EICR), Portable Appliance Testing (PAT), or other electrical inspections. Examples include the replacement of damaged cabling, upgrading consumer units, improving earthing or bonding, or resolving issues such as exposed live parts or overloaded circuits. Accurate information helps avoid delays and ensures the assessment is correctly scoped. Further guidance on electrical safety and what is typically considered electrical remedial work can be found on the Health and Safety Executive (HSE) website:
https://www.hse.gov.uk/electricity/faq.htm

Local enforcement actions

Information about any previous enforcement action by local authorities, fire and rescue services, or other regulatory bodies is essential to help us accurately scope and deliver an effective safety assessment. Enforcement notices often indicate areas where significant risks, non-compliance, or management failings have been identified in the past. Understanding this history allows us to focus on higher-risk areas, review whether required actions have been completed, and assess whether controls are now adequate and sustainable. It also helps ensure that our advice aligns with regulatory expectations and supports you in maintaining ongoing compliance with health and safety and fire safety legislation.

Please provide details of any known enforcement action to the best of your knowledge, including improvement notices, prohibition notices, or formal fire safety enforcement notices, whether they are current or have been resolved. Accurate information helps avoid delays and ensures the assessment is correctly scoped from the outset. If you are unsure what constitutes enforcement action, or would like to understand more about how inspections and enforcement work, further guidance is available on the UK Government website:
https://www.gov.uk/workplace-fire-safety-your-responsibilities/enforcement

Available Risk Assessments

Knowing whether previous risk assessments are available helps us accurately scope, plan, and deliver an effective safety assessment. Access to existing assessments allows us to review previously identified risks, confirm whether recommended actions have been completed, and ensure that any ongoing or emerging issues are appropriately addressed. It also helps maintain continuity between visits, align reporting, and avoid unnecessary duplication of work. Where historic assessments exist, this information enables us to build on previous findings and provide a meaningful update rather than starting from first principles.

Please indicate whether any previous risk assessments are available, to the best of your knowledge, as accurate information helps avoid delays. If you are a PRISM client, select “Yes – Held in PRISM”, as we will be able to access the relevant records directly. If you are not a PRISM client but have an available assessment, please select “Yes” and, where possible, provide a copy to your business development or client services manager in advance of the visit. If no previous assessment is available, select “No”. If you are unsure, please select “Unknown” rather than guessing.

Further guidance on risk assessment duties and good practice is available from the UK Government and the Health and Safety Executive (HSE):

Fire risk assessments and responsibilities:
https://www.gov.uk/workplace-fire-safety-your-responsibilities/fire-risk-assessments

General health and safety risk assessment guidance:
https://www.hse.gov.uk/simple-health-safety/risk/

Fixed wiring surveys

Knowing whether a current fixed wiring survey is available helps us accurately scope, plan, and deliver an effective safety assessment. A fixed wiring inspection, commonly referred to as an Electrical Installation Condition Report (EICR), provides critical information about the condition and safety of a building’s electrical installation. Reviewing an existing and in-date report allows us to understand any identified risks, outstanding remedial actions, and overall compliance with electrical safety standards. This helps us avoid unnecessary duplication of inspection, focus on any unresolved issues, and ensure our assessment and recommendations are proportionate to the current level of risk.

Please confirm whether a current fixed wiring survey (EICR) is available, to the best of your knowledge. Accurate information helps avoid delays and ensures the assessment is correctly scoped. An EICR typically assesses the condition of fixed electrical systems, including wiring, distribution boards, earthing and bonding, and protective devices, and identifies any defects or non-compliances that may require remedial action. Further guidance on what fixed wiring inspections include and how electrical safety is managed can be found on the Health and Safety Executive (HSE) website:
https://www.hse.gov.uk/electricity/faq.htm

Communal fire doors

The number of communal fire doors is a key factor in scoping and delivering an effective fire safety and health and safety assessment. Communal fire doors play a critical role in preventing the spread of fire and smoke, protecting escape routes, and supporting safe evacuation. Each fire door must be correctly specified, installed, and maintained to perform as intended. Knowing how many communal fire doors are present allows us to allocate sufficient time for inspection, ensure all relevant doors are assessed, and provide accurate advice on compliance, maintenance, and any remedial actions required.

Please provide the number of communal fire doors to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. Communal fire doors typically include doors within shared areas such as corridors, stairwells, lobbies, plant rooms, service cupboards, and doors separating communal spaces from private accommodation. If you are unsure whether a door should be counted, it is best to include it so it can be reviewed during the assessment. Further guidance on what is considered a communal fire door is available in UK Government fire safety risk assessment guidance for sleeping accommodation:
https://www.gov.uk/government/publications/fire-safety-risk-assessment-sleeping-accommodation

Fire evacuation policies

Understanding the site’s fire evacuation policy is essential for scoping and delivering an appropriate and effective fire safety assessment. Different buildings are designed to operate under different evacuation strategies, such as simultaneous evacuation, phased evacuation, or a stay put policy. The suitability of each approach depends on factors including building design, occupancy type, fire protection measures, and management arrangements. Knowing the intended evacuation strategy allows us to assess whether the building’s fire safety measures, signage, alarm systems, compartmentation, and management controls are appropriate, effective, and aligned with legal and best-practice guidance.

Please provide details of the site’s current fire evacuation policy to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly focused. This may include whether occupants are expected to evacuate immediately on alarm activation, follow a phased evacuation plan, or remain in place under a stay put strategy unless directly affected by fire or smoke. If you are unsure of the formal policy, provide any information you have about how occupants are instructed to respond in the event of a fire. Further guidance on common fire evacuation strategies, including stay put policies, is available from the National Fire Chiefs Council:
https://www.nationalfirechiefs.org.uk/write/MediaUploads/Guidance/Stay_Put_Guidance.pdf

How to find your responsible Fire & Rescue service?

Identifying the local Fire & Rescue Service helps us accurately scope, plan, and deliver an effective fire safety assessment. Fire & Rescue Services are the enforcing authorities for fire safety legislation and may have local policies, expectations, or previous involvement with a site that are relevant to the assessment. Knowing which service has jurisdiction allows us to align our advice with local enforcement practices, understand any prior engagement or guidance issued, and ensure that communication and compliance considerations are correctly managed.

Please provide the name of the Fire & Rescue Service responsible for the site to the best of your knowledge, as information to the best of your knowledge helps avoid delays and ensures the assessment is appropriately scoped. If you are unsure, you can easily identify the correct Fire & Rescue Service using the UK Government’s online service, which matches the responsible authority to the site’s location:
https://www.gov.uk/find-your-local-fire-station

Other Information that you may wish to include

This question allows you to share any additional information that may be relevant to the safe, efficient, and effective delivery of the assessment. While the form captures key details, every site is different and may have unique conditions, constraints, or risks that are not covered elsewhere.

This includes any known or planned works that may temporarily change site conditions, layouts, or safety arrangements.

Providing this information helps us anticipate potential hazards, plan appropriate control measures, allocate the right resources, and avoid unexpected issues on the day of the visit. It also supports compliance by ensuring that all relevant health, safety, and operational factors are considered as part of the assessment.

Please use this space to highlight anything that may affect access, safety, or scheduling. This may include restricted access areas, lone working arrangements, live or planned construction or refurbishment works, temporary changes to layouts or fire safety arrangements, vulnerable occupants, unusual site activities, known hazards, permit-to-work requirements, or specific time constraints.

Providing details of any planned or ongoing works is particularly important, as changes to the building or its use can affect the validity of fire risk assessments, asbestos surveys, and other safety assessments. Accurate and complete information helps avoid delays, aborted visits, or the need for immediate reassessment and enables us to plan the visit safely and efficiently.

Vacant floors

Knowing whether there are any vacant floors on site helps us accurately scope and plan an effective safety assessment. Unoccupied areas can present different and, in some cases, increased risks compared to occupied spaces. These may include reduced supervision, deteriorating building fabric, isolated or redundant services, increased fire loading, or changes to escape routes and fire protection measures. Understanding the presence and extent of vacant floors allows us to consider these factors, ensure they are appropriately assessed, and confirm that suitable controls remain in place to manage risk across the entire building.

Please confirm whether any floors are currently vacant, to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. Vacant floors include any levels that are unoccupied or not in regular use, even if they are still accessible or contain services, plant, or storage. Providing this information helps identify additional risks linked to unoccupied areas. Further guidance on managing and assessing risks is available from the Health and Safety Executive (HSE):
https://www.hse.gov.uk/risk/faq.htm

Lifts

Information about the number of lifts on site, their servicing history, and insurance status is essential for scoping and delivering an effective health and safety assessment and ensuring compliance with lifting equipment legislation. Lifts are classified as lifting equipment and are subject to specific legal requirements relating to safe operation, routine maintenance, and statutory inspection under the Lifting Operations and Lifting Equipment Regulations (LOLER). Each lift may present different risks depending on its type, age, usage, and location, affecting users, maintenance personnel, and emergency responders. Understanding how many lifts are present, when they were last routinely serviced, and when their insurance and associated inspection certification expires allows us to allocate sufficient inspection time, review compliance with maintenance and statutory examination requirements, and identify any increased risk arising from overdue servicing or inspections. This ensures our assessment accurately reflects the condition, management arrangements, and overall risk profile of the lifting equipment on site.

Please provide the total number of lifts, the date of the most recent routine lift service, and the expiry date of the lift insurance to the best of your knowledge. information to the best of your knowledge helps avoid delays and ensures the assessment is correctly scoped. The total number of lifts should include all passenger lifts, goods lifts, service lifts, and platform lifts within the site boundary, whether they are in regular use or used infrequently. If you are unsure whether a particular lift should be included, it is best to include it so it can be reviewed during the assessment. If exact servicing or insurance dates are not available, a reasonable estimate or the nearest suitable date is acceptable. Routine servicing is typically carried out at regular intervals in line with manufacturer recommendations and maintenance contracts, while lift insurance is normally supported by statutory thorough examinations carried out by a competent person, commonly at six- or twelve-month intervals depending on lift type and usage.

Further guidance on lift safety, maintenance, servicing, insurance, and statutory inspection requirements is available from the Health and Safety Executive (HSE):

Lift maintenance and servicing:
https://www.hse.gov.uk/work-equipment-machinery/lifts.htm

Thorough examinations under LOLER:
https://www.hse.gov.uk/work-equipment-machinery/thorough-examination.htm

External areas

The number of external areas to be assessed helps us accurately scope, plan, and deliver an effective health and safety assessment. External areas often present different risks to internal spaces, including uneven surfaces, vehicle movements, working at height, exposure to weather conditions, and interactions with the public or contractors. Understanding how many external areas are present allows us to allocate sufficient time, apply the correct assessment approach, and ensure that all relevant risks associated with outdoor spaces are appropriately identified and managed.

Please provide the number of distinct external areas to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. External assessable areas may include car parks, access roads, loading bays, service yards, courtyards, bin stores, external staircases, walkways, roofs or plant areas where access is required, and any other outdoor spaces under your control. If you are unsure whether an area should be included, it is best to include it so it can be reviewed during the assessment. Further guidance on managing health and safety in workplace environments is available from the Health and Safety Executive (HSE):
https://www.hse.gov.uk/workplace/health-and-safety.htm

Car parks

The total number of car parking spaces helps us accurately scope, plan, and deliver an effective health and safety assessment. Car parking areas can present a range of risks, including vehicle movements, pedestrian interaction, lighting levels, surface condition, signage, and emergency access arrangements. The size and capacity of a car park directly influence the level of risk and the time required to assess it properly. Understanding the number of parking spaces allows us to allocate appropriate inspection time and ensure that traffic management, fire access, and general safety controls are suitably considered.

Please provide the total number of marked or usable car parking spaces to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. Include all spaces within the site boundary, whether for staff, visitors, residents, or service vehicles. If the car park is unmarked, provide a reasonable estimate based on typical usage or layout. Further guidance on the assessment of open-air venues and vehicle areas, including car parks, is available in UK Government fire safety risk assessment guidance:
https://www.gov.uk/government/publications/fire-safety-risk-assessment-open-air-events-and-venues

Floors

The total number of floors is an important factor in scoping and delivering an effective health and safety and fire safety assessment. The number of floors directly influences building complexity, evacuation arrangements, fire compartmentation, access for inspection, and the potential risks associated with vertical movement within the building. It can also affect the applicability of certain regulatory requirements and the level of control measures needed to manage risk. Understanding the total number of floors allows us to plan the assessment appropriately, allocate sufficient time and resources, and ensure that all areas of the building are properly considered.

Please provide the total number of floors to the best of your knowledge. Information to the best of your knowledge helps avoid delays and ensures the assessment is correctly scoped. This should include all levels of the building, such as basements, mezzanines, and upper floors, whether they are occupied, partially occupied, or used for plant or storage. If you are unsure how floors should be counted, further guidance is available in UK Government fire safety risk assessment guidance for housing:
https://www.gov.uk/government/publications/fire-safety-risk-assessment-housing

Plant rooms

The total number of plant rooms is an important factor in scoping and delivering an effective health and safety assessment. Plant rooms often contain high-risk equipment and services such as electrical switchgear, boilers, pumps, water systems, ventilation plant, and fire safety equipment. These areas can present increased risks, including electrical hazards, hot surfaces, confined spaces, noise, pressure systems, and restricted access. Understanding how many plant rooms are present allows us to allocate sufficient inspection time, apply the correct level of technical competence, and ensure that all relevant risks associated with plant and building services are properly assessed and managed.

Please provide the total number of plant rooms to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. Plant rooms typically include any dedicated spaces housing building services or mechanical and electrical equipment, whether internal or external, and regardless of size. This may include boiler rooms, electrical intake rooms, lift motor rooms, pump rooms, sprinkler rooms, or rooftop plant enclosures. If you are unsure whether an area should be counted as a plant room, it is best to include it so it can be reviewed during the assessment. Further guidance on plant and high-hazard areas is available from the Health and Safety Executive (HSE):
https://www.hse.gov.uk/comah/plant.htm

Riser cupboards

The total number of riser cupboards helps us accurately scope and deliver an effective health and safety and fire safety assessment. Riser cupboards often contain critical building services such as fire-fighting mains (dry or wet risers), electrical distribution, water services, and other vertical service runs. These areas can present specific fire safety and maintenance risks, including fire spread through service penetrations, restricted access, inadequate fire stopping, or poor compartmentation. Understanding how many riser cupboards are present allows us to ensure they are appropriately included within the scope of the assessment, sufficient time is allocated for inspection, and relevant fire safety and building services requirements are properly considered.

Please provide the total number of riser cupboards to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly scoped. Riser cupboards typically include any enclosed vertical service spaces or access cupboards containing fire-fighting mains, electrical or mechanical services, or other building infrastructure that runs between floors. While the term “riser cupboard” is not explicitly used within Building Regulations, the fire safety requirements for service risers, fire-fighting mains, access, and compartmentation are addressed within Approved Document B (Fire Safety). Further guidance can be found here:
https://www.gov.uk/government/publications/fire-safety-approved-document-b

Types of roofs

Understanding the types of roofs present at the site helps us accurately scope, plan, and deliver an appropriate safety assessment. Different roof types can present significantly different risks, particularly in relation to working at height, fragile surfaces, access arrangements, and the potential presence of asbestos-containing materials. Knowing the roof construction and design in advance allows us to assess likely hazards, determine whether specialist controls or equipment may be required, and ensure that the assessment approach is proportionate to the risks involved.

Please provide details of the roof types to the best of your knowledge. This may include flat roofs, pitched roofs, metal sheeted roofs, fragile roofs, green roofs, or areas with roof-mounted plant or services. Understanding the roof construction helps us anticipate access arrangements, working at height risks, and any additional controls that may be required during the assessment. Roof construction is also relevant to asbestos risk, as certain roofing materials and coverings may contain asbestos. Further guidance on asbestos in buildings and roof-related risks is available from the Health and Safety Executive (HSE):
https://www.hse.gov.uk/asbestos/building.htm

Restrictions on photography

Knowing whether there are any restrictions on taking photographs helps us plan and deliver an effective safety assessment while respecting site-specific privacy, security, and confidentiality requirements. Photographs are often used to support risk assessment findings, document hazards, and provide clear, evidence-based recommendations. However, some sites may have restrictions due to data protection, security-sensitive areas, vulnerable occupants, or commercial confidentiality. Understanding any limitations in advance allows us to agree appropriate arrangements, ensure compliance with relevant legislation, and avoid disruption or delays during the visit.

Please provide details of any restrictions on photography to the best of your knowledge, information to the best of your knowledge helps avoid delays and ensures the assessment is carried out appropriately. This may include areas where photography is prohibited, requirements for consent, restrictions relating to personal data, or security-sensitive spaces. Identifying these limits in advance helps ensure privacy, security, and confidentiality are maintained throughout the assessment. Further guidance on data protection and privacy obligations is available on the UK Government website:
https://www.gov.uk/data-protection

PRISM

If you are a PRISM subscriber, we may already hold relevant data from previous assessments carried out at your site or across your wider portfolio. This allows us to review historic findings, understand previously identified risks, and check the status of any recommended actions before attending site. Using this information helps ensure that the assessment is efficiently scoped, avoids unnecessary duplication, and focuses on current and emerging risks. It also supports continuity in risk management by allowing us to track progress over time and ensure that outstanding actions are appropriately reviewed and closed.

PRISM is Tetra Consulting’s compliance management platform, designed to help you manage and understand your health and safety compliance across individual sites, blocks, or entire portfolios. Through the PRISM portal, you can access assessment data, action tracking, alerts, and compliance reporting in one place. Our mobile application, PRISM Mobile, allows you to view compliance information on your mobile device and update action statuses while on site. If you are a PRISM subscriber, confirming this here helps us make best use of the data already available to support your assessment. Further information about PRISM can be found here:
https://www.tetraconsulting.co.uk/prism

Site address details

Accurate address information is essential to help us correctly identify the site and plan the delivery of an appropriate safety assessment. Providing full location details allows us to locate the premises without ambiguity, allocate the correct consultant, and plan travel and access arrangements efficiently. Clear address information also supports accurate record-keeping, reporting, and alignment with local authority, emergency service, and regulatory boundaries. In some cases, particularly where place names are duplicated or sites form part of larger estates or portfolios, county information can further assist with regional identification and resource planning.

Please provide complete and accurate address details to the best of your knowledge, as this helps avoid delays and ensures the correct site is assessed. This includes the postcode, road name, site name or number, and town or city. Providing the county is optional, but it can be helpful where available, particularly in areas with similar or repeated locality names. Accurate and consistent address information reduces the risk of misidentification and supports efficient planning and delivery of the assessment. UK address data standards and regional addressing conventions are maintained through Ordnance Survey AddressBase, which underpins many national addressing and mapping systems:
https://www.ordnancesurvey.co.uk/business-government/products/addressbase

Duty Holder or Managing Agents

Identifying the duty holder or managing agent helps us understand who holds responsibility for managing health and safety at the site and ensures the assessment is correctly scoped and directed. Under UK health and safety legislation, specific duties sit with those who have control over premises, activities, or safety management arrangements. Knowing who fulfils this role allows us to engage with the correct responsible party, align our findings and recommendations with existing management structures, and ensure that actions arising from the assessment are assigned appropriately and effectively.

Please provide the name of the duty holder or managing agent to the best of your knowledge, as accurate information helps avoid delays and ensures clear accountability. This is typically the organisation or individual responsible for managing health and safety duties at the site, such as a managing agent, facilities manager, landlord, or employer in control of the premises. Further information on duty-holder responsibilities under UK health and safety law is available from the Health and Safety Executive (HSE):
https://www.hse.gov.uk/legislation/hswa.htm

Security

Understanding the site’s security arrangements is essential to accurately scope, plan, and deliver a safe and effective assessment. Security measures such as on-site security staff, reception or concierge teams, estate management, or a dedicated security or management office play an important role in controlling access, monitoring site activity, managing incidents, and supporting emergency response. In addition, some sites have enhanced security requirements that mean consultants must hold specific clearances, approvals, or complete site-specific access procedures before attending. Knowing the level and nature of security in place allows us to assess supervision and lone working considerations, allocate appropriately authorised consultants, plan access arrangements in advance, and avoid delays or restricted access on the day of the visit.

Please select all security measures that apply to the site and confirm, to the best of your knowledge, whether there is a security or management office linked to the external areas. This may include 24-hour security, a reception team, concierge services, a site or estate management team, or no formal security provision. You should also confirm whether any form of security clearance or background checking is required for site access, such as identity checks, visitor pre-registration, formal security vetting, or site-specific approval processes. If none of the listed options apply, or if the arrangements are unusual, please select “Other” or “Unknown” as appropriate. Providing accurate information helps ensure the assessment is correctly scoped, access is arranged in advance, and the visit can proceed safely and efficiently. Further information on government security clearances and related requirements is available on the UK Government website:
https://www.gov.uk/government/publications/government-security-clearances

Landlords

Identifying the landlord helps us understand ownership and responsibility for the building or estate, which is an important factor in scoping and delivering an appropriate safety assessment. In many cases, health and safety duties are shared or divided between landlords, managing agents, and occupiers. Knowing who the landlord is allows us to clarify responsibilities, ensure the correct parties are engaged, and align our findings and recommendations with those who have legal control over the premises and building fabric.

Please provide the name of the landlord to the best of your knowledge, as it helps avoid delays and ensures clear accountability. The landlord is typically the legal owner of the building or estate and may be responsible for structural elements, communal areas, and certain safety arrangements. Further information on landlord responsibilities within the private rented sector is available on the UK Government website: https://www.gov.uk/private-renting

Type of occupiers

Understanding the type of occupier helps us accurately scope, plan, and deliver an appropriate safety assessment. The way a building is occupied has a direct impact on the risks present, the applicable legislation, and the safety measures required. Different occupier types—such as residential, commercial, or mixed-use—can involve varying fire risks, patterns of use, vulnerability of occupants, and management arrangements. Knowing how the property is used allows us to tailor the assessment approach, consider likely tenant activities, and ensure that fire and health and safety controls are appropriate for the occupancy profile.

Please indicate the type of occupier to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly focused. This typically involves confirming whether the building is residential, commercial, or mixed-use. Mixed-use buildings may require additional consideration due to differing occupier needs and risk profiles within the same premises. Further guidance on how building use and occupancy affect fire safety risk assessments is available in UK Government guidance:
https://www.gov.uk/government/publications/fire-safety-risk-assessment

Property usage

Understanding how the property is used is essential for scoping and delivering an appropriate and proportionate safety assessment. Different uses can introduce different risk profiles, legal requirements, and control measures, particularly in relation to fire safety, occupancy levels, vulnerable persons, and day-to-day activities carried out on site. This information also helps us understand the likely types of tenants or users, patterns of occupation, and any higher-risk activities that may be present. By knowing how the property is used, we can ensure that the assessment approach, inspection focus, and recommendations are tailored to the actual risks associated with the premises.
Please select all options that apply to the property’s use, to the best of your knowledge. Information, to the best of your knowledge, helps avoid delays and ensures the assessment is correctly focused. Properties may have more than one use, particularly in mixed-use buildings, and it is important that all relevant uses are captured. If you are unsure whether a particular use applies, it is best to include it so it can be reviewed during the assessment.

Assessments

Understanding both which areas of the site you are responsible for and which assessments are required allows us to clearly define the scope of the project and ensure that the correct services are delivered. Health and safety responsibilities often vary between landlords, managing agents, occupiers, and tenants, particularly in multi-occupied or mixed-use buildings. At the same time, different assessments address different risk areas and legal duties, each requiring specific competencies, methodologies, and time on site. Knowing the extent of your responsibility and the assessments you require enables us to allocate the appropriate consultant, apply the correct assessment approach, and ensure that findings and recommendations are directed to the correct duty holder and areas under your control.

“Please select all options that apply to the areas you are responsible for and the assessments you require, to the best of your knowledge, as accurate information helps avoid delays and ensures the work is correctly scoped from the outset. Responsibility may include communal internal areas, external areas, the entire property, or specific locations such as tenant demises, roof spaces, or other defined areas. Where options such as “Tenants Demise” or “Other” are selected, please provide brief details so the boundaries of responsibility are clear.

For assessments, select all relevant options, which may include a Health, Safety & Fire Assessment (including fire doors), a Water Hygiene (Legionella) Risk Assessment, an Asbestos Survey, or a combination of these. If you are unsure which assessments are required, select the most appropriate options based on your current needs or known risks, and this can be reviewed before the visit. Early clarity helps avoid duplication, reduces disruption, and ensures that all applicable health, safety, fire, water, and asbestos risks are appropriately managed.”

Site escorts

Knowing whether the consultant will have an on-site escort during visits helps us plan access arrangements and ensure the assessment is carried out safely and efficiently. Some sites require supervision due to security controls, operational risks, or complex layouts, while others may involve lone working or restricted areas. Understanding escort arrangements in advance allows us to assess any additional risks, ensure appropriate controls are in place, and confirm that the visit aligns with site rules and contractor management procedures.

Please confirm, to the best of your knowledge, whether an on-site escort will be provided, as this information helps avoid delays and ensures the visit is properly planned. An escort may be required to manage access, provide site-specific safety information, or supervise work in higher-risk or restricted areas. Further guidance on managing contractors and site access arrangements is available from the Health and Safety Executive (HSE):
https://www.hse.gov.uk/managing/contractors.htm

Occupants at risk

Identifying whether there are occupants at special risk is essential to scoping and delivering an appropriate and proportionate safety assessment. Certain groups may be more vulnerable in the event of an incident due to mobility, awareness, age, health, or the nature of their activities. The presence of sleeping residents, children, elderly persons, lone workers, or disabled persons can significantly influence fire safety arrangements, evacuation strategies, emergency planning, and day-to-day risk controls. Understanding this information allows us to assess whether existing measures are suitable, sufficient, and tailored to the needs of those at greater risk.
Please select all options that apply to the site, to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly focused. If you are unsure whether certain occupants fall into these categories, select “Unknown” rather than guessing. Providing this information helps ensure that risks to vulnerable occupants are properly identified and managed in line with health and safety and fire safety guidance.

Number of flats

The total number of flats is an important factor in scoping and delivering an effective health and safety and fire safety assessment. The number of self-contained residential units affects occupancy levels, fire risk profile, evacuation strategy, and the management arrangements required within a residential building. It can also influence the applicability of specific fire safety guidance and regulatory expectations for purpose-built blocks of flats. Understanding how many flats are present allows us to plan the assessment appropriately, allocate sufficient inspection time, and ensure that communal areas and fire safety measures are reviewed in proportion to the scale and use of the building.

Please provide the total number of flats to the best of your knowledge. Information, to the best of your knowledge, helps avoid delays and ensures the assessment is correctly scoped. This should include all self-contained residential units on site, regardless of tenure or occupancy status. If you are unsure of the exact number, a reasonable estimate is acceptable. Further guidance on fire safety in purpose-built blocks of flats is available from the UK Government:
https://www.gov.uk/government/publications/fire-safety-in-purpose-built-blocks-of-flats

Number of tenants

The total number of tenants helps us accurately scope and deliver an appropriate health and safety assessment, particularly in buildings with multiple occupiers. The number of tenants can affect occupancy density, patterns of use, shared responsibilities, and the complexity of managing risks within communal areas. It may also influence fire safety arrangements, emergency planning, and coordination between different occupiers. Understanding how many tenants are present allows us to assess whether existing controls are suitable and proportionate to the level of occupation and activity within the building.

Please provide the total number of tenants to the best of your knowledge, as accurate information helps avoid delays and ensures the assessment is correctly focused. Where multiple occupiers exist and an exact figure is not available, a reasonable estimate is acceptable. This information supports effective risk assessment and management in line with Health and Safety Executive (HSE) guidance:
https://www.hse.gov.uk/risk/faq.htm