Who Is Responsible for Fire Risk Assessments in the Workplace?
Every year, around 22,000 workplace fires occur across the UK. Behind each statistic is a real business disrupted, people’s livelihoods affected, and sometimes lives changed forever.
If you’re a business owner, employer, or building manager in the UK, this guide will help you understand exactly where you stand with fire risk assessments and what you need to do to stay safe and compliant.
Understanding the Legal Requirements
The main legislation governing workplace fire safety in the UK is the Regulatory Reform (Fire Safety) Order 2005, commonly known as the Fire Safety Order. This applies to England and Wales, while Scotland and Northern Ireland have their own equivalent regulations.
The Fire Safety Order fundamentally changed how we approach fire safety, moving from prescriptive rules to a risk-based approach. This means you need to assess your own premises and decide what measures are appropriate, rather than following a one-size-fits-all checklist.
Recent updates have strengthened these requirements. The Fire Safety Act 2021 clarified that external walls, flat entrance doors, and building structures must all be included in fire risk assessments, which is particularly important following high-profile fire incidents in recent years.
Who Is the ‘Responsible Person’?
The Fire Safety Order identifies specific people who carry legal responsibility for fire safety. You’re the ‘responsible person’ if you are:
- An employer – If you employ anyone, you’re automatically responsible for fire safety in your workplace
- The owner – Property owners bear responsibility for fire safety in their buildings
- The occupier – If you’re in control of the premises as the occupier, you’re responsible
- Anyone else with control – This includes facilities managers, building managers, managing agents, or anyone else who has control over any part of the premises
It’s worth noting that there can be multiple responsible persons in one building. For instance, in a multi-tenanted office building, each business owner is responsible for their own space, while the building manager handles common areas. The key is coordination; all responsible persons must work together to ensure comprehensive fire safety.
Special Circumstances
The legislation extends beyond traditional workplaces. If you run a bed and breakfast, manage a block of flats, or rent out holiday accommodation, you’re also caught by these regulations. In residential buildings, the responsible person typically manages fire safety in common areas like corridors and stairwells, not individual dwellings.
Read: Is it a legal requirement to have a fire alarm in a commercial property? Everything You Need to Know
Your Key Responsibilities
As the responsible person, you have several legal duties that you must fulfil:
1. Conduct a Fire Risk Assessment
This is your primary obligation. The assessment must:
- Identify potential fire hazards in your premises
- Identify people at risk, particularly those who may need extra help
- Evaluate, remove, or reduce the risks you’ve identified
- Record your findings (mandatory if you employ five or more people)
- Create an emergency plan
- Provide information and training to employees
The fire assessment needs to be ‘suitable and sufficient’, a legal standard meaning it must be appropriate for your premises and comprehensive enough to identify all significant risks.
2. Implement Appropriate Fire Safety Measures
Based on your risk assessment, you’ll need to put measures in place, such as:
- Fire detection and alarm systems
- Emergency lighting
- Appropriate firefighting equipment
- Clear escape routes and well-marked exits
- Fire safety signage
- Procedures for dangerous substances (if applicable)
3. Maintain Fire Safety Standards
Installing equipment is just the start. You must:
- Regularly test and maintain all fire safety equipment
- Keep escape routes clear and well-lit
- Review and update your risk assessment regularly
- Conduct fire drills at appropriate intervals
- Keep records of all tests and maintenance
4. Train and Inform
Everyone who uses your premises needs appropriate information and training. This includes:
- What to do if they discover a fire
- How to raise the alarm
- Evacuation procedures
- Assembly points
- Use of firefighting equipment (where appropriate)
Doing Your Own Assessment vs Hiring a Professional
One common question is whether you can conduct your own fire risk assessment. Legally, yes, there’s no requirement to use a professional assessor. However, the assessment must meet that ‘suitable and sufficient’ standard.
For straightforward, low-risk premises, you might manage this yourself if you:
- Have a good understanding of fire safety principles
- Know your building well
- Can objectively assess risks
- Have time to do it thoroughly
- Can access government guidance materials
However, for more complex situations, professional help is strongly advisable. Consider using a professional if your premises:
- Are large or have complex layouts
- House vulnerable people
- Store or use dangerous substances
- Have complicated escape arrangements
- Have had significant changes or extensions
- Simply feel beyond your expertise
Choosing a Competent Fire Risk Assessor
If you decide to use a professional, ensuring they’re competent is crucial. While there’s no single required qualification, competent assessors typically have:
- Relevant qualifications (such as NEBOSH Fire Certificate)
- Membership of professional bodies (Institution of Fire Engineers, Institute of Fire Safety Managers)
- Third-party certification from UKAS-accredited bodies
- Demonstrable experience with similar premises
- Professional indemnity insurance
- Strong references from comparable clients
The industry is introducing a new British Standard BS8674, which will establish three competency levels: Foundation, Intermediate, and Advanced. This should make selecting appropriate assessors easier in future.
When choosing an assessor, don’t just go for the cheapest quote. Ask about their experience with buildings like yours, check their credentials, and ensure they’ll provide a comprehensive written report with clear, practical recommendations.
| Need professional fire safety support in Manchester? Jackson Fire & Security provide comprehensive fire risk assessments and fire safety solutions for businesses across Manchester, Salford, Rochdale and Oldham. With over 30 years of experience and gold standard accreditations, we’re your trusted local experts. Call us on 0161 505 0737 to discuss your fire safety needs. |
The Cost of Getting It Wrong
Non-compliance with fire safety legislation can result in serious consequences:
Legal Penalties
- Minor breaches can attract fines up to £5,000
- Major breaches can lead to unlimited fines and up to two years’ imprisonment
- Enforcement notices can shut down your business until issues are resolved
Recent years have seen increasingly substantial penalties. In 2024, several companies received fines exceeding £1 million for health and safety breaches, including fire safety failures.
But more importantly, the true cost of poor fire safety extends far beyond fines. The human cost of injuries or fatalities is immeasurable, while property damage and business interruption can destroy years of hard work overnight. Many businesses lose critical data and equipment that proves impossible to replace. The reputational damage from a serious fire incident can take years to recover from, and you’ll likely face increased insurance premiums (if you can get cover at all).
Read: How ready would you be if a fire inspector turned up?
Keeping Your Assessment Current
A fire risk assessment isn’t a one-off exercise. You should review it:
- At least annually
- Following any significant changes to your premises
- After changes in personnel or work practices
- Following any fire incident or near miss
- If new hazards are introduced
- When vulnerable people start using the premises
Regular reviews ensure your fire safety measures remain appropriate and effective as your business evolves.
Taking Action
Fire safety is a serious responsibility, but it doesn’t need to be overwhelming. Start by:
- Confirming your status – Are you the responsible person? If unsure, you probably are
- Checking your current position – When was your last fire risk assessment? Is it still valid?
- Taking appropriate action – Whether updating an existing assessment or starting fresh
- Maintaining standards – Regular reviews, testing, and training
- Staying informed – Fire safety requirements evolve, so keep up with changes
With workplace fires still affecting thousands of UK businesses each year, taking fire safety seriously is good business. The time and resources you invest in proper fire risk assessment today could save your business tomorrow.
Don’t wait for an inspection to find problems. Jackson Fire & Security offer straightforward assessments and practical solutions that work for your business. Book your free consultation now by calling 0161 505 0737.