Fire Risk Assessments

The Responsible Person (defined in the Regulatory Reform (Fire Safety) Order 2005) holds ultimate legal accountability—typically the employer (for workplaces), building owner, landlord, or managing agent with control over the premises. In multi-occupancy buildings, multiple Responsible Persons may need to cooperate. The assessment must be completed by a competent person (with sufficient knowledge, training, experience, and understanding of fire hazards, legislation, and premises-specific risks). This can be the Responsible Person themselves (for simple/low-risk sites), an in-house competent staff member, or a third-party qualified assessor (recommended for complex/high-risk premises). Competence is key—certification (e.g., via UKAS-accredited schemes) demonstrates suitability.

The Regulatory Reform (Fire Safety) Order 2005 requires the assessment to be reviewed "regularly" and kept up to date—no fixed legal interval, but it must reflect current conditions. Best practice in 2026 (widely recommended by fire services and industry):

• Annually as a minimum for most low- to medium-risk commercial premises (e.g., offices, retail, warehouses with stable occupancy).
• Every 6 months or more frequently for higher-risk sites (e.g., premises with sleeping accommodation, vulnerable occupants, high fire loads, or complex operations like care homes or industrial facilities). Immediate review is mandatory after significant changes (e.g., building alterations, new equipment/processes, layout changes, increased occupancy, near-miss incidents, or post-fire). Document all reviews to demonstrate compliance.

A compliant assessment (per RRFSO and guidance like PAS 79) typically covers:

• Identifying fire hazards (ignition sources, fuels, oxygen).
• Identifying people at risk (employees, visitors, contractors, vulnerable groups).
• Evaluating risks and existing controls.
• Recording significant findings (mandatory since October 2023 for all premises).
• Recommending/removing/reducing risks and implementing general fire precautions (e.g., means of escape, warning systems, firefighting equipment, emergency lighting, fire doors).
• Detailing fire safety arrangements (e.g., evacuation procedures, staff training, maintenance plans).
• Considering building structure/external walls (per Fire Safety Act 2021).

It must be proportionate to the premises' size/complexity. For higher-risk or larger buildings, use a structured methodology; records must be available on-site for audits.

Commission a new or full reassessment (or professional review) if:

• The existing assessment is outdated, incomplete, or lacks records.
• Significant changes occur (e.g., refurbishment, new hazards, change of use, occupancy increase/decrease).
• Following an incident, near-miss, or enforcement notice.
• The premises are high-risk/complex (e.g., sleeping accommodation, high fire load, vulnerable occupants)—where in-house competence may be insufficient.
• To demonstrate due diligence during insurance renewals, audits, or fire authority inspections.

Engage a competent third-party assessor (preferably certified) for objectivity and expertise in such cases. Always retain records of assessments, reviews, and actions to prove ongoing compliance under the Regulatory Reform (Fire Safety) Order 2005.

These answers are practical, legally aligned, and help commercial clients meet their responsibilities. If you'd like additions like a sample 5-step FRA process diagram, links to gov.uk templates, or sector-specific notes (e.g., retail vs. industrial), let us know!