By David Lloyd Riley
Managing fire safety in commercial properties lies with business owners and commercial landlords. Legal duties require you to keep documentation accurate and up to date, as outdated records can lead to legal repercussions, invalidated insurance, or increased risk to occupants.
This guide from the fire risk assessment experts at Contact One sets out the legal position and recognised industry practice on review intervals. It explains who can carry out a fire risk assessment, when action is required, what events trigger an immediate update and how to keep records aligned with current conditions so your building and the people within it remain protected.
According to the Regulatory Reform (Fire Safety) Order 2005, a fire risk assessment is a legal requirement for all premises that are not a single private dwelling.
This legislation applies to commercial premises, workplaces and the common areas of multi-occupied residential buildings. Failing to carry out a proper fire risk assessment can lead to severe consequences such as enforcement notices, prohibition notices, fines and even imprisonment under the Order. Furthermore, non-compliance can result in the potential invalidation of your insurance coverage in the event of a fire.
Under fire safety legislation, legal duties sit with a defined party known as the “Responsible Person”. This is typically the employer, owner, landlord or managing agent of the premises. The Responsible Person holds legal accountability for managing fire safety across the building and can face enforcement action if duties are not met.
The Responsible Person must arrange for a fire risk assessment to be carried out by a competent individual. This means someone with the appropriate knowledge, training and experience to identify hazards, assess risk and recommend suitable control measures.
In practice, responsibility does not always sit with one party alone. In multi-let or mixed-use buildings, duties are often divided between several Responsible Persons. Each party is accountable for the areas under their control.
In the UK, there is no fixed legal expiry date for a fire risk assessment. However, the law stipulates that the document must be reviewed regularly to keep it up to date. The expectation is that you update the document whenever necessary to reflect the current state of the building.
We recommend reviewing your fire risk assessment at least once a year, or sooner if there are changes to your building or processes. This annual review helps us identify any new potential fire hazards that may have developed over time.
While fire safety law requires that assessments be updated, current UK industry standards provide clearer guidance on formal reassessment frequencies based on the risk profile of the premises.
The required frequency varies based on the size, use and complexity of the premises. Different building types present different levels of risk, which affects how often reviews and reassessments should take place.
Regardless of your planned review cycle, certain events will make an existing fire risk assessment outdated. When these changes occur, the assessment must be reviewed without delay to reflect the current level of risk and avoid gaps in fire safety management.
You should carry out an immediate review if any of the following apply:
The primary goal of a fire risk assessment is to evaluate the risk of fire and implement appropriate fire precautions. The process follows a structured methodology to accurately identify potential fire hazards:
Maintaining accurate documentation is a vital part of our risk management process. It is mandatory for the 'Responsible Person' to record the findings of the fire risk assessment, including any actions taken or planned, as per the updated Building Safety Act 2022.
Since October 1, 2023, the law requires all businesses in the UK, regardless of size or employee count, to maintain a written record of their full fire risk assessment. Previously, smaller businesses were exempt from this specific requirement, but recent regulatory reform has removed this exception.
Your written record must detail the significant findings, the actions you have taken to prevent fire, and the steps our team will help you take to address any outstanding fire hazards.
While an employer may feel capable of conducting their own fire risk assessment in very small, low-risk environments, it's always advised to consult a professional.
A competent fire risk assessor possesses the nuanced knowledge required to identify hidden fire risks that an untrained eye might miss. They understand how complex passive fire protection systems interact and how to properly evaluate multi-occupied residential buildings alongside commercial spaces. By delegating this task to our qualified experts, the responsible person ensures that all legal duties are fully met and potential hazards are neutralised.
Completing a fire risk assessment is the starting point. The outcome depends on how effectively the findings are put into practice across the building.
The fire risk assessment experts at Contact One advise clients to maintain fire safety measures through routine checks and consistent upkeep. This includes:
Managing these elements on an ongoing basis reduces the likelihood of faults going unnoticed and limits the potential for fire to spread, protecting the premises and those within it.
The EICR inspection process is detailed and methodical, combining visual assessments with technical testing. It is carried out in stages to build an accurate picture of the condition of the electrical installation.
For further information or to request a consultation, get in touch with Contact One today by calling 0161 839 9220 or submitting an online contact form
Managing a commercial space calls for a proactive approach to safety and compliance. A professional fire risk assessment supports occupant safety, meets legal duties and highlights practical improvements across the premises.
At Contact One, we work closely with clients to assess fire risks alongside refurbishment and fit-out projects. Addressing fire safety at an early stage allows necessary upgrades to be built into the design from the outset. This approach reduces disruption, limits the need for rework and keeps projects moving efficiently.
Our team provides clear, practical guidance based on current legislation and recognised industry standards. We align fire risk assessment outcomes with your interior design plans, so safety measures form part of the overall specification rather than an afterthought. This includes:
Keeping your building compliant does not need to be complex. Our team supports you from initial consultation through to completed works and final compliance checks.
If you need to review your fire safety arrangements, update an existing risk assessment, or incorporate fire safety into a refurbishment project, Contact One can provide clear direction at each stage.
For more information or to arrange a consultation, get in touch with Contact One on 0161 839 9220 or complete our online contact form.
