Understanding the Role of Fire Risk Assessments in Building Safety Compliance

Fire safety is a critical concern for any building owner or manager. Keeping people safe and protecting property requires more than fitting alarms or extinguishers — it depends on understanding the fire risks in your building and managing them properly. That’s what a Fire Risk Assessment (FRA) is for. Since 1 October 2023, the law has tightened what must be written down and kept on record, so it’s now essential that every Responsible Person documents and maintains their assessment thoroughly.

Fire risk assessor reviewing building safety features

What is a Fire Risk Assessment?

A Fire Risk Assessment is a structured review of your building to identify anything that could cause a fire, assess how a fire could affect people, and decide what precautions are needed. It is not a one-off tick-box exercise; it should be treated as a living document that guides your fire safety decisions as the building or its use changes.

Under the Regulatory Reform (Fire Safety) Order 2005, the “Responsible Person” must carry out a suitable and sufficient fire risk assessment and keep it up to date.

What changed on 1 October 2023?

From 1 October 2023, every Responsible Person must:

• Record the FRA in full (not just “significant findings”).

• Record the identity of the person or company who carried out or reviewed the FRA.

• Record the building’s fire safety arrangements — how fire safety is planned, organised, controlled, monitored, and reviewed.

This applies to all premises covered by the Fire Safety Order, regardless of business size.

Who is the Responsible Person?

The Responsible Person (RP) is usually the building owner, employer, landlord, or whoever has control of the premises. In some buildings there may be more than one RP (for example a landlord and a managing agent). The RP must ensure the FRA is done properly, recorded, and reviewed when needed.

What does a Fire Risk Assessment cover?

A proper FRA follows a clear process:

1. Identify fire hazards Look for ignition sources (electrical faults, heaters, cooking, smoking), fuel sources (paper, stock, chemicals, waste), and oxygen sources (normal air flow, oxygen cylinders).

   
   

2. Identify people at risk Consider employees, customers, visitors, contractors, and anyone who may need extra help evacuating (mobility issues, sleep risk, lone workers).

   
   

3. Evaluate risk and reduce hazards Judge how likely a fire is to start and how serious the consequences would be, then reduce risk by removing hazards or controlling them (repair electrics, improve storage of flammables, control hot works).

   
   

4. Decide on precautions Put the right protections in place: suitable alarm system, emergency lighting, safe and clear escape routes, fire doors, extinguishers, signage, and staff training.

   
   

5. Record findings and review Write the FRA in full, note what you will do, who is responsible, and by when. Review regularly and whenever there is reason to suspect the assessment is no longer valid or building use/layout changes.

This process ensures that fire safety measures are tailored to the specific risks of each building.

Why Fire Risk Assessments Matter

An FRA tells you what fire protection your building actually needs. Without it, you can easily miss critical risks or spend money on the wrong measures. A good FRA helps you:

• Protect lives by identifying risks early and ensuring safe evacuation.

• Prevent property loss by reducing the chance of fire starting or spreading.

• Meet legal duties and avoid enforcement or prosecution.

• Support insurance by showing reasonable fire safety management.

Failing to carry out, record, or update an FRA can lead to legal penalties and increases the risk of injury or loss.

Fire safety equipment installed in a commercial building corridor

Practical Steps for Responsible Persons

If you are the Responsible Person for a building, here are practical steps to manage your fire risk assessment duties:

• Schedule regular assessments

Review the FRA at least once a year or whenever there are significant changes to the building or its use.

• Use qualified assessors

Either carry out the assessment yourself if competent or hire a professional with experience in fire safety.

• Document everything

Keep detailed records of the assessment, who performed it, and any actions taken.

• Implement recommendations

Act promptly on the assessment’s findings to fix hazards or improve safety measures.

• Train staff

Ensure everyone knows fire procedures, how to use extinguishers, and where exits are located.

• Review and update fire safety arrangements

Fire safety is not a one-time task. Regularly check alarms, emergency lighting, and signage to keep them in working order.

Summary

Fire risk assessments are essential for building safety and legal compliance. They provide a clear picture of fire hazards, who is at risk, and what precautions are needed. Since October 2023, the law requires full documentation of these assessments, making it easier to track and improve fire safety measures.

Taking fire risk assessments seriously protects people, property, and your legal standing. If you manage a building, make sure your FRA is up to date, well documented, and acted upon. This simple but powerful document is your roadmap to effective fire safety.