Legal framework
Fire safety in business premises is governed primarily by the Regulatory Reform (Fire Safety) Order 2005 in England and Wales, with similar legislation in Scotland and Northern Ireland. This places responsibility on the 'responsible person' to ensure premises are safe from fire.
The Order applies to nearly all non-domestic premises: offices, shops, factories, warehouses, restaurants, hotels, care homes, schools, and anywhere people work or visit. Some residential premises with common areas also fall within scope.
Failure to comply can result in enforcement action, improvement notices, prohibition notices (closing premises until deficiencies are fixed), and criminal prosecution. Following the Grenfell tragedy, penalties have increased, and enforcement has intensified.
See how it works: MyRiskLog helps you manage fire risk assessments and track actions to completion.
The responsible person
The Fire Safety Order places duties on the 'responsible person'. Understanding who this is matters because they carry personal legal responsibility.
Who is the responsible person?
In most cases, the responsible person is:
- The employer, if the workplace is under their control
- The person with control of the premises (owner, landlord, managing agent)
- The occupier, if they have control
In complex premises with multiple occupiers (shopping centres, shared buildings), there may be multiple responsible persons with overlapping duties. Coordination is essential to avoid gaps.
What are their duties?
The responsible person must:
- Carry out a fire risk assessment
- Implement appropriate fire safety measures
- Provide and maintain fire detection and warning systems
- Ensure safe means of escape
- Provide staff training and information
- Plan for emergencies
- Review and update measures as circumstances change
Related reading: Health and safety policy template: what to include
Fire risk assessment
The fire risk assessment is the foundation of fire safety compliance. It identifies hazards, evaluates risks, and determines what measures are needed.
Who can conduct it?
In simple premises with straightforward risks, a competent person within the organisation can conduct the assessment. Complex or high-risk premises may need a professional fire risk assessor.
Competence means understanding fire safety principles, knowing how to identify hazards, and being able to determine appropriate controls. If in doubt about internal competence, use an external assessor.
What it must cover
A fire risk assessment should address:
- Fire hazards: ignition sources, fuel sources, oxygen
- People at risk: employees, visitors, vulnerable persons, those with disabilities
- Existing measures: detection, warning, firefighting equipment, escape routes
- Emergency planning: procedures, training, drills
- Actions needed: deficiencies to address and improvements to make
Recording and review
If you employ five or more people, you must record the significant findings. Even below that threshold, recording is good practice. Review the assessment regularly and whenever circumstances change significantly.
Explore the platform: MyRiskLog stores fire risk assessments and schedules reviews.
Fire detection and warning
People must be able to know when there is a fire and have enough time to escape. The detection and warning system must match the risks.
Detection systems
Options range from simple manual call points to automatic detection. Larger or higher-risk premises typically need automatic detection. The appropriate level depends on the risk assessment.
Warning systems
Everyone in the premises must be able to hear the warning. This may mean visual alarms for areas with hearing-impaired persons or high background noise. Warning devices should be distinct from other signals.
Testing and maintenance
Fire detection systems need regular testing: weekly alarm tests, periodic inspection by competent persons, and immediate repair of faults. Keep records of all testing and maintenance.
Means of escape
Everyone must be able to reach a place of safety quickly when fire occurs. Escape routes must be designed, maintained, and kept clear.
Escape route requirements
- Sufficient number and capacity for the occupancy
- Reasonable travel distances to exits
- Protected where necessary (fire doors, compartmentation)
- Clearly signed and lit
- Free from obstructions at all times
- Easy to open doors that do not require keys or special knowledge
Fire doors
Fire doors contain fire and smoke, protecting escape routes and buying time. They must be properly fitted, maintained, and kept closed (or fitted with automatic closers). Propping fire doors open defeats their purpose unless they have automatic release mechanisms linked to the fire alarm.
Emergency lighting
If power fails during a fire, people still need to see escape routes. Emergency lighting provides illumination long enough for evacuation. It needs regular testing and battery replacement.
See how it works: MyVehicleCheck includes premises inspection features for fire safety checks.
Firefighting equipment
Appropriate firefighting equipment gives people the option to tackle small fires safely before they grow. It should not encourage people to fight fires they should escape from.
Types of equipment
- Fire extinguishers: different types for different fire classes
- Fire blankets: particularly in kitchens
- Hose reels: in larger premises
- Sprinkler systems: in some premises
Placement and maintenance
Equipment should be visible, accessible, and located where fires are likely or along escape routes. Annual service by a competent person and regular visual checks are required.
Training
Staff who might use equipment need training. Not everyone should fight fires, but those who might need to know how to use extinguishers safely and when to give up and evacuate.
Emergency planning
Having a plan for what happens when fire occurs is essential. Panic and confusion cause casualties; clear procedures save lives.
Emergency procedures
- How the alarm will be raised
- What people should do on hearing the alarm
- Where assembly points are
- Who is responsible for specific actions (calling fire service, checking areas, accounting for people)
- What to do if normal exits are blocked
Fire drills
Regular fire drills ensure people know what to do. They also test whether procedures work in practice. At least one drill per year is typical, with more in higher-risk premises or where staff turnover is high.
Personal emergency evacuation plans
Some people need individual plans: those with mobility impairments, visual or hearing impairments, or other conditions affecting their ability to evacuate. Identify these individuals and plan for their safe evacuation.
Related reading: How to prepare for an HSE inspection
Staff training
Everyone working in the premises needs fire safety training appropriate to their role.
What training should cover
- Fire hazards and how to prevent fire
- What to do on discovering a fire
- What to do on hearing the alarm
- Escape routes and assembly points
- Location and use of firefighting equipment (if relevant to their role)
- Any specific responsibilities they have
Timing and frequency
Training should be given at induction before new staff work unsupervised. Refresher training keeps knowledge current, particularly after procedures change or following incidents.
Records
Keep records of who has been trained, when, and what was covered. These records demonstrate compliance if inspected.
Explore the platform: MyTrainingTracker tracks fire safety and all other mandatory training.
Documentation and records
Good records demonstrate compliance and provide evidence of due diligence if something goes wrong.
What to keep
- Fire risk assessment (and review records)
- Action plans and completion evidence
- Testing and maintenance records for all fire safety systems
- Training records
- Fire drill records
- Incident records
Retention
Keep records for at least three years, longer for significant documents like risk assessments. Electronic records are acceptable and often easier to manage than paper.
FAQs: fire safety compliance
How often should the fire risk assessment be reviewed?
There is no fixed interval, but annually is common practice. Review sooner if there are significant changes to the premises, occupancy, processes, or following an incident or near miss.
Do we need a fire risk assessment for small premises?
Yes. The Fire Safety Order applies to all non-domestic premises regardless of size. Smaller and simpler premises have simpler assessments, but the requirement exists.
Who enforces fire safety?
Fire and rescue authorities enforce the Fire Safety Order. They can inspect premises, issue notices requiring improvements, prohibit use of dangerous premises, and prosecute for serious breaches.
What if we share a building?
Each responsible person has duties for areas they control. There should also be coordination between responsible persons to ensure common areas and shared systems are covered and that arrangements are compatible.
Making fire safety routine
Fire safety compliance is not a one-off exercise. It requires ongoing attention: regular testing, periodic reviews, continuous training, and vigilance about maintaining escape routes and equipment.
Organisations that treat fire safety as routine rather than exceptional rarely have problems with enforcement. They test systems, train people, conduct drills, and keep records as a matter of course. When inspectors visit, evidence of compliance is readily available.
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