Who’s Responsible for Fire Risk Assessments?

When managing a facility, whether it’s an office, manufacturing plant, or multi-tenant building, ensuring fire safety is one of your most important legal and moral responsibilities. A fire can have devastating consequences for people, property, and business continuity. Fire risk assessments are essential to protect people as well as property and business operations, ensuring compliance with fire safety regulations. That’s why fire risk assessments aren’t just a box-ticking exercise; they’re a legal requirement and a critical part of managing any building safely.

At Channel Compliance, we help organisations across Bristol and the UK understand who is responsible for fire risk assessments, what those duties involve, and how to maintain ongoing compliance with the Regulatory Reform (Fire Safety) Order 2005. As a reputable fire risk assessment provider, we bring extensive industry experience and professional expertise to support your compliance needs. Whether you’re a facilities manager, building owner, or managing agent, it’s vital to understand where your responsibilities begin and end, and how our team of competent fire risk assessment providers can support you every step of the way.

Understanding the Legal Framework

The main piece of legislation governing fire safety in the UK is the Regulatory Reform (Fire Safety) Order 2005, which forms the core of UK fire safety regulations. This law applies to almost all non-domestic premises, including offices, warehouses, schools, healthcare sites, factories, business premises, commercial premises, and shared residential buildings with communal areas.

Under this regulation, the responsibility for fire safety lies with what’s called the “responsible person.” This individual or organisation has a legal duty to ensure that adequate fire safety measures are in place, including the completion and regular review of a suitable and sufficient fire risk assessment.

But who exactly is the “responsible person,” and how does that role work in facilities management contexts?

Who Is the “Responsible Person”?

The “responsible person” is typically:

The employer, if the workplace is under their control;
The owner, if no employer is present;
The occupier or managing agent, where they have control of the premises; or
Any other person with significant control over part of the building (for example, a facilities management company contracted to manage fire safety duties).

In multi-tenant or complex buildings, there can be more than one responsible person. For example, a landlord may be responsible for shared areas such as corridors or stairwells, while individual tenants are responsible for their own occupied spaces. In these cases, cooperation and coordination between parties are essential to ensure that the entire building remains compliant.

At Channel Compliance, we work closely with our clients to clarify these roles and responsibilities, helping you avoid the confusion and compliance gaps that often occur when multiple parties are involved.

What the Responsible Person Must Do

Under the Fire Safety Order, the responsible person must:

Ensure that fire risks are thoroughly assessed as part of a fire risk assessment carried out on the premises to identify potential fire hazards and people at risk.
Implement appropriate fire safety measures to remove or reduce those risks.
Maintain fire safety systems such as alarms, extinguishers, emergency lighting, and evacuation routes.
Provide staff training and information on fire safety procedures.
Review and update the fire risk assessment regularly, or whenever there is a significant change to the building, processes, or workforce. Regular fire risk assessments are essential for ongoing compliance and safety.

Failing to meet these duties can lead to enforcement action, severe penalties such as substantial fines, and in severe cases, prosecution. More importantly, neglecting fire safety responsibilities puts lives at risk.

That’s why many organisations choose to partner with professional fire risk assessment providers like Channel Compliance, ensuring that every element of their fire safety strategy is legally compliant, robust, and up to date. Fire risk assessments must be carried out by competent persons to ensure all hazards are properly assessed and compliance is maintained.

Fire Risk Assessments in Facilities Management

Facilities management (FM) plays a central role in maintaining safe, efficient, and compliant workplaces. Fire safety is a key component of that responsibility. However, FM environments often involve complex structures, shared responsibilities, and outsourced arrangements, making it more challenging to determine who is accountable for what. In these complex settings, it is crucial to identify and assess potential fire risks, potential risks, and potential hazards to ensure effective fire safety management.

Let’s explore how fire risk assessment duties typically apply in different FM contexts.

1. Multi-Tenant Buildings

In office blocks or industrial estates with multiple tenants, which are often considered multiple occupancy buildings, responsibility is usually shared. The building owner or managing agent is typically responsible for common areas such as entrances, lifts, stairwells, and fire alarm systems, while each tenant organisation is responsible for fire safety within their leased space.

A well-coordinated approach is essential. The responsible persons must communicate effectively and ensure that the overall fire strategy aligns across all occupied areas. Channel Compliance often supports clients in these settings by providing comprehensive fire risk assessments for both common and tenant-specific areas, ensuring seamless compliance across the entire property.

2. Outsourced FM Contracts

Many organisations outsource their facilities management to third-party providers. In these cases, the division of responsibility must be clearly defined in the contract. Typically, the building owner or employer retains overall responsibility as the “responsible person,” but the FM provider may take on operational duties, such as arranging fire risk assessments, maintaining safety systems, or managing staff training.

Our team at Channel Compliance works with both in-house and outsourced FM teams to deliver competent fire risk assessment services across all types of contracts. We ensure that duties are properly delegated, documented, and fulfilled, minimising risk for all parties involved.

3. Industrial and Manufacturing Sites

Industrial and manufacturing environments present unique fire safety challenges. The presence of flammable materials, dangerous substances, heavy machinery, and complex processes means that fire risks can be significantly higher.

In these settings, the “responsible person” is often the site manager or employer who has control over the premises. They must ensure that the fire risk assessment reflects the specific hazards of the environment, including combustible dust, hot works, chemical storage, or dangerous substances.

Our assessors have extensive experience in industrial fire safety, helping facilities managers identify high-risk areas and implement effective controls that go beyond minimum compliance. This includes ensuring the proper installation and maintenance of fire fighting equipment and fire detection systems, which are essential for early warning, emergency response, and ongoing compliance monitoring. We also support ongoing compliance monitoring, so you can stay confident that your site meets all safety and legal requirements at all times.

Common Compliance Gaps in Facilities Management

Even the most experienced facilities teams can overlook key aspects of fire safety compliance. Some of the most common gaps we see include:

Outdated fire risk assessments: Assessments that haven’t been reviewed after building modifications, occupancy changes, or regulatory updates. New hazards may not be identified if assessments are not kept current.
Lack of competent assessors: Using unqualified individuals to carry out assessments can lead to inaccuracies and non-compliance. An inadequate assessment may fail to determine the correct risk level.
Poor record keeping: Missing evidence of testing, maintenance, or staff training.
Unclear role definition: Multiple parties assume “someone else” is responsible for certain areas.
Inadequate staff awareness: Employees who aren’t properly trained on fire procedures, emergency plans, or evacuation plans.

We help you close these gaps by providing professional support tailored to your organisation’s structure, risk profile, and operational needs.

Staying Compliant in a Changing Environment

Fire safety regulations and standards continue to evolve, particularly in the wake of the Grenfell Tower tragedy and subsequent changes to UK building and fire safety law. Facilities managers must stay proactive in understanding how these changes affect their responsibilities.

Our team at Channel Compliance keeps up to date with every regulatory update and industry standard, from the Fire Safety (England) Regulations 2022 to the latest BS 9999 guidance. We translate complex legal language into clear, actionable advice, helping you maintain compliance without unnecessary complication or cost.

The Cost of Non-Compliance

The penalties for failing to comply with fire safety law can be severe. Organisations may face fines, enforcement notices, or even criminal prosecution. Beyond the financial implications, there’s the reputational and moral impact of putting lives at risk.

By partnering with a trusted fire risk assessment provider like Channel Compliance, you can significantly reduce those risks. We give you confidence that your building, staff, and procedures meet the highest standards of safety and compliance.

Partner with Channel Compliance for Fire Safety Peace of Mind

Whether you manage a single site in Bristol or oversee a portfolio of properties across the south west and wales, Channel Compliance is here to help you understand and fulfill your fire safety responsibilities.

Our fire risk assessments provide more than compliance; they deliver confidence, clarity, and control. We make it our business to keep your people safe, your property protected, and your operations running smoothly.

To learn more about how we can support your facilities management strategy, visit our Fire Risk Assessment service page or get in touch with our team today.