Responsible Person Fire Safety Duties: What You Must Do

Summary: In England and Wales, the responsible person must assess fire risks, put suitable precautions in place, maintain them and record the assessment and fire-safety arrangements. Responsibility usually follows control of the premises and can be shared, but filing a report is not enough. Effective management means assigning actions, coordinating with others, informing people and reviewing arrangements.

A wedged-open fire door or blocked exit can turn a routine management issue into a life-safety risk. Your fire safety duties as the responsible person require more than keeping an assessment on file: you must act on findings and keep precautions effective. For practical context, review fire safety duties for responsible persons.

In England and Wales, the main legal framework is the Regulatory Reform (Fire Safety) Order 2005. It covers workplaces and common parts of qualifying residential buildings across Kent and Sussex. The Order places duties on whoever controls the premises and protects workers and other relevant people, as set out in the legislation. Scotland and Northern Ireland use separate fire-safety frameworks, so check the rules for the premises’ jurisdiction.

Who is legally responsible when control is shared?

Control, rather than job title alone, determines who carries the role. GOV.UK guidance identifies employers, owners, landlords, occupiers and people such as facilities managers when they control premises. More than one person can be responsible in the same building. Each must understand which areas and measures they control.

For example, a landlord may manage a shared corridor while a tenant controls its shop or office. Write down the boundary and agree how shared alarms, escape routes, contractor work and defects will be managed. This prevents a gap where each party assumes the other has dealt with an issue.

What must your fire risk assessment cover?

Begin by identifying ignition sources, fuel, people exposed and the precautions already in place. Consider electrical equipment, cooking, hot work, storage, housekeeping, escape routes, alarm warnings and how smoke or fire could spread. Assess whether anyone needs additional help to evacuate, including visitors unfamiliar with the site, lone workers, people sleeping there or disabled occupants.

The assessment must reflect how the premises are used, rather than simply repeat a standard checklist. You remain responsible for ensuring it is suitable and sufficient, even if you appoint someone to assist. Our explanation of fire risk assessment requirements for responsible persons covers this important starting point.

Section 156 amendments to the Order require every responsible person to record the full assessment, including its findings, and the fire-safety arrangements. This applies in all circumstances, as Home Office guidance explains. Record the responsible person’s name and UK address, and keep the assessment and arrangements accessible.

What should you do after identifying a risk?

Turn each finding into an action with an owner, priority and target completion date. Where a fix cannot happen immediately, record any interim measure and monitor it until the issue is resolved. Deal promptly with hazards such as blocked exits, then schedule more complex repairs.

Maintain the measures people depend on, including alarms, emergency lighting, escape routes, firefighting equipment and fire doors. A fire door should close fully; damage to its closer or seals needs attention. Service openings or damaged walls and floors can also weaken fire separation, particularly after building work.

Give staff, contractors and visitors instructions suited to their roles, and practise an emergency plan that fits the premises. Review the assessment regularly and whenever circumstances change, such as after alterations, a change of use, an incident or recurring faults.

How should you manage shared premises and different UK rules?

Where responsibilities overlap, document who controls each area, who maintains shared equipment, how defects are reported and how emergency information is passed on. Identify other responsible persons, exchange contact details and cooperate so that one party’s precautions do not conflict with another’s. When a manager or tenant changes, pass relevant fire-safety information to the incoming duty holder.

The responsible-person framework under the 2005 Order applies in England and Wales; Scotland and Northern Ireland have separate fire-safety legislation. A Parliament briefing explains this territorial distinction. Do not assume that requirements for premises in one nation apply unchanged in another.

If responsibilities are unclear, our article on how appointing a responsible person improves fire safety explains why clear ownership matters.

When can a specialist assessment help?

An external assessment is useful when premises are complex, altered or shared, or when findings involve fire doors or concealed fire separation. Our certified consultants are trained, and consultations are tailored to each organisation’s premises.

We carry out fire risk assessments, fire door assessments and fire compartmentation surveys. These services examine fire hazards, door functionality and weaknesses in fire separation. An assessment supports your decisions, but you remain responsible for addressing findings and maintaining suitable precautions.

For a wider overview, read what fire safety compliance requires.

Keep fire safety management active

Treat active fire safety management as an ongoing process: identify who controls each area, record risks and arrangements, assign actions, maintain precautions and review after changes. The responsible person remains accountable even when duties are shared or an external assessor contributes. Use clear records and practical routines to keep safety measures working and evacuation arrangements relevant.

Fire safety support for your premises

If you need an on-site view of your premises, an assessment can clarify hazards, priorities and maintenance issues while you retain legal responsibility. Our consultants provide fire risk assessments, fire door assessments and fire compartmentation surveys, tailored to your requirements. We serve organisations across Kent, East Sussex and West Sussex, including Dover, Ashford, Maidstone, Tunbridge Wells, Eastbourne, Hastings, Brighton, Crawley, Worthing, Canterbury and Dartford.

Our fire risk assessment prices start at £130.00; the price for a particular assessment depends on its requirements. Explore our fire safety services or contact us to discuss your premises and request a booking.

Frequently Asked Questions

Who is the responsible person for a workplace?

It is usually the employer or another person with control of the premises, such as an owner, landlord or facilities manager. The role depends on actual control, not just job title.

Can a landlord and tenant both have fire safety duties?

Yes, more than one responsible person can have duties in the same premises. Each should establish their areas of control and coordinate arrangements for shared spaces and systems.

Must I record the fire risk assessment if I employ fewer than five people?

Yes. Responsible persons must record the full assessment and fire-safety arrangements in all circumstances, not only when a particular employee threshold applies.

How often should a fire risk assessment be reviewed?

Review it regularly and whenever there is reason to believe it is no longer current. Reconsider it after relevant changes, such as building alterations, a change in use or a fire incident.

Can an external fire risk assessor take over my legal responsibility?

No, the responsible person remains accountable for fire safety. Our fire risk assessment service can help identify hazards and evaluate risks, but you must ensure the findings are acted upon.