Part 2 of our 14-day fire safety and security series for business owners, landlords, facilities managers and responsible persons across Conwy, Denbighshire and wider North Wales.
Fire safety legislation places clear responsibilities on people who control non-domestic premises. These responsibilities apply to offices, shops, schools, care settings, industrial units, communal areas and many other properties.
The main legislation is the Regulatory Reform (Fire Safety) Order 2005. It applies in England and Wales and sets out duties for the person responsible for fire safety.
This article provides general information. It is not legal advice. Ask a competent fire-risk professional for advice based on your premises, activities, building layout and occupants.
Who is the responsible person?
The responsible person is usually one of the following:
- The employer, for workplace premises.
- The person who controls the premises.
- The owner, where no other person has control.
- The landlord, managing agent or other duty-holder, depending on the building and contractual arrangements.
More than one person can have responsibilities. This is common in multi-occupancy buildings where the landlord, managing agent and tenants each control different areas.
For example, a tenant may manage fire safety inside its unit. The landlord or managing agent may control communal corridors, stairways, plant rooms and shared alarm systems. Responsibilities should be agreed clearly and recorded.
Do not assume that a contractor, tenant or managing agent automatically takes over all legal duties. The responsible person must understand what they control and ensure that suitable arrangements are in place.
1. Complete a suitable fire risk assessment
A fire risk assessment is a central requirement under the Order. It should identify fire hazards, assess the risks and set out the precautions needed to protect relevant people.
A suitable assessment should consider:
- Sources of ignition.
- Combustible materials.
- Work activities and processes.
- Electrical equipment and installations.
- Storage of flammable substances.
- Escape routes and final exits.
- Fire doors and compartmentation.
- Fire alarm systems.
- Emergency lighting.
- Firefighting equipment.
- The needs of disabled people and other vulnerable occupants.
- Visitors, contractors, lone workers and members of the public.
- Arrangements for raising the alarm and evacuating the building.
The assessment must reflect the actual premises. A generic template may not identify the risks created by a commercial kitchen, workshop, warehouse, care setting or multi-storey office.
Where five or more people are employed, the significant findings of the assessment generally need to be recorded. Recording is also important for larger, more complex or multi-occupied buildings.
Your fire risk assessment should identify actions, owners and target dates. Do not treat it as a document to file away. Use it to manage fire safety decisions.
2. Maintain fire precautions
The responsible person must provide and maintain suitable fire precautions. Equipment must be available, appropriate for the risk and kept in efficient working order.
Fire precautions can include:
- Automatic fire detection and alarm systems.
- Manual call points.
- Emergency lighting.
- Fire doors and fire-resisting construction.
- Fire extinguishers.
- Fire blankets and suppression systems, where appropriate.
- Protected escape routes.
- Fire safety signs.
- Smoke control systems.
- Emergency power supplies.
A fire alarm may appear to work when tested casually but still have hidden faults. Batteries can deteriorate. Detectors can become contaminated. Cables can be damaged. Fault indicators can be ignored. Areas can be altered without updating the system.
Routine inspection and servicing helps identify these issues before an emergency. It also creates a record of what was checked, what was found and what action was recommended.
Maintenance should be planned around the type of premises and the system installed. Follow the relevant manufacturer’s instructions and applicable standards. For fire alarm systems, competent professionals may refer to standards such as BS 5839, where appropriate to the installation.
Emergency lighting also requires regular inspection and testing. A system that does not operate during a power failure may leave occupants unable to identify escape routes.
Electrical safety forms part of wider fire prevention. Faulty wiring, overloaded circuits and damaged equipment can create ignition risks. Arrange suitable electrical inspection and testing for the building and its systems.
3. Give staff suitable information and training
Employees need clear instructions. Training should explain what to do before and during a fire emergency.
Information may include:
- The main fire risks in the workplace.
- How to raise the alarm.
- The sound or visual indication of the alarm.
- Escape routes and alternative exits.
- The location of assembly points.
- The procedure for calling the emergency services.
- How to report hazards.
- The responsibilities of fire wardens.
- Arrangements for visitors and contractors.
- Assistance for people who may need additional support.
New staff should receive suitable induction information. Refresher training should be provided when needed and after significant changes.
Fire wardens may need additional instruction based on their role. They must understand the limits of their responsibilities. They should not be expected to enter dangerous areas or tackle fires when it is unsafe to do so.
Fire drills can test whether arrangements work in practice. Record the date, attendance, evacuation time, issues identified and actions required. A drill that exposes problems is useful if those problems are corrected.
4. Keep clear records
Good records help responsible persons manage risks and demonstrate that fire safety arrangements are active.
Records may include:
- The current fire risk assessment.
- Significant findings and action plans.
- Evidence that corrective actions were completed.
- Fire alarm inspection and servicing reports.
- Emergency lighting test results.
- Fire extinguisher servicing records.
- Fire door and escape route checks.
- Fire drill records.
- Staff training and induction records.
- Details of faults and temporary control measures.
- Records of system alterations and recommissioning.
- Communications between landlords, tenants and managing agents.
Records should be accessible to the people who manage the building. Store them securely and make sure older documents do not replace the current information.
If a contractor identifies a serious defect, record the issue and the interim measures put in place. For example, this could include increased patrols, temporary detection, restricted access or additional fire watch arrangements. Obtain competent advice on the appropriate response.
5. Review the assessment after changes
A fire risk assessment is not a one-off document. Review it regularly and whenever circumstances change.
A review may be needed after:
- Building alterations or extensions.
- Changes to the internal layout.
- A change of use.
- New machinery or work processes.
- New storage arrangements.
- Changes to staffing or working hours.
- The introduction of vulnerable occupants.
- A fire, near miss or significant false alarm.
- Changes to fire alarm or electrical systems.
- New tenants or changes in occupancy.
- An enforcement visit or new guidance.
For example, converting office space into storage may increase combustible loading. Installing partitions may affect detector coverage and escape routes. Introducing battery charging equipment may create new electrical and fire risks.
Review the assessment before work begins where possible. This allows precautions to be planned rather than added after a problem occurs.
North Wales premises need practical arrangements
Businesses and landlords in Conwy, Denbighshire and wider North Wales manage a wide range of buildings. These include retail premises, offices, schools, healthcare facilities, hospitality venues, factories, warehouses and residential blocks.
Each property needs a proportionate approach. A small office and a large industrial unit will not require identical arrangements.
Work with a competent fire-risk adviser where the building is complex, high-risk or occupied by people who may need assistance. Advice may also be appropriate when there is uncertainty about responsibility, compartmentation, evacuation strategy or system design.
Do not rely on an installation certificate alone. Fire safety depends on ongoing management, suitable maintenance and effective staff procedures.
How Dragon can support your fire safety arrangements
Dragon Security & Electrical Ltd provides professional fire and electrical services for commercial, public sector, industrial and residential clients.
Our services include:
- Fire alarm installation and maintenance.
- Fire alarm inspection and testing.
- Emergency lighting installation and testing.
- Electrical inspection and testing.
- Planned preventative maintenance.
- Fault finding and remedial works.
- Ongoing support for existing systems.
As experienced Fire Alarm Specialists in North Wales, we can help you understand the condition of your systems and plan suitable maintenance. We can also support wider compliance programmes through our electrical services.
Contact Dragon on 01492 330330 to discuss your premises and maintenance requirements.
Key actions for responsible persons
Start with these steps:
- Confirm who holds responsibility for each part of the premises.
- Check that the fire risk assessment reflects current conditions.
- Review fire alarm and emergency lighting maintenance records.
- Confirm that escape routes and fire doors remain available and serviceable.
- Provide suitable fire safety information and training.
- Record drills, inspections, faults and corrective actions.
- Review arrangements after building, staffing or operational changes.
- Obtain competent fire-risk advice where the situation is complex or uncertain.
UK fire safety legislation requires active management. Use your assessment, maintenance programme and records together. This provides a clearer basis for protecting people and managing fire risks across your North Wales property.