Fire Risk Assessments: How Often Should They Be Reviewed?
Fire Risk Assessments (FRAs) are a fundamental part of managing fire safety in commercial buildings, workplaces and many residential premises. However, one question regularly arises among Facilities Managers, landlords and those responsible for building safety:
How often should a Fire Risk Assessment actually be reviewed?
There is a common misconception that every Fire Risk Assessment must legally be reviewed once a year. While annual reviews may be appropriate in many circumstances, the legal requirements are more nuanced.
Understanding when an assessment should be reviewed, and what circumstances might trigger an earlier review, is essential for maintaining effective fire safety arrangements.
What Does UK Fire Safety Legislation Require?
In England and Wales, the Regulatory Reform (Fire Safety) Order 2005 places duties on the Responsible Person to assess fire risks and implement appropriate fire safety measures in premises to which the legislation applies.
Under Article 9, the Fire Risk Assessment must be reviewed regularly to keep it up to date, particularly where there is reason to suspect it is no longer valid or where significant changes have occurred.
The legislation does not specify a universal 12-month review interval.
Instead, the appropriate frequency should reflect the nature of the premises, the risks present and any changes that could affect fire safety.
Organisations should also consider relevant sector-specific guidance and the recommendations of a competent fire risk assessor.
When Should a Fire Risk Assessment Be Reviewed?
Although there is no single statutory review interval for every building, several circumstances should prompt consideration of an immediate review.
1. Changes to the Building or Its Layout
Alterations to a building can affect evacuation routes, fire compartmentation, occupancy arrangements and the effectiveness of existing fire safety measures.
Examples include:
- Internal refurbishment or structural alterations.
- Changes to escape routes or access arrangements.
- Installation of new equipment or machinery.
- Changes to fire doors, partitions or compartmentation.
- Significant changes to building services.
Where changes may affect fire risk, the assessment should be reviewed to ensure that existing precautions remain appropriate.
2. Changes in Building Occupancy or Use
The way a building is occupied can have a significant impact on its fire risk profile.
For example, converting office space into a different commercial use, increasing occupancy levels or accommodating individuals who require assistance during evacuation may introduce additional considerations.
Changes in working patterns can also be relevant, particularly where staffing levels or supervision arrangements are affected.
A Fire Risk Assessment should reflect how the premises are actually being used, rather than how they were used when the assessment was originally completed.
3. Following a Fire or Significant Fire-Related Incident
A fire, near miss or significant incident may reveal weaknesses in existing fire safety arrangements.
Such events should prompt a review of the relevant risks, existing precautions and any lessons identified.
The review may highlight the need for changes to evacuation procedures, staff training, equipment, maintenance arrangements or other fire safety measures.
4. Changes to Fire Safety Equipment or Procedures
Fire detection and alarm systems, emergency lighting, firefighting equipment and evacuation procedures all contribute to a building’s fire safety arrangements.
Where significant changes are made to these systems or procedures, the Fire Risk Assessment may need to be updated.
Similarly, persistent defects, recurring maintenance issues or changes to the availability of safety equipment may indicate that existing arrangements require further attention.
5. Changes in the People at Risk
Fire Risk Assessments must consider relevant people who could be affected by a fire.
Changes to occupancy, the presence of vulnerable individuals or altered evacuation requirements may affect the suitability of existing precautions.
For example, a building that begins accommodating people with additional evacuation needs may require revised arrangements.
These considerations are particularly important in care environments, residential buildings and other premises with complex evacuation requirements.
Is an Annual Fire Risk Assessment Review Good Practice?
For many organisations, establishing an annual review process can provide a useful framework for keeping assessments current.
However, an annual review should not be treated as an automatic legal requirement for every premises or as a substitute for reviewing significant changes when they occur.
The appropriate review interval should be determined by the building’s risk profile, relevant guidance and competent professional judgement.
Higher-risk or more complex premises may require more frequent attention.
It is also important to distinguish between reviewing an existing assessment and commissioning a completely new assessment.
A review may establish that the existing assessment remains suitable, requires updating or should be replaced with a more comprehensive reassessment.
Who Is Responsible for Reviewing a Fire Risk Assessment?
The Responsible Person retains legal responsibility for ensuring that a suitable and sufficient Fire Risk Assessment is in place and appropriately reviewed.
Depending on the premises, this may be an employer, building owner, landlord, managing agent or another person with relevant control.
Where multiple parties have fire safety responsibilities, cooperation and coordination may be required.
Although an external specialist can carry out the assessment or review, appointing a contractor does not automatically transfer the Responsible Person’s legal duties.
The assessment should be undertaken or reviewed by someone with sufficient competence for the nature and complexity of the premises.
Common Mistakes to Avoid
Facilities Managers and property teams should be aware of several common problems:
- Assuming that an assessment remains valid simply because it was completed recently.
- Waiting for an annual review despite significant changes to the premises.
- Failing to address recommendations identified in previous assessments.
- Losing track of review dates across multiple properties.
- Treating an assessment report as evidence that all necessary remedial actions have been completed.
A Fire Risk Assessment is an important management tool, but its value depends on the actions taken as a result.
Managing Fire Risk Assessments Across Multiple Properties
For organisations responsible for several buildings, maintaining an effective review programme can become increasingly complex.
Different properties may have different occupancy arrangements, uses, fire safety systems and levels of risk.
A central register can help Facilities Managers track assessment dates, review requirements, outstanding actions and responsibility for completion.
It is also important to ensure that changes at individual sites are communicated promptly to those responsible for fire safety.
How Magenta Compliance Can Help
At Magenta Compliance, we support organisations with fire safety services, including Fire Risk Assessments, helping building owners, Facilities Managers and Property Managers understand and manage their fire safety responsibilities.
Whether you’re responsible for a single commercial building or a portfolio of properties, maintaining suitable and up-to-date assessments is an essential part of effective fire safety management.
Unsure whether your Fire Risk Assessment needs reviewing?
Contact Magenta Compliance to discuss your premises and the appropriate next steps.