In the UK, fire safety is not just a matter of best practice; it is a rigorous legal requirement. For business owners, landlords, and “Responsible Persons,” the Fire Risk Assessment (FRA) is the foundational document that ensures the safety of occupants and the protection of property. However, one of the most common misconceptions in the industry is that a fire risk assessment is a “one-and-done” task.
In reality, a fire risk assessment is a living document. The legislation governing fire safety, primarily the Regulatory Reform (Fire Safety) Order 2005 and the more recent Fire Safety Act 2021 and Building Safety Act 2022, emphasises the need for regular reviews. Failing to keep this document up to date can lead to significant legal penalties, invalidated insurance, and, most importantly, increased risk to life.
This guide explores the legal requirements, industry recommendations, and critical “triggers” that dictate how often you should review your fire risk assessment from GF Fire.
The Legal Requirement: What Does the Law Say?
Interestingly, the Regulatory Reform (Fire Safety) Order 2005 does not specify a fixed calendar date for reviews (such as “every 12 months”). Instead, Article 9 of the Order states that the Responsible Person must review the assessment if:
- There is reason to suspect that it is no longer valid.
- There has been a significant change in the matters to which it relates.
While the law remains somewhat open-ended to allow for different building types and risk levels, the British Standards (specifically PAS 79-1) and the Home Office provide much clearer frameworks for compliance. For most commercial and residential blocks, an annual review is considered the industry standard to demonstrate “due diligence.”
Recommended Review Frequencies by Building Type
The frequency of your review often depends on the complexity of the building and the vulnerability of the people inside.
1. Low-Risk Commercial Premises
For small offices or shops with simple layouts and low-risk activities, a formal review every 12 months is standard. A completely new assessment is typically recommended every three years, provided no major changes occur in the interim.
2. High-Risk Premises (Hospitals, Care Homes, Schools)
In environments where occupants may be sleeping, have limited mobility, or where hazardous materials are stored, the risk level is significantly higher. In these cases, a review should be conducted at least every 6 to 12 months, with a very low threshold for triggering an unscheduled review.
3. Multi-Occupied Residential Buildings
Following the introduction of the Fire Safety Act 2021, the external walls and flat entrance doors of multi-occupied residential buildings must now be included in the fire risk assessment. For high-rise buildings, reviews are generally expected annually to ensure all communal fire doors and cladding systems remain compliant.
5 Critical Triggers for an Immediate Review
Regardless of when your last assessment was conducted, certain “triggers” necessitate an immediate update to your fire safety documentation.
1. Structural Changes or Refurbishments
If you have knocked down walls, added an extension, or changed the internal layout of a building, your existing fire risk assessment is likely void. Structural changes can affect “means of escape” (the paths people take to exit the building) and the effectiveness of fire compartments. For example, a new partition wall might obstruct a fire exit sign or prevent a smoke detector from covering the required area.
2. Changes in Building Use or Occupancy
Fire risk is often tied to who is using the building. If a warehouse that previously stored non-combustible metal parts is now being used to store furniture or chemicals, the “fire load” has increased. Similarly, if an office floor is repurposed to include a public-facing cafe, the number of people unfamiliar with the exit routes has increased, requiring a different approach to fire wardens and evacuation drills.
3. Significant Changes to Staff or Residents
If the building now houses people with disabilities, the elderly, or young children, your “Personal Emergency Evacuation Plans” (PEEPs) must be updated. A fire risk assessment review ensures that the evacuation strategy is still fit for purpose for the specific individuals currently using the premises.
4. Installation of New Equipment or Machinery
The introduction of high-voltage industrial machinery, kitchen heating elements, or even large-scale lithium-ion battery charging stations introduces new ignition sources. These must be accounted for in your risk assessment to ensure adequate suppression systems (like the correct fire extinguishers) are in place.
5. Following a “Near Miss” or Fire Incident
If there has been a small fire or a “near miss,” it is a clear sign that the current safety measures may have failed or were insufficient. A review allows you to investigate the root cause and update your procedures to prevent a repeat occurrence.
The Difference Between a “Review” and a “New Assessment”
It is important to distinguish between these two terms:
- A Review: This is a check of the existing assessment to see if it is still valid. It involves walking the premises, checking that the “Action Plan” items have been completed, and ensuring no new hazards have appeared. This can often be done as an addendum to the original document.
- A New Assessment: This involves a completely fresh look at the building, usually required every three years or after a major structural change. It results in a brand-new document that replaces the old one entirely.
The Role of the “Competent Person”
The legislation requires the fire risk assessment to be carried out by a “competent person.” While the law allows business owners of very small, low-risk premises to conduct their own assessments, the complexity of modern fire safety often makes this a risky choice.
A professional fire risk assessor brings technical knowledge regarding:
- Fire Compartmentation: Understanding how long walls and doors can hold back fire.
- Fire Alarm Grades: Ensuring your detection system meets British Standard 5839.
- Emergency Lighting: Verifying that exit routes remain illuminated during a power failure.
For high-rise buildings or complex commercial sites, the “Responsible Person” can be held personally liable for negligence. Therefore, hiring a professional to conduct the annual review is an essential step in transferring that risk and ensuring total compliance.
What Happens if You Don’t Review Your Assessment?
The consequences of neglecting your fire risk assessment review are severe:
- Prosecution and Fines: Fire and Rescue Services carry out spot checks. If your assessment is out of date or does not reflect the current layout of the building, you can face unlimited fines or even imprisonment in cases of extreme negligence.
- Invalidated Insurance: Most commercial insurance policies require you to comply with all fire safety legislation. If a fire occurs and your assessment is found to be five years old, the insurer may refuse to pay the claim.
- Loss of Life: The most tragic consequence is the failure to protect people. A review might identify a blocked fire exit or a faulty fire door that could save lives in a real emergency.
Summary Checklist for Fire Risk Assessment Reviews
To help you stay compliant, use the following checklist:
- Annual Review: Schedule a formal walkthrough and document check every 12 months.
- Action Plan Progress: Have the recommendations from the last assessment been completed and signed off?
- Staff Training: Have new staff been trained in fire safety? Have fire drills been conducted in the last six months?
- Equipment Maintenance: Are fire extinguishers, alarms, and emergency lights being serviced by professionals?
- Legislative Updates: Does the assessment account for recent changes, such as the Fire Safety (England) Regulations 2022?
Conclusion
How often should a fire risk assessment be reviewed? While “once a year” is the safest rule of thumb for most UK businesses, the real answer is “whenever the risk changes.” Fire safety is not a static state; it is a process of constant vigilance.
By maintaining a regular review cycle, you do more than just tick a box for legal compliance. You create a culture of safety, protect your financial assets, and ensure that every person who enters your building is as safe as possible. If your fire risk assessment has been sitting on a shelf for more than a year, or if your building has changed since the last inspection, now is the time to act.
