If you’ve recently become the Responsible Person for a building, or you’re unsure exactly what your legal duties involve, you’re not alone.
Many people inherit the role without receiving formal guidance, yet the legal responsibilities are significant. The Responsible Person plays a central role in protecting occupants from fire and ensuring compliance with UK fire safety legislation.
This starter pack highlights the key responsibilities every Responsible Person should understand.
Understanding the Role of Responsible Person
Under the Regulatory Reform (Fire Safety) Order 2005, the Responsible Person is typically the employer, building owner, landlord, managing agent or anyone who has control of the premises.
Your responsibility extends beyond simply arranging a Fire Risk Assessment. You are legally accountable for ensuring fire risks are identified, suitable precautions are in place, and fire safety arrangements remain effective.
Fire safety should be actively managed and regularly reviewed, not treated as a one-off exercise.
Fire Risk Assessments
A suitable and sufficient Fire Risk Assessment forms the foundation of your fire safety arrangements.
The assessment should identify fire hazards, evaluate the level of risk and recommend any improvements needed to protect relevant persons.
However, commissioning an assessment is only the first step.
Responsible Persons should:
- Ensure the assessment is suitable and sufficient for their premises.
- Review the assessment regularly and whenever significant changes occur.
- Record progress against recommended actions.
- Prioritise high-risk findings and monitor completion.
We understand this can feel like a significant responsibility, particularly for those balancing multiple roles within an organisation. You don’t have to manage it alone. PB Fire Safety works alongside Responsible Persons to help interpret Fire Risk Assessments, prioritise actions, and develop practical plans that support ongoing compliance and improve fire safety across your premises.
Fire Safety Management
Effective fire safety depends on good day-to-day management. This includes ensuring fire precautions remain operational, inspections are completed, staff understand emergency procedures and accurate records are maintained.
A strong fire safety management system typically includes:
- Planned maintenance of fire safety systems.
- Routine inspections of fire precautions.
- Fire safety training for employees.
- Emergency evacuation procedures.
- Regular fire drills.
- Accurate maintenance and compliance records.
Good documentation provides evidence that fire safety is being actively managed and reviewed.
Fire Doors
Fire doors are one of the most important passive fire protection measures within any building.
Their purpose is to slow the spread of fire and smoke, protecting escape routes and allowing occupants valuable time to evacuate safely.
Responsible Persons should ensure fire doors are inspected regularly for damage, missing seals, faulty self-closing devices and other defects.
For multi-occupied residential buildings over 11 metres in England, the Fire Safety (England) Regulations 2022 require:
- Quarterly checks of communal fire doors, including self-closing devices.
- Annual checks of flat entrance doors on a best endeavours basis.
Regular inspections help ensure fire doors perform as intended when they are needed most.
Personal Emergency Evacuation Plans (PEEPs)
Not everyone can evacuate a building without assistance.
Personal Emergency Evacuation Plans, commonly known as PEEPs, provide a clear plan for individuals who may need additional support during an emergency.
This may include people with:
- Mobility impairments.
- Hearing or visual impairments.
- Temporary injuries.
- Medical conditions.
- Cognitive or learning difficulties.
Considering the needs of vulnerable occupants is an essential part of effective evacuation planning. In residential buildings, particularly Higher-Risk Buildings and those over 11 metres that operate a simultaneous evacuation strategy, Responsible Persons should also be aware of Residential Personal Emergency Evacuation Plans (RPEEPs). Understanding when these may be appropriate forms part of ensuring that evacuation arrangements are suitable for all occupants.
Do You Manage a Higher-Risk Building?
If you’re the Responsible Person for a Higher-Risk Building (HRB), your responsibilities may extend beyond the requirements that apply to many other premises.
Higher-Risk Buildings are subject to additional duties under the Building Safety Act beyond day-to-day fire safety management, including stronger requirements for building information, fire safety management and demonstrating ongoing compliance. Many HRBs may also have an Accountable Person with responsibilities under the Building Safety Act, who manages the fire and structural safety risks of a high-rise residential building. Where these two roles are not performed by the same person, this makes clear communication and collaboration essential.
With greater regulatory scrutiny applied to HRBs, clear processes, accurate records and competent advice are essential.
If you’re unsure whether your building falls within the Higher-Risk Building regime, or what additional duties apply, seeking competent advice early can help avoid compliance issues later.
Competent Person Support
Fire safety legislation requires Responsible Persons to appoint competent people to assist them where necessary.
Competence means having the appropriate knowledge, skills, experience and understanding to carry out fire safety work to the required standard.
Whether you require a Fire Risk Assessment, fire door inspections, evacuation planning or wider fire safety support, choosing a competent provider gives confidence that your fire safety arrangements are based on current legislation and recognised standards.
PB Fire Safety is currently progressing through BAFE SP205 certification, supported by the proven experience of the PB Safety Group, which has held BAFE SP205 certification since 2023. This means Responsible Persons benefit from the expertise, quality processes and experience developed within a BAFE certified organisation, while PB Fire Safety progresses through its own certification.
Final Thoughts
Being the Responsible Persons carries significant legal responsibilities, but it doesn’t mean you have to manage everything alone.
With the right advice, competent support and a proactive approach, you can create a safer building, protect occupants and demonstrate that your fire safety responsibilities are being effectively managed.
Book a Responsible Person Compliance Review
Whether you’re new to the role or want reassurance that your current fire safety arrangements remain compliant, PB Fire Safety can help.
Contact our team today to book a Responsible Person Compliance Review and discuss how we can support your fire safety responsibilities with practical, proportionate advice.