Fire safety isn’t just a box to tick, it’s a critical aspect of keeping employees, customers, and premises safe. But who exactly is legally responsible for ensuring fire safety in the workplace? This blog breaks down the key responsibilities under the Regulatory Reform (Fire Safety) Order 2005 and helps clarify who needs to take action to stay compliant and safeguard lives.
The Legal Duty Under the Fire Safety Order
In England and Wales, workplace fire safety is governed by the Regulatory Reform (Fire Safety) Order 2005. This legislation places the legal duty for fire safety on the “Responsible Person”.
This isn’t always a single individual – it could be:
- The employer (regardless of whether they own the building)
- The owner of the premises
- A landlord or managing agent
In multi-occupancy buildings, fire safety responsibilities must be shared and coordinated between all parties. But here’s the catch – if everyone assumes someone else is in charge, no one is. That’s where things go wrong.
At PB Safety, we help organisations take the guesswork out of fire safety. If you’re unsure who holds legal responsibility in your building, we can help you define the roles, establish compliance, and offer third-party accredited support for your fire safety needs.
Key Duties of the Responsible Person
The Fire Safety Order sets out clear responsibilities for the Responsible Person. These duties aren’t optional – they are legal requirements that must be met:
1. Conducting a Fire Risk Assessment
A suitable and sufficient Fire Risk Assessment must be completed and regularly reviewed. This is the foundation of fire safety. The fire risk assessment must:
- Identify fire hazards
- Assess who might be at risk
- Evaluate, remove, or reduce risks
- Record significant findings and prepare an emergency plan
- Be reviewed following any major change or at regular intervals
Shockingly, many small businesses either skip this step altogether or rely on outdated assessments. According to Fire and Rescue Service audits, over 5,000 enforcement notices were issued in 2022 due to inadequate risk assessments and fire safety failures.
The Fire Risk Assessment must be carried out by a competent person. At PB Safety, we’re a BAFE SP205-certified organisation, which means we meet recognised third-party standards to carry out Life Safety Fire Risk Assessments.
2. Implementing Fire Safety Precautions
Following the FRA, the Responsible Person must implement suitable fire precautions. These may include:
- Fire detection and alarm systems
- Emergency lighting
- Signage
- Fire-fighting equipment (e.g. extinguishers – and yes, the right ones)
- Fire-resistant doors and clear escape routes
Are your extinguishers fit for purpose? In July 2025, new UK regulations will ban certain foam extinguishers containing harmful PFAS chemicals, like AFFF with PFOA. Businesses must ensure their fire equipment is updated in line with these changes – or risk falling foul of the law.
3. Maintaining Equipment and Procedures
Fire safety measures must be kept in working order. That means:
- Regular testing and servicing of alarms, lighting, extinguishers and other fire systems
- Maintaining clear escape routes
- Keeping fire doors functioning correctly
- Documenting all checks, servicing and corrective actions
Ask yourself: When was the last time your fire doors were checked to ensure they close properly? Would your emergency lighting actually work in a power outage?
4. Training Staff
All employees must receive fire safety training, including:
- What to do in case of a fire
- How to evacuate safely
- How to raise the alarm
- Safe use of fire extinguishers (if appropriate)
Fire drills aren’t just a formality – they save lives. Appointing and training fire wardens is also strongly recommended.
At PB Safety, we offer practical, hands-on fire safety training – both online and in person – including fire drill observation and full compliance reporting.
Appointing Truly Competent People
The law also requires the appointment of one or more competent persons to help manage fire safety. This role can’t just be handed to the nearest available employee. These individuals must have:
- The knowledge and training to understand fire risks
- The experience to manage safety measures effectively
- The confidence to act during an emergency
Whether it’s an internal Health & Safety Officer or an external consultant, they must be up to the job. If you don’t have the expertise in-house, PB Safety can step in to support your compliance and safety strategy.
Consequences of Non-Compliance
Failing to meet fire safety responsibilities can have severe consequences, including:
- Fines and prosecution
- Imprisonment in serious cases
- Insurance claims are being invalidated
- Most importantly, putting lives at risk
Fire safety isn’t just a legal obligation – it’s a moral one. Being proactive can prevent injuries, save lives, and protect businesses from devastating loss.
According to Home Office statistics, there were over 11,900 non-domestic fires in England in 2022/23. Many resulted in injury, loss of business continuity, and in some tragic cases, fatalities.
Staying Compliant and Safe
Understanding who is responsible for fire safety in the workplace is the first step toward creating a safer environment. If you are the Responsible Person, make sure you:
- Keep your fire risk assessments up to date
- Train your staff regularly
- Maintain all fire safety systems and equipment
- Document your procedures clearly
Make Fire Safety a Priority – Not an Afterthought
Still not sure where the responsibility lies in your organisation? Don’t risk it. When fire safety is everyone’s business, someone still needs to lead the way – and that someone should be clearly identified, trained, and supported.
At PB Safety, we help organisations of all sizes take control of fire safety. From professional risk assessments to ongoing support, staff training and system maintenance, our services are designed to keep you compliant – and more importantly, safe.
Get in touch to book a consultation or Fire Risk Assessment, and take the first step toward a safer workplace.