When Does a Fire Risk Assessment Review Matter?

A property can look ready for a tenant, inspection or handover and still have fire safety gaps hidden behind recent changes. A fire risk assessment review is the point at which a landlord, managing agent or responsible person checks whether the existing assessment still reflects what is happening in the building – not what was happening when it was first written.

For busy property portfolios, this is a practical job rather than paperwork for its own sake. A review helps identify where fire precautions, maintenance records and day-to-day use have moved out of step. It gives you a clear basis for dealing with defects before they become a risk to occupants, an issue at inspection or a costly delay to occupation.

What a fire risk assessment review is for

A fire risk assessment should be kept under review. In England, the responsible person must consider whether the assessment remains suitable and sufficient, particularly where there has been a significant change. The review may confirm that no alterations are needed, update actions and dates, or show that a more thorough reassessment is required.

The purpose is not simply to renew a document. It is to check the building, the people using it and the fire precautions in place. That includes how a fire might start, how smoke could spread, whether people can raise the alarm and leave safely, and whether the measures recorded in the assessment are still working as intended.

This matters in all types of occupied property, but the details differ. A small commercial unit, a converted block, a shared house and a single rental house present different risks. The right level of review depends on the property and the changes made since the last assessment.

When to arrange a fire risk assessment review

There is no sensible one-size-fits-all timetable. Your existing assessment may set a review date, but a material change should prompt action sooner. Waiting for an annual diary reminder is rarely the best approach when the building or its occupancy has changed.

Common triggers include:

• a fire, false alarm, near miss or evidence that evacuation arrangements did not work as expected;
• refurbishment, alterations, a new layout or work that affects escape routes, compartmentation or fire-stopping;
• a change in use, such as converting storage space into accommodation or taking on a different type of commercial occupier;
• a change in residents, staff, visitors or anyone who may need additional support to evacuate;
• replacement or repair of fire doors, alarm systems, emergency lighting, locks or other fire safety measures; and
• findings from maintenance checks, inspections or complaints that show controls are not being maintained.

A void period is also a useful opportunity. Before a property is re-let, check that work completed during the turnaround has not compromised fire doors, self-closing devices, escape routes or alarm coverage. It is considerably easier to correct a problem before furniture, tenants and moving dates are involved.

What should be checked during the review?

Start with the previous assessment and its action plan. Look at which items were completed, which were deferred and whether any temporary controls are still in place. A repeated action with no clear completion date deserves attention, particularly where it concerns an escape route, a fire door or the integrity of a communal area.

The review should then compare the document against the property as it stands. Walk the site rather than relying on photographs or old records. Check that corridors, stairs and final exits are clear and usable, that fire doors close properly into their frames, and that locks allow safe escape without a key where required. Minor damage, wedged doors and unsuitable alterations can undermine measures that appear satisfactory on paper.

Fire separation is another area that can change quietly. New cabling, pipework, extractor installations and repair work can leave penetrations through walls or ceilings. Where compartmentation has been disturbed, suitable fire-stopping may be needed to limit the movement of smoke and fire. This is particularly relevant following electrical work, bathroom or kitchen refurbishment, and works in communal buildings.

Records matter as well. Depending on the property, these may include fire alarm tests, emergency lighting checks, extinguisher servicing, fire door inspections, evacuation procedures and staff training. The review should establish that checks are taking place at appropriate intervals and that faults are being followed through. A logbook full of test dates but no evidence of remedial work is not a reassuring record.

Fire doors and escape routes need close attention

In rental and managed properties, fire doors are often the first line of defence between a small incident and a serious one. They need to be suitable for their location, fitted correctly and kept in good working order. A door that does not fully close, has excessive gaps, damaged seals or an unsuitable lock may not perform as intended.

Avoid treating every internal door as the same. The required standard depends on the building layout, use and assessment findings. Replacing a damaged door without checking its role in the fire strategy can create further problems. The same applies to changing locks. Security is essential, but any lock on an escape route must support safe exit arrangements.

Escape routes should be practical for the people who use them. That means considering storage in communal halls, deliveries, mobility needs, lighting and the route people would actually take under pressure. In a commercial premises, changes to shift patterns or visitor numbers may alter the evacuation plan. In residential blocks, contractors and residents should understand what must not be stored in common areas.

Turn findings into a workable action plan

A review has value only when its findings lead to clear action. Record each issue, its level of priority, who is responsible and the target completion date. Vague notes such as ‘check fire doors’ make it difficult to manage a portfolio. A useful action identifies the location, defect and required outcome.

Urgent life-safety issues should be dealt with promptly, with suitable interim controls where work cannot be completed immediately. For example, a damaged communal fire door may require a temporary management measure while the correct replacement is sourced and fitted. Lower-risk improvements can be planned alongside scheduled maintenance or refurbishment, provided this does not leave an unacceptable risk in the meantime.

For landlords and agents, combining remedial work with planned property maintenance can reduce disruption and avoid repeated visits. Electrical testing, fire door repairs, decorating after remedial opening-up works and void preparation often overlap. However, convenience should not mean using a general repair as a substitute for competent fire safety advice. Where the assessment identifies a specialist issue, use the right person and retain clear evidence of the work completed.

Who is responsible for the review?

The legal responsibility normally sits with the responsible person, which may be an employer, building manager, landlord, managing agent or another person with control over the premises. Duties vary by building and occupation, so responsibility should be agreed clearly rather than assumed.

A competent person can carry out or support the assessment, but appointing someone does not remove the responsible person’s need to act on the findings. Good management means making sure recommendations are understood, funded, completed and revisited if circumstances change.

For larger or more complex premises, it may be necessary to involve specialist fire safety professionals and coordinate with other dutyholders. In multi-occupied residential buildings, fire safety responsibilities can overlap with wider building safety, housing and leasehold obligations. The assessment should be specific to the property rather than copied from a generic template.

Keep your evidence ready for inspection

A well-managed fire safety file makes reviews faster and more reliable. Keep the current assessment, previous versions, action plans, maintenance certificates, inspection records, photographs of completed repairs and relevant contractor information together. This helps demonstrate a clear line from identified risk to completed action.

It also helps when staff change, a managing agent takes over, a property is sold or an urgent query arises. Instead of searching through emails, you can show what was assessed, what work was completed and when the next check is due.

Action Property Group supports East Sussex landlords, agents and businesses with practical maintenance and fire safety works that help keep properties safe, compliant and ready for occupation. The most useful time to raise a concern is before a tenant moves in, a refurbishment is signed off or an inspection date is already in the diary.