How Often Must a Fire Risk Assessment Be Reviewed?

Under the Regulatory Reform (Fire Safety) Order 2005 (often referred to as the RRO or FSO), the Responsible Person for a business premises has a legal duty to ensure a fire risk assessment is carried out and regularly reviewed. However, the legislation does not set a fixed "expiry date" for these assessments. This often leads to confusion among business owners and landlords who may assume a generic annual check is sufficient.

In reality, the requirement is based on risk and change rather than a calendar date. A review must occur whenever there is reason to suspect that the assessment is no longer valid or a significant change has occurred. This article clarifies the legal requirements and practical steps you should take to remain compliant.

The Legal Requirement for Reviewing

The RRO 2005 places a duty on the Responsible Person to review the fire risk assessment regularly. Article 9, paragraph (3)(a) of the Order specifically states that the Responsible Person must make such a review of the fire risk assessment as is necessary to ensure it remains up to date.

While "regularly" is not defined as a specific number of months, the accompanying government guidance suggests that a simple, low-risk premises (like a small office) might only need a review every 12 months or so. In contrast, high-risk or complex environments often require more frequent checks. The key is to ensure that the document reflects the current condition of the premises and the risks present to relevant persons.

If you fail to review your assessment and a fire occurs, the enforcing authority (usually the Fire and Rescue Service) may take action. This can range from informal notices to enforcement notices and, in severe cases, prosecution.

When is a Review Essential?

You should not wait for a yearly anniversary to review your safety measures. The law requires a review immediately if there has been a significant change in the matters to which the assessment relates. This ensures that fire safety protocols evolve alongside your business operations.

Significant changes typically include:

• Structural alterations: Changes to the internal layout of the building, such as new partitioning walls, removed doors, or changes to escape routes.
• Changes to occupancy: An increase in the number of staff, or a change in the type of occupants (e.g., introducing members of the public or vulnerable individuals).
• Work processes: Introducing new flammable substances, hot work processes, or machinery that generates heat or sparks.
• Organisational changes: A change in the Responsible Person, or a significant reduction in staff numbers that may affect the efficiency of fire marshals or evacuation procedures.

If any of these occur, the existing assessment may no longer accurately represent the risks, leaving you non-compliant.

Best Practice Intervals for Different Premises

While the law is flexible, adhering to standard industry guidance helps demonstrate compliance. For most standard UK businesses, a yearly review is considered the minimum benchmark for good practice. This involves checking that the previous recommendations have been implemented and that no minor changes have slipped through the net.

However, the frequency should be adjusted based on the level of risk:

• Low-risk premises (e.g., small offices, retail shops): A review every 12 months is often adequate, provided no changes have occurred.
• Medium-risk premises (e.g., restaurants, small warehouses): Consider reviewing every 6 months or immediately after any change to stock levels or kitchen extraction systems.
• High-risk premises (e.g., care homes, chemical storage, large factories): These often require quarterly reviews or continuous monitoring due to the vulnerability of occupants or the high combustibility of materials.

It is vital to keep a record of when the review took place and what was checked. This creates an audit trail that can be shown to inspectors.

The Role of the Fire Risk Assessment

The fire risk assessment is the foundation of your fire safety strategy. It identifies hazards, evaluates who is at risk, and determines the measures needed to remove or reduce those hazards. When reviewing the document, you are essentially verifying that the control measures are still working.

For example, a fire door that was compliant three years ago may have been damaged or its closers may have failed. A review is the opportunity to spot these deficiencies. If the assessment is outdated, you may be unaware that your fire detection system is no longer suitable for the current use of the building.

How HawkSwift Can Help

Keeping up with these legislative requirements can be time-consuming. If you are unsure whether your current assessment is still valid, or if your building has undergone recent changes, it is prudent to seek professional advice.

At HawkSwift, our NEBOSH-qualified assessors can provide a comprehensive review of your existing arrangements or conduct a new assessment from scratch. We understand the nuances of UK fire safety law and can help you identify gaps in your compliance. We provide detailed reports within 48 hours, ensuring you have the documentation you need without delay.

Our fire risk assessments start from just £199 + VAT, offering an affordable solution for businesses seeking peace of mind. Do not leave your compliance to chance; ensure your premises are safe and legally compliant today. To arrange a visit from a qualified professional, book a fire risk assessment.