How Often to Review a Fire Risk Assessment

As a business owner or landlord, you know that a fire risk assessment is a legal requirement. However, simply having one completed and filed away is not enough. The Regulatory Reform (Fire Safety) Order 2005 (RRO) places a continuous duty on the Responsible Person to keep the assessment up to date. A common question we are asked at HawkSwift is: "How often must this be reviewed?"

The short answer is that there is no fixed statutory expiry date for a fire risk assessment, unlike an MOT certificate. Instead, you must review it regularly to ensure it remains valid. This article explains exactly when and why you should update your assessment to keep your premises compliant and safe.

The Legal Requirement for Ongoing Compliance

Under the RRO 2005, the Responsible Person must take general fire precautions to ensure, so far as is reasonably practicable, the safety of any of their employees. This duty extends to reviewing the fire risk assessment whenever necessary.

Article 9 of the Order implies a dynamic process. It is not a "set and forget" task. The Health and Safety Executive (HSE) and fire and rescue services expect businesses to have a system in place to monitor the effectiveness of their fire safety measures. If your assessment is outdated and an incident occurs, you may be found non-compliant even if you had a valid assessment five years ago.

Recommended Review Timelines

While the law does not set a specific calendar date, best practice guidance suggests a structured approach. Most industry experts, including guidance aligned with PAS 79, recommend the following schedule:

• Annual Review: It is widely considered best practice to review your fire risk assessment at least every 12 months. This ensures that minor changes, such as new staff or small storage alterations, are captured.
• Major Update: A more thorough, updated assessment should be carried out by a competent assessor ideally every 3 to 5 years. This takes into account wear and tear of the building, changes in fire safety technology, and updates to British Standards.

Sticking to this annual check-up helps demonstrate to enforcing authorities that you are actively managing fire safety.

Triggers for an Immediate Review

You must not wait for the annual review date if a significant change occurs in your business. The law requires a review whenever there is reason to suspect that the current assessment is no longer valid or there has been a significant change.

Key triggers include:

• Structural or layout changes: If you have erected partitions, knocked down walls, or changed the use of a room (e.g., converting an office to a storage area).
• 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 people).
• Introduction of new hazards: Storing flammable materials, using new machinery that generates heat, or introducing hot works.
• Alterations to the building’s purpose: If the nature of the business changes, the fire risks will change too.
• Near misses or fires: If a fire occurs or a near-miss incident highlights a flaw in your existing procedures, the assessment must be reviewed immediately.

What to Look for During a Review

When you sit down to review your assessment, you are checking if the findings and recommendations are still accurate. You should verify that:

• The hazards identified (sources of ignition, fuel, and oxygen) have not changed.
• The people at risk (employees, visitors, contractors) are still accounted for.
• The control measures (fire alarms, extinguishers, signage, escape routes) are still in place and functioning.
• All actions from the previous assessment have been completed.

If you find that your building’s layout or usage has drifted significantly from the original assessment, it may be time to commission a professional re-assessment rather than just updating the paperwork yourself.

Why Professional Assessors Matter

While a Responsible Person can carry out a review, they must be competent to do so. Competence implies having the necessary training, knowledge, and experience to understand the risks and the relevant British Standards (such as BS 9999 or BS 5839). For many business owners, fire safety is complex and secondary to their day-to-day operations.

Using a third-party assessor provides an objective, fresh pair of eyes. At HawkSwift, our assessors are NEBOSH-qualified, ensuring they have the technical knowledge to identify risks you might overlook. We provide clear, actionable reports delivered within 48 hours, helping you close out any compliance gaps quickly.

Conclusion

Keeping your fire risk assessment current is a fundamental part of your legal duties. You should review it annually and immediately following any material change to your premises or processes. If your assessment is gathering dust or you are unsure if it meets current standards, professional support is the safest route.

For peace of mind and compliance, you can rely on HawkSwift. We offer comprehensive fire risk assessments from £199 + VAT. To ensure your business is safe and compliant, book a fire risk assessment with our expert team today.