How Often to Review Fire Risk Assessments

As a business owner or the Responsible Person for a non-domestic premises, one of the most common questions regarding fire safety is about frequency. You might wonder if there is a strict legal deadline, such as an annual renewal date, stamped on your fire safety documentation.

Under UK law, specifically the Regulatory Reform (Fire Safety) Order 2005 (FSO), there is no single statutory time limit (like "every 12 months") that applies to every building. However, the requirement to keep your assessment valid is strict. The law states that the risk assessment must be reviewed by the Responsible Person regularly and, more importantly, updated if there is reason to suspect it is no longer valid or a significant change has occurred.

This guide clarifies when you must review your assessment and how to ensure your compliance remains current.

The Legal Basis for Reviews

The primary duty lies with the Responsible Person (usually the employer, owner, or landlord). According to the FSO, you must make a suitable and sufficient assessment of the risks to which relevant persons are exposed. Crucially, Article 9 implies a duty of ongoing monitoring. You cannot simply file a document away and forget about it for five years.

If the Fire and Rescue Authority (FRAs) inspect your premises, they will look for evidence that your fire safety measures are actively managed. An outdated assessment that does not reflect the current use of the building is a breach of the Order and can lead to enforcement notices or prosecution.

What Triggers a Review?

While "regularly" is somewhat open to interpretation, the legislation is specific about *immediate* triggers. You must review your fire risk assessment if there has been a significant change in the matters to which it relates. This is the most critical factor to monitor.

A significant change usually refers to anything that alters the level of risk or the safety of people in the building. Common triggers include:

• Structural or internal alterations: Changes to the layout, such as new partitioning walls, which could affect escape routes.
• Changes to occupancy: An increase in the number of staff, or a change in the type of occupant (e.g., introducing vulnerable persons or sleeping accommodation).
• New work processes: Introducing flammable materials, hazardous chemicals, or machinery that generates heat or sparks.
• Changes to the building use: Converting an office space to a storage area, or vice versa.
• Extension or reduction of premises: Expanding the footprint of the business or vacating a section of the building.

Routine Reviews and Best Practice

Even if no major changes have taken place, it is prudent to review your assessment periodically. Best practice guidance, often aligned with PAS 79 (the methodology for fire risk assessment), suggests that a review should be carried out at regular intervals.

For many low-risk premises, such as small offices or shops, a review every 12 months is often recommended. For higher-risk environments, such as those involving manufacturing or storage of flammable goods, more frequent reviews—perhaps every 6 months or even quarterly—may be necessary.

Additionally, you should consider a review if you have had a near-miss or a small fire. This indicates that your existing controls might not be as effective as previously thought.

The Difference Between a Review and a Re-assessment

It is helpful to distinguish between a *review* and a *full re-assessment*.

• Review: This is a check to ensure the existing findings are still accurate. You are asking, "Has anything changed? Is the advice still relevant?" If the answer is yes, you simply record the date of the review and sign it off.
• Re-assessment: This involves starting the process from scratch. This is required if the building has undergone significant changes, if the previous assessment was found to be inadequate, or if a substantial amount of time has passed since the original assessment.

If your original assessment is several years old, a full re-assessment is often safer than a simple review, as standards and best practices evolve.

Record Keeping

If your business employs five or more people, or if a licence requires it, you must record the significant findings of your assessment. This record must include the date of the assessment and the date of any subsequent reviews.

Keeping a clear audit trail is vital. If an incident occurs, you will need to demonstrate to the authorities and insurers that you took reasonable steps to maintain fire safety. A document with a review date from two years ago, despite changes to the building, will not suffice.

How HawkSwift Can Help

Keeping up with these requirements can be time-consuming, and identifying what counts as a "significant change" isn't always straightforward. At HawkSwift, we specialise in taking the complexity out of compliance. Our NEBOSH-qualified assessors can provide a fresh, professional perspective on your premises.

We offer comprehensive fire risk assessments from £199 + VAT, tailored to your specific business needs. We understand that you need results quickly, which is why we aim to deliver your detailed report within 48 hours of the site visit.

If you are unsure whether your current assessment is still valid, or if you have recently altered your premises, do not leave compliance to chance. Book a fire risk assessment with HawkSwift today to ensure your business meets its legal duties and keeps your people safe.