What to Do If Your [fire risk assessment](https://www.hawkswift.co.uk/blog/7-questions-to-ask-a-fire-risk-assessment-company) Is Out of Date
An out of date fire risk assessment leaves your business exposed to unnecessary hazards and potential enforcement action. Under the Regulatory Reform (Fire Safety) Order 2005 (RRO 2005), the responsible person must ensure that a suitable and sufficient fire risk assessment is carried out and kept up to date. If your assessment is several years old, or if your premises have undergone changes since it was last reviewed, you are no longer meeting your statutory duties.
Here is a step-by-step guide on how to address an outdated fire risk assessment and bring your premises back into compliance-compliance)-compliance).
Step 1: Check When It Was Last Reviewed
The RRO 2005 does not stipulate a strict legal timeframe for how often a fire risk assessment must be renewed. However, the guidance accompanying the legislation states that the assessment must be reviewed regularly. The Passive Fire Protection Federation and government guidance suggest reviewing your assessment annually, with a full new assessment typically expected every three to five years, depending on the nature of your premises.
You must also review your assessment immediately if any of the following occurs:
- A change in the building's layout or structure
- A change in the number of occupants or vulnerable individuals present
- The introduction of new equipment, processes, or materials that could pose a fire hazard
- A near-miss or an actual fire incident on the premises
If any of these apply and your assessment has not been updated, it is legally out of date and requires immediate action.
Step 2: Identify the responsible person
Before taking further steps, confirm who holds the legal duty for fire safety on your premises. Under Article 3 of the RRO 2005, the "responsible person" is typically the employer, the owner of the business, or the person controlling the premises.
If you are the responsible person, the legal liability for fire safety rests with you. Delegating the physical assessment to a competent external assessor does not transfer your legal responsibilities, so you must ensure that whoever conducts the review is fully capable of doing so.
Step 3: Conduct an Interim Safety Check
While you wait for a formal review to be completed, you should not leave your premises unmonitored. The Health and Safety at Work etc Act 1974 (HSWA 1974) and the Management of Health and Safety at Work Regulations 1999 (MHSWR 1999) require employers to manage risks continually.
Walk through your premises and check that basic fire safety provisions are functioning. Ensure that escape routes are clear, fire doors are closed and undamaged, and fire extinguishers are in their designated locations. If you spot obvious new hazards—such as combustible materials blocking a corridor—remove them immediately.
Step 4: Appoint a Competent Person
Under Article 9 of the RRO 2005, you must ensure that the person carrying out the assessment is competent. If you lack the necessary technical knowledge or training to do it yourself, you must appoint an external professional.
Using a framework such as PAS 79 (the publicly available specification for fire risk assessment) provides a structured methodology for the assessor to follow. A competent assessor will have a thorough understanding of current fire safety guidance and relevant British Standards, such as BS 9999 for fire safety in the design, management, and use of buildings.
HawkSwift Ltd provides fire risk assessments conducted by NEBOSH-qualified assessors. Our team follows structured methodologies to ensure your assessment is suitable and sufficient, providing detailed reports within 48 hours.
Step 5: Implement the Findings
Once the updated assessment is complete, you must act on its findings. An assessment is only a piece of paper until the identified risks are mitigated. Article 11 of the RRO 2005 places a strict duty on the responsible person to implement the general fire precautions identified by the assessment.
Prioritise the actions recommended in the report. High-risk issues, such as faulty wiring or blocked fire exits, must be addressed immediately. Lower-risk recommendations, such as updating signage, should be scheduled and completed within a reasonable timeframe. Keep a written record of all the steps you take to resolve the identified hazards, as this demonstrates compliance to enforcing authorities.
Step 6: Establish a Review Schedule
To prevent your assessment from becoming outdated again, establish a formal review schedule. Set a calendar reminder for an annual internal review of your existing assessment. Even if nothing has changed, reviewing the document ensures it remains accurate and relevant to your current operations.
Additionally, ensure that all staff are trained on any new fire safety procedures that result from the updated assessment. Staff awareness is a fundamental part of maintaining a safe environment and fulfilling your duties under the RRO 2005.
Next Steps
If your assessment is out of date, do not delay in bringing it up to standard. HawkSwift Ltd offers comprehensive fire risk assessments from £199 + VAT. To arrange a visit from our NEBOSH-qualified team, book a fire risk assessment with us today.
*This article is provided as general guidance and does not constitute formal legal advice.*