Fire Risk Assessment for Property Managers

If you are a property manager in the UK, you may have legal responsibilities under fire safety legislation — particularly where you manage or control commercial buildings, residential blocks, or mixed-use premises.

Under the Regulatory Reform (Fire Safety) Order 2005, the person with control of premises — or control of common parts — may be treated as the Responsible Person. In many cases, this includes property managers acting on behalf of landlords, freeholders or asset owners.

The law applies to most non-domestic premises and the common parts of multi-occupied residential buildings. It places clear duties on those with control to assess fire risk, implement precautions and maintain fire safety measures.

This guide explains when a fire risk assessment is required for property managers, how responsibility is allocated, and what must be in place to remain compliant.

If you require a compliant fire risk assessment anywhere in the UK, contact us for a free, no-obligation quotation.

Do Property Managers Need a Fire Risk Assessment?

In most cases, yes. The Fire Safety Order applies to most workplaces and non-domestic premises in the UK, including buildings managed on behalf of commercial landlords.

The key legal question is not your job title, but whether you have control over the premises or common parts. If you manage:

• Office buildings
• Retail units
• Industrial or warehouse premises
• Mixed-use developments
• Blocks of flats (common parts)
• HMOs (common areas)

then fire safety duties are likely to apply.

Where you control the day-to-day operation, maintenance and safety of a building, enforcement authorities may treat you as the Responsible Person — or as a person with duties to cooperate and coordinate with other Responsible Persons.

When Is a Property Manager the Responsible Person?

A property manager is often treated as the Responsible Person where:

• The management agreement delegates control of fire safety management
• You control common parts in multi-occupied buildings
• You oversee compliance, maintenance and contractor instruction
• You employ staff in connection with the premises

In multi-let commercial buildings, there may be multiple duty holders. Each tenant is typically responsible for their own demised area, while the property manager or landlord is responsible for common areas.

The Fire Safety Order requires cooperation and coordination between duty holders to ensure the overall fire safety strategy is effective.

Delegation of tasks does not automatically remove legal responsibility. If you exercise practical control over fire safety measures, you may carry enforcement risk.

What Areas Does the Fire Risk Assessment Cover?

The scope depends on the building type, but typically includes:

For commercial buildings:

• Escape routes and staircases
• Fire alarm systems
• Emergency lighting
• Compartmentation and fire doors
• Firefighting equipment
• Staff fire procedures and training

For residential blocks:

• Entrance halls and corridors
• Stairwells and escape routes
• Plant rooms and service risers
• Communal areas
• Fire doors and evacuation strategy

In mixed-use buildings, both commercial and residential risks must be considered as part of a coordinated assessment.

What Is a Property Manager’s Legal Duty Under the Fire Safety Order?

Under Article 8 and Article 9 of the Fire Safety Order, the Responsible Person must take general fire precautions to protect relevant persons and carry out a suitable and sufficient fire risk assessment.

This means you must:

• Identify fire hazards
• Evaluate risks to relevant persons
• Reduce risk so far as reasonably practicable
• Maintain fire safety systems
• Record significant findings where required
• Review the assessment where necessary

Where five or more persons are employed in connection with the undertaking, or where the premises are licensed, the significant findings of the assessment must be recorded.

The assessment must be reviewed following material alterations, changes in occupancy, or where risks change.

Commercial Multi-Tenant Buildings: Coordination Duties

Property managers overseeing multi-tenant commercial premises must ensure:

• Tenants are aware of evacuation procedures
• Fire alarm testing and maintenance is coordinated
• Shared escape routes are kept clear
• Fire door integrity is maintained
• Contractors are properly controlled

In shared premises, the Fire Safety Order requires duty holders to cooperate and coordinate. Failure to do so is a common enforcement issue.

Maintaining a clear audit trail — including inspection records, contractor reports and evidence of completed remedial works — is critical to demonstrating compliance.

Fire Safety (England) Regulations 2022 and Residential Blocks

Where property managers oversee residential blocks in England, additional duties may apply under the Fire Safety (England) Regulations 2022.

These include:

• Providing residents with fire safety instructions
• Providing fire door information
• Undertaking checks of communal fire doors (and flat entrance doors in certain buildings)
• Maintaining records where required

The fire risk assessment forms the foundation for determining what measures are necessary.

What Happens If a Property Manager Does Not Comply?

Enforcement action by the local Fire and Rescue Authority can include:

• Alterations Notices
• Enforcement Notices
• Prohibition Notices
• Unlimited fines
• Criminal prosecution

In serious cases, individuals can face personal liability.

Insurers may also decline claims where a required fire risk assessment was absent or clearly inadequate, exposing asset owners and managers to significant financial risk.

What Type of Fire Risk Assessment Do Property Managers Need?

The appropriate assessment depends on the building portfolio and risk profile, but commonly includes:

• Commercial building fire risk assessments
• Multi-let office building assessments
• Retail centre assessments
• Mixed-use development assessments
• Communal fire risk assessments for residential blocks
• Higher-risk or complex building assessments

A professionally prepared assessment should provide clear prioritisation of actions and allow portfolio-wide tracking of compliance.

How Often Should a Property Manager Review the Fire Risk Assessment?

There is no fixed statutory interval, but the assessment must be reviewed where necessary — particularly when:

• Refurbishment or layout changes occur
• Occupancy levels change
• Fire safety systems are modified
• A fire or significant incident occurs
• Enforcement authorities require review

Many property managers adopt an annual review cycle aligned with planned maintenance programmes.

Property Manager Fire Risk Assessment – Quick Compliance Summary

If you control the management of commercial premises or the common parts of residential buildings, you are likely to have fire safety duties under the Fire Safety Order.

You must ensure a suitable and sufficient fire risk assessment is in place, actions are implemented, and compliance is evidenced.

In multi-tenant buildings, cooperation and coordination between duty holders is essential.

How Much Does a Fire Risk Assessment for Property Managers Cost?

The cost of a fire risk assessment depends on the size, complexity and use of the building.

Factors affecting cost include:

• Building size and number of storeys
• Number of tenants or occupants
• Complexity of escape routes
• Fire alarm category and system type
• Mixed-use elements
• Presence of higher-risk features

Property managers should avoid generic or low-cost reports that do not reflect the building’s specific risks.

For an accurate quotation based on your portfolio, contact us for a free assessment proposal.

Why Professional Assessment Matters for Property Managers

Property managers are often judged not simply on whether an assessment exists, but on how effectively fire safety is managed across the portfolio.

Common compliance failures include:

• Outdated or generic assessments
• Incomplete action tracking
• Poor coordination between tenants
• Inadequate fire door management
• Weak contractor oversight

A competent, building-specific assessment provides a defensible baseline and supports proactive compliance management.

Contact Fire Risk Assessment Network

We provide:

• Fully compliant fire risk assessments across the UK
• Experienced, qualified fire safety professionals
• Clear, prioritised action plans
• Consistent reporting formats for portfolios
• Fast turnaround times

We support property managers overseeing single assets and national portfolios, providing consistent reporting and structured action plans that align with asset management frameworks.

If you are a property manager and require a compliant fire risk assessment, contact us for a free, no-obligation quotation.

Conclusion

Property managers sit at the centre of fire safety compliance across commercial premises, residential blocks and mixed-use developments. Where you control the management of premises or common parts, you are likely to have duties under the Regulatory Reform (Fire Safety) Order 2005.

Ensuring that a suitable and sufficient fire risk assessment is in place — and that its actions are implemented and evidenced — is not simply a paperwork exercise. It is a legal requirement and a core part of professional property management.

In multi-tenant buildings, coordination between landlords, tenants and managing parties is essential. Clear allocation of responsibilities, regular review of risk assessments, and robust record keeping are key to demonstrating compliance if inspected.

At Fire Risk Assessment Network, we work with property managers across the UK to deliver building-specific assessments with clear prioritisation and practical compliance support. If you require a compliant fire risk assessment for your portfolio, speak to our team today.

Frequently Asked Questions

Are Property Managers the Responsible Person Under Fire Safety Law?

A property manager may be treated as the Responsible Person where they have control of premises or common parts under a management agreement. The key legal test is control, not job title. If you exercise practical control over fire safety arrangements, enforcement authorities may consider you responsible for compliance in those areas.

Do Property Managers Need a Fire Risk Assessment for Commercial Buildings?

Yes. Most non-domestic premises require a suitable and sufficient fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. If you manage office buildings, retail units, warehouses or mixed-use developments, a compliant assessment must be in place and kept under review.

Who Is Responsible in a Multi-Tenant Building?

In multi-tenant buildings, responsibility is often shared. Individual tenants are usually responsible for their demised areas, while landlords or property managers are responsible for common parts. The Fire Safety Order requires duty holders to cooperate and coordinate to ensure overall fire safety.

How Often Should a Property Manager Review a Fire Risk Assessment?

There is no fixed statutory review interval. However, a fire risk assessment must be reviewed if there are material alterations, changes in occupancy, modifications to fire safety systems, or following a fire. Many property managers adopt an annual review cycle aligned with maintenance programmes.

What Happens If a Property Manager Fails to Comply?

Failure to comply with fire safety duties can result in enforcement notices, prohibition of use, unlimited fines and, in serious cases, criminal prosecution. In addition, insurers may decline claims where adequate fire risk assessments were not in place.