The Regulatory Reform (Fire Safety) Order 2005 places a statutory duty on the responsible person for non-domestic premises in England and Wales to maintain a current fire risk assessment. This is not a one-time exercise. The assessment must stay aligned with the actual conditions of your workplace, meaning any material change to the premises, activities, or occupancy triggers a corresponding update to the document.
For business owners and facilities managers, understanding exactly when an assessment requires a formal review is vital. Falling behind on this duty can lead to enforcement action from the local fire authority, prosecution, or worse, a failure to protect life in the event of a fire.
What Does the Law Say About Review Frequency?
The RRO does not specify a rigid, fixed timeframe—such as "every 12 months"—for reviewing a fire risk assessment. Instead, the law requires that the assessment must be reviewed regularly by the responsible person to ensure it remains valid.
The government guidance accompanying the legislation recommends that regular reviews are conducted. For most average-risk commercial environments, a practical rule of thumb is to schedule a formal review every 12 months. However, "regularly" is not the only trigger. The law explicitly states that a review must also be conducted whenever the risk is no longer acceptable or when there has been a significant change to the premises.
Significant Changes That Trigger a Review
Even if your last fire risk assessment was completed just a few months ago, you must review it immediately if any material alterations occur. A significant change is anything that could alter the fire hazards present, the routes people take to escape, or the overall fire safety strategy of the building.
Common triggers for an immediate review include:
- Changes to the premises layout: Building refurbishments, internal partitioning, or extensions that alter escape routes or compartmentation.
- Changes in building use: A shift in the activities carried out on-site, such as introducing light manufacturing into a space previously used for low-risk office work.
- New hazards: The introduction of new combustible materials, dangerous substances, or new ignition sources on the premises.
- Staffing changes: A significant increase or decrease in the number of people on-site, or the employment of individuals who may require additional assistance to escape (such as those with mobility, visual, or auditory impairments).
- Failures of safety systems: A fire detection system, emergency lighting, or sprinkler system experiencing repeated faults or failing routine tests.
- Near misses: Following a fire incident or a "near miss" that reveals current fire safety measures are inadequate.
- Changes to guidance: Updates to relevant British Standards or industry best practices that mean your current precautions are no longer deemed sufficient.
What Does a Review Actually Involve?
A review is not simply a case of glancing at the original document and signing it off. The responsible person must look at the existing assessment, walk through the premises, and evaluate whether the identified hazards and the corresponding control measures are still accurate.
If nothing has changed and the risk remains acceptable, you can simply note the date of the review and the fact that no further action was needed. However, if hazards have increased or new issues are spotted, the assessment must be updated. New control measures must be implemented, and the findings must be recorded. If you have five or more employees, or your premises require a licence, you must keep a written record of these findings.
Keeping Your Assessment Valid
To ensure your compliance documentation remains robust, it is best to adopt a proactive approach. Set a clear annual date for a routine review, but also establish a policy where staff are trained to flag any material changes to the premises or operations immediately.
Because reviewing a fire risk assessment requires a thorough understanding of fire behaviour, escape route design, and current British Standards, many business owners choose to outsource this task to ensure absolute accuracy and objectivity.
If you are unsure whether your current assessment is still valid, or if your business has recently undergone significant changes, HawkSwift Ltd is here to help. Our NEBOSH-qualified assessors provide thorough, practical evaluations of your premises, delivering detailed reports within 48 hours to help you stay compliant and keep your people safe. With our fire risk assessments from £199 + VAT, maintaining compliance is straightforward and cost-effective. To ensure your documentation is up to date, book a fire risk assessment with our team today.
Quick answers
Q: How often do I legally need to review my fire risk assessment?
Under the Regulatory Reform (Fire Safety) Order 2005, there is no fixed legal timeframe, but the law requires you to review it regularly to ensure it remains valid. For most average-risk commercial premises, government guidance suggests a practical rule of thumb is to conduct a formal review every 12 months.
Q: Do I need to update my fire risk assessment if we change the office layout?
Yes, you must review your fire risk assessment immediately if there is a significant change to the premises, such as a layout alteration that affects escape routes or compartmentation. The law explicitly requires a review whenever conditions change in a way that could alter the fire hazards or your overall fire safety strategy.
Q: What counts as a significant change that triggers a fire risk assessment review?
A significant change includes anything that alters fire hazards, escape routes, or the building's fire safety strategy. Common triggers include building refurbishments, changes in building use, introducing new combustible materials, a significant change in staffing numbers, or repeated failures of safety systems like fire alarms.
