In this article we explain who is responsible for fire safety in the workplace under the Regulatory Reform (Fire Safety) Order 2005 (FSO), discussing the duties of the โresponsible personโ and how employees also play a vital role in maintaining a safe working environment.
Understanding your responsibilities under UK fire safety legislation is essential to protect employees, visitors and the public, avoid enforcement action, and create a culture where everyone is confident in preventing and responding to fire risks effectively.
Who is legally responsible for fire safety in the workplace?
Under the Regulatory Reform (Fire Safety) Order 2005 (FSO), the legal duty for fire safety in the workplace lies with the โresponsible personโ. This person (or it can be more than one person) holds responsibility for ensuring the safety of relevant persons on the premises in the event of a fire.
Article 3 of the FSO states that the responsible person is:
- The employer, if the premises is a workplace and the workplace is to any extent under their control.
- The person who has control of the premises (as occupier or otherwise) in connection with carrying on a trade, business or other undertaking; or
- The owner, if the person in control of the premises does not fall into the above categories.
In some situations, such as multi-occupied buildings, a landlord or managing agent may be classed as the responsible person if they control common areas or fire safety systems.
In most cases, the responsible person is the employer or business owner.
What is the role of the โresponsible personโ?
The responsible person has a legal duty under the Regulatory Reform (Fire Safety) Order 2005 (FSO) to implement and maintain general fire precautions (Article 4) to protect employees, contractors, visitors, and anyone else who may be affected by fire.
Their duties are set out across Articles 8โ22, which cover the planning, organisation, control, monitoring, and review of all fire safety measures.
In multi-occupied buildings, there may be more than one responsible person (for example, a landlord managing common areas alongside a business owner managing their own unit). In such cases, Article 22 requires them to co-operate and share information to ensure fire safety across the entire building.
While the responsible person is ultimately accountable for fire safety, they may delegate specific tasks to โcompetentโ persons, such as facilities managers, fire safety consultants, or designated fire wardens.
Article 18 defines a competent person as someone with sufficient training, experience, knowledge, or other qualities to implement fire safety measures effectively. It remains the responsible personโs duty to ensure that anyone appointed meets this standard.
The responsible person must ensure the following duties are fulfilled under the FSO:
A fire risk assessment is completed and reviewed
The foundation of fire safety compliance is a suitable and sufficient fire risk assessment, as required by Article 9 of the Regulatory Reform (Fire Safety) Order 2005 (FSO).
A fire risk assessment identifies fire hazards and people at risk, evaluates existing fire safety measures, and determines whether additional precautions are needed. It must be reviewed regularly, particularly following significant changes to the premises, processes, or occupancy levels.
For more information, please read our article: Why is a fire risk assessment necessary and what is involved? which explains the legal requirements in detail and provides practical guidance on how to carry out an effective assessment.
Fire safety equipment and systems are maintained
The responsible person must ensure that all fire safety equipment and systems are correctly installed, routinely tested, and kept in good working order, as required under Articles 13 and 17 of the FSO. These are:
- Fire detection and alarm systems โ ensuring appropriate detection devices and alarm sounders are installed, regularly tested, and maintained so that any outbreak of fire is quickly identified and occupants are alerted without delay.
- Emergency lighting systems โ providing and maintaining emergency lighting along escape routes and in critical areas so that occupants can safely exit the premises if the normal lighting fails.
- Fire-fighting equipment โ including fire extinguishers, hose reels, sprinkler systems, and other fire suppression systems, all of which must be inspected and serviced at the required intervals.
- Fire doors and fire-resisting doorsets โ making sure fire doors are correctly fitted, unobstructed, and in good condition so they can contain fire and smoke. Please see our article, How often do fire doors need to be inspected?
- Escape routes and associated hardware โ ensuring routes always remain clear and unobstructed, with doors and emergency exits fitted with appropriate fastenings and panic hardware.
- Fire safety signage โ providing clear, durable signs for escape routes, fire exits, fire-fighting equipment, and fire action notices, all fire safety signage must be visible and maintained.
- Smoke control and ventilation systems โ keeping these systems operational to manage smoke movement during a fire and assist with evacuation.
Regular maintenance schedules, inspections, and records of all servicing activities are essential to demonstrate compliance and ensure these systems will operate correctly in an emergency.
Staff receive fire safety training and information
Under Articles 19 and 21 of the FSO, the responsible person must ensure that all employees receive appropriate fire safety training and information, so they understand the fire precautions in place and know exactly what to do in the event of a fire.
These are the requirements:
- Training at induction and at regular intervals thereafter โ training must be provided when employees first begin work and whenever significant changes are made to the premises, processes, or fire safety arrangements. In addition, training must be refreshed periodically to ensure knowledge remains current.
- Training tailored to the workplace and role โ content must reflect the specific layout, risks, and processes of the premises, as well as the employeeโs particular duties. At Praxis42, we can tailor fire safety training to your organisation and employees.
- Instruction on evacuation procedures โ employees must know how to safely exit the building, where assembly points are located, and how to assist vulnerable individuals during an evacuation.
- Practical use of fire safety equipment โ including how and when to use fire extinguishers, fire blankets, and other equipment where appropriate.
- Actions to take on discovering a fire โ such as how to raise the alarm, alert others, and follow established emergency protocols.
- Understanding fire prevention measures โ including safe storage and use of flammable materials, housekeeping practices, and reporting hazards.
- Instruction on fire safety signage and escape routes โ ensuring staff can recognise and follow emergency signage during an incident.
For more information, please read our article, Why is fire training essential in the workplace?
Continuous fire safety awareness is promoted
Fire safety is not a one-off obligation but an ongoing responsibility under the FSO. The responsible person must embed fire safety into workplace culture and promote continuous awareness by:
- Conducting regular fire drills and refresher training (Articles 21 and 23) โ carrying out drills at suitable intervals to test evacuation procedures, evaluate response times, and identify areas for improvement.
- Encouraging staff to report hazards, unsafe practices, and near misses (Article 23(1)(c)) โ establishing a straightforward reporting mechanism and acting promptly on any issues raised.
- Reviewing fire safety procedures after incidents or changes (Articles 9 and 11) โ updating policies and emergency plans following fire drills, actual incidents, or changes to the building layout, processes, or occupancy.
- Promoting a strong fire safety culture (Articles 8 and 23) โ ensuring that fire safety remains a visible priority, reinforced through management example, regular communication, and day-to-day operational practices.
- Providing visible reminders and information โ such as fire action notices, posters, and internal communications that reinforce fire safety messages on an ongoing basis.
A strong culture of fire safety awareness helps to prevent complacency and ensures everyone in the workplace plays an active role in reducing fire risks and protecting lives.
Clear and accurate records are kept
Article 11 requires arrangements for the โeffective planning, organisation, control, monitoring and reviewโ of fire safety measures, which must be supported by robust record-keeping. These include:
- The current fire risk assessment and any updates โ ensuring the assessment remains suitable, sufficient, and up to date.
- Records of fire safety inspections, maintenance, and servicing โ including dates, findings, and actions taken for all fire safety equipment and systems.
- Fire drill logs and evacuation practice records โ documenting when drills were carried out, who participated, and any issues identified.
- Staff fire safety training records (Articles 19 and 21) โ showing which employees have completed training, the content delivered, and when refresher sessions are due.
- Records of all significant findings from risk assessments or audits โ this includes everything detailed in the fire risk assessment that is deemed noteworthy, along with the actions taken to address them.
- Records of liaison with other responsible persons (Article 22) โ where applicable, in multi-occupied premises.
- Records of reported hazards, near misses, and corrective actions โ to evidence active monitoring and continual improvement.
Good record-keeping is essential in the event of an enforcement inspection, as it provides clear evidence that the organisation is meeting its legal duties and managing fire safety effectively. This should include records of routine internal checks, such as weekly fire alarm tests, monthly emergency lighting checks, and inspections of escape routes, fire doors, and final exits.
What are employeesโ fire safety responsibilities?
Under the Regulatory Reform (Fire Safety) Order 2005 (FSO), employees have legal duties to help maintain a safe workplace.
Article 23 states that every employee must take reasonable care of their own safety and that of others who may be affected by their actions at work. This makes fire safety awareness a shared responsibility between employers and staff.
Employees must:
Follow fire safety procedures
Employees must follow all fire safety procedures, including complying with instructions and workplace policies put in place by the responsible person (Article 23(1)(a)). This ensures fire precautions are consistently applied and that everyone understands their role in maintaining a safe workplace.
Participate in fire safety training
Staff must co-operate with the responsible person and attend fire safety training or fire drills as required (Article 23(1)(b)). Training ensures that employees understand evacuation procedures, the safe use of fire safety equipment, and how to respond quickly and effectively in an emergency.
At Praxis42 we offer IOSH Approved Fire Safety Training to help employees and managers understand how fires start and spread, how to identify and reduce workplace fire hazards, and what to do in the event of a fire. Developed and delivered by experienced fire safety professionals, this training supports your organisation to meet legal duties under the Regulatory Reform (Fire Safety) Order 2005 (FSO).
Report hazards or deficiencies
If an employee becomes aware of fire hazards or failures in fire safety measures, they are legally required to inform the responsible person (Article 23(1)(c)). Prompt reporting ensures that risks are addressed quickly, helping to prevent fires and maintain a safe environment for all building occupants.
Professional fire safety support for your organisation
Understanding who is responsible for fire safety in the workplace is a vital for compliance with UK fire safety legislation. Meeting those responsibilities effectively requires expert insight, independent assessment, and practical guidance.
Praxis42โs BAFE SP205 and NSI Gold accredited consultants deliver thorough fire risk assessments and tailored fire safety consultancy.
Drawing on extensive hands-on experience, including service with the London Fire Brigade and across diverse industries, we support organisations in identifying risks, strengthening fire safety arrangements, and fulfilling their legal duties.
Contact our consultancy team today on 0203 011 4242 or email info@praxis42.com
Rob Sherman
Director of Fire Safety
