Under the RRO 2005, the Responsible Person must maintain a valid fire risk assessment, though legislation specifies no fixed expiry date. Compliance relies on keeping the evaluation current rather than adhering to a set calendar schedule. You must trigger a review whenever changes occur to the building layout, occupancy, or processes to satisfy PAS 79-1:2020 recommendations. Neglecting these updates leaves you open to enforcement action and exposes the premises to unnecessary danger.
Understanding the triggers for a review is essential for maintaining a safe environment. This guide clarifies the legal requirements and practical steps you need to take to ensure your fire safety measures remain effective.
The Legal Basis for Reviewing
Under the Regulatory Reform (Fire Safety) Order 2005 (RRO), often referred to as the RRO, the Responsible Person must carry out a suitable and sufficient fire risk assessment. Crucially, the law states that this assessment must be reviewed regularly by the Responsible Person.
The legislation does not specify a set timeframe, such as "every 12 months". Instead, it emphasises that the review must occur whenever there is reason to suspect it is no longer valid or there has been a significant change. The Health and Safety Executive (HSE) and enforcing authorities expect you to have a proactive system in place to monitor changes in your workplace.
The "Significant Change" Triggers
The most immediate reason to review your assessment is a change to the premises or how it is used. If the nature of the risks alters, your existing safety measures may no longer be adequate. You must review your assessment if any of the following occur:
- Structural or internal alterations: Changes to the layout, such as partitioning walls, removing corridors, or changing the height of ceilings, can affect escape routes and smoke travel.
- Change of use: Converting an office space to a storage area, or a retail unit to a restaurant, introduces different fire loads and hazards.
- Introduction of new equipment: Installing machinery that generates heat or dust, or storing larger quantities of flammable materials.
- Changes to occupancy: An increase in the number of staff or members of the public using the building.
- Changes to the workforce: Employing people with disabilities or specific needs that may require assistance during an evacuation.
If you are planning any refurbishment or change of use, it is best practice to review your risk assessment before work begins, not just after it finishes.
Routine Reviews and Best Practice
While the law focuses on "significant changes", ignoring the passage of time is risky. Even in a stable environment where nothing seems to change, wear and tear, staff turnover, and minor procedural drift can compromise safety.
Current guidance and industry best practice, including interpretations often aligned with PAS 79, suggest that a review should take place periodically. For many low-risk businesses, such as small offices or shops, an annual review is a sensible benchmark. For higher-risk premises, such as those with hazardous processes or sleeping accommodation (e.g., hotels or care homes), more frequent reviews—perhaps every six months or even quarterly—may be necessary.
A routine review does not always mean rewriting the entire document. It often involves checking that the original findings are still accurate and that control measures (like fire extinguishers and alarms) are maintained.
Post-Incident and Near-Miss Reviews
Specific events demand an immediate review of your fire risk assessment. If a fire occurs, no matter how small, it serves as proof that your assessment of the risk was incomplete or that a control measure failed. You must review why the fire started and why it was not prevented, then update your assessment accordingly.
Similarly, a "near miss" should trigger a review. If a fire alarm was accidentally triggered and revealed that people did not hear it or did not know which exit to use, your evacuation procedures need attention. If a fire door was wedged open, bypassing the safety protocol, this indicates a failure in management or training that must be addressed in the assessment.
Keeping Your Assessment Accurate
A review is also necessary if your fire safety precautions are found to be wanting. For example, if a routine maintenance check reveals that your fire alarm system is faulty, or if fire extinguishers are discharged, you must consider whether this failure was identified in your existing risk assessment plan.
Furthermore, changes in legislation or guidance should prompt a review. If the government or the British Standards Institute (BSI) updates guidance relevant to your type of premises, you need to ensure your assessment aligns with the new standards.
How HawkSwift Can Help
Keeping up with these legal obligations can be time-consuming. If you are unsure whether your current assessment is still valid, or if you have recently undergone changes to your building, HawkSwift can provide the clarity you need. We specialise in practical, UK-compliant fire safety guidance.
Our NEBOSH-qualified assessors can visit your site to conduct a thorough review or a new assessment. We pride ourselves on turning complex hazards into clear, actionable advice. With reports delivered within 48 hours and fire risk assessments starting from £199 + VAT, we make compliance straightforward and affordable.
Don't leave your safety to chance. If it has been more than a year since your last check, or if your business has changed, book a fire risk assessment with HawkSwift today.
Quick answers
Q: How often do I legally need to review my fire risk assessment?
The Regulatory Reform (Fire Safety) Order 2005 does not set a fixed statutory date for reviews. You must review the assessment regularly to ensure it remains suitable and sufficient, particularly if you suspect it is no longer valid.
Q: What changes trigger a fire risk assessment review?
You must update your assessment if there is a significant change, such as structural alterations, a change of use, the introduction of new equipment, or an increase in occupancy. Changes to the workforce, such as employing people with disabilities, also require a review.
Q: Is an annual fire risk assessment review recommended?
Although not legally specified, current guidance and best practice aligned with PAS 79-1:2020 suggest a periodic review. For low-risk premises, an annual review is a sensible benchmark, whereas higher-risk environments may require reviews every six months or quarterly.
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