Fire safety is one of the most important responsibilities involved in managing a residential apartment block. For freeholders, Residents’ Management Company (RMC) directors and others responsible for a building, that means understanding not only when a fire risk assessment is required, but what it covers and what needs to happen afterwards.
For RMC directors in particular, the responsibility can feel significant. Directors are often volunteers giving their time to help look after the development they live in, yet they may find themselves dealing with increasingly complex areas of building management and compliance.
A fire risk assessment is therefore far more than another report to keep on file. It should form part of the ongoing management of the building, helping those responsible identify potential hazards, maintain important fire safety measures and make sure recommendations are followed through.
In this guide, we look at what a fire risk assessment for a block of flats involves, who is responsible for arranging one, how often it should be reviewed and how a professional block managing agent can help keep the process on track.
What is a fire risk assessment for a block of flats?
A fire risk assessment is a systematic review of a building intended to identify fire hazards, consider who could be at risk and assess whether appropriate measures are in place to reduce that risk and protect people if a fire occurs.
In a block of flats, the assessment is concerned with the parts of the building covered by fire safety legislation, including its common areas.
The Fire Safety Act 2021 clarified that this also includes the building’s structure and external walls, such as relevant balconies and cladding, together with flat entrance doors between individual homes and communal areas.
The inside of an individual resident’s flat is generally treated differently from the communal parts, but the entrance door between that flat and the common parts can be an important element of the building’s overall fire protection.
Exactly what needs to be assessed will depend on the individual development. A small converted building, for example, may present very different considerations from a large purpose-built apartment block.
Why are fire risk assessments important in apartment blocks?
Fire safety in a block of flats can be more complicated than in an individual house because numerous households share one building, together with communal corridors, staircases, entrances and escape routes.
The building may also contain communal plant, electrical equipment and other services that require appropriate maintenance.
A fire risk assessment helps those responsible for the building identify potential problems before they become more serious.
These might include:
- an obstruction in a communal escape route;
- a damaged or poorly closing fire door;
- problems with emergency lighting;
- unsuitable storage in communal areas;
- issues with fire safety signage;
- maintenance that requires further investigation; or
- other features of the building that could affect fire safety.
Crucially, the purpose of the assessment is not simply to produce a report. If actions are identified, they need to be understood, prioritised and followed through.
“A fire risk assessment is only really useful if the actions that come out of it are properly managed afterwards. For us, an important part of block management is making sure those recommendations are recorded, the right contractors or specialists are brought in where needed, and RMC directors are kept informed about what has been completed and what is still outstanding.”
Kerry, Oakfield Block Management
What can a fire risk assessment cover?
Every building is different, so the precise scope of the assessment will depend on factors including its age, construction, layout, height and existing fire precautions.
Areas and measures that may be considered include:
- communal corridors, hallways and staircases;
- escape routes and final exits;
- communal fire doors;
- flat entrance doors where relevant;
- emergency lighting;
- fire detection and warning systems, where applicable;
- fire safety signs and notices;
- electrical cupboards and plant areas;
- storage within communal areas;
- potential sources of ignition;
- combustible materials;
- firefighting equipment, where provided;
- aspects of the building’s structure and external walls;
- arrangements for maintaining fire safety measures; and
- the way fire safety is managed within the development.
The assessment should identify significant findings and any action that needs to be taken.
Depending on the report, recommended actions may also be given different priorities. This helps those managing the building understand which matters require the most urgent attention and which can be incorporated into a longer-term maintenance programme.
Who is responsible for arranging a fire risk assessment?
Under the Regulatory Reform (Fire Safety) Order 2005, duties are placed on the building’s Responsible Person.
Who that is will depend on the ownership and management arrangements for the particular development. It may, for example, be the freeholder, landlord, an RMC or another person or organisation with control of the premises. There may also be situations where more than one person or organisation has relevant duties.
This is one reason it is important for RMC directors and freeholders to understand the structure of their own development rather than assuming the arrangements will be identical to those of another block.
Where a professional block managing agent has been appointed, the agent can help the client organise the practical work involved. That could include arranging an appropriate fire risk assessor, maintaining records, monitoring review dates, obtaining quotations and coordinating approved remedial works.
Appointing a managing agent does not, however, automatically transfer every statutory responsibility away from the relevant Responsible Person or other dutyholder.
Where there is uncertainty over precisely who holds a particular statutory responsibility, specialist fire safety or legal advice may be needed.
What about flat entrance fire doors?
Flat entrance doors are an important part of the fire safety arrangements in many apartment buildings.
A suitable fire-resisting door can help restrict the spread of smoke and fire between an individual flat and a communal corridor, staircase or other common area.
The Fire Safety Act 2021 clarified that flat entrance doors between domestic premises and common parts fall within the scope of the Fire Safety Order.
There are also additional requirements for certain taller residential buildings.
Where the top storey of a multi-occupied residential building is more than 11 metres above ground level, the Responsible Person must use their best endeavours to check flat entrance fire doors at least every 12 months. Fire doors in communal areas must be checked at least every three months.
These routine checks are separate from the building’s full fire risk assessment.
Government guidance indicates that checks should consider matters such as whether the door and frame appear damaged and whether the self-closing device is operating correctly. Where access to a flat is required, arrangements will need to be made with the resident.
Importantly, an older door does not necessarily need replacing solely because it would not meet the specification required of a brand-new door today. Its condition and suitability need to be considered properly in the context of the building and its fire risk assessment.
Residents should therefore speak to the person or organisation managing the block before carrying out alterations to an entrance door that could affect its fire safety performance.
How often should a fire risk assessment be reviewed?
This is an area where there can be some confusion.
There is no single legal rule saying that the fire risk assessment for every apartment block must be renewed annually.
The requirement is for a fire risk assessment to be kept up to date and reviewed regularly. The appropriate frequency will depend on the building, its complexity, its risks and the advice provided by the competent person carrying out the assessment.
For some blocks, an annual review may be appropriate. For other lower-risk buildings with effective management controls, a different timetable may be suitable.
It is also worth understanding the difference between reviewing an existing assessment and carrying out an entirely new assessment. A review does not necessarily mean repeating the whole fire risk assessment from the beginning.
A review may be required sooner where there has been a significant relevant change. Examples could include:
- substantial alterations to the building;
- changes affecting existing fire precautions;
- significant works;
- changes in circumstances that affect the building’s risks;
- a fire or other relevant incident; or
- reason to believe the current assessment is no longer valid.
The fire risk assessor should indicate an appropriate review date.
For an RMC or freeholder, the practical point is straightforward: the review date needs to be recorded and actively monitored, rather than relying on somebody remembering it.
What happens after a fire risk assessment?
Completing the assessment is only part of the process.
If the assessor identifies actions, those recommendations need to be considered and dealt with appropriately.
Some may be relatively simple maintenance items. Others could require specialist investigation, quotations, consultation or more substantial work.
For example, recommendations might involve:
- adjusting or repairing a fire door;
- replacing a defective self-closing device;
- removing an obstruction from an escape route;
- addressing inappropriate storage in a communal area;
- servicing or repairing emergency lighting;
- improving signage;
- investigating an issue with part of the building; or
- obtaining further advice from an appropriate specialist.
Good record keeping becomes particularly important at this stage.
Those responsible for the development should be able to establish what was recommended, its priority, what action has been agreed, what has been completed and what remains outstanding.
Without an effective system for following recommendations through, even a thorough fire risk assessment has limited value.
What role do residents have in fire safety?
Although statutory responsibilities sit with the appropriate Responsible Person and other relevant dutyholders, residents also play an important practical role in maintaining a safe building.
For example, communal corridors, halls and stairways should not be treated as additional storage space where doing so could interfere with the building’s fire safety arrangements.
Residents should also report problems they notice with fire doors or other communal fire safety measures rather than assuming somebody else will have spotted them.
Those responsible for multi-occupied residential buildings are also required to provide residents with relevant fire safety information, including information about the importance of fire doors.
Good communication between residents, RMC directors, freeholders and managing agents can therefore make an important difference.
For a Residents’ Management Company, having a clear and reliable way for residents to report maintenance or safety concerns helps make sure problems reach the people who can arrange the appropriate response.
A fire risk assessment is not the same as ongoing fire safety management
One of the easiest mistakes to make is to think that commissioning a fire risk assessment takes care of fire safety until the next assessment is due.
It doesn’t.
A fire risk assessment provides a picture of the building and its risks at a particular point in time. The building then continues to be occupied and used every day.
Doors become damaged. Lights fail. Residents move in and out. Contractors undertake work. Items appear in communal areas. Maintenance issues develop.
This means effective fire safety management is an ongoing process involving inspections, maintenance, repairs, record keeping, communication and periodic reviews.
For volunteer RMC directors, keeping track of all of this alongside service charges, maintenance, insurance, contractors and residents’ enquiries can become a considerable workload.
That is where an experienced block managing agent can provide valuable structure and continuity.
How can a block managing agent help with fire safety?
A professional block managing agent can help coordinate the practical processes surrounding fire safety on behalf of an RMC, freeholder or other client.
Depending on the development and the scope of the management agreement, this may include:
- arranging fire risk assessments with appropriate specialists;
- recording assessment and review dates;
- circulating reports to the relevant people;
- monitoring recommended actions;
- obtaining contractor quotations;
- arranging approved remedial works;
- maintaining relevant records;
- communicating with residents where access or cooperation is required; and
- incorporating recurring inspections and maintenance into the wider management programme for the block.
A managing agent is not a substitute for a competent fire risk assessor or other specialist professionals where their expertise is required.
Instead, good block management is about understanding what needs organising, bringing in the right specialist expertise and making sure actions do not disappear between different contractors, directors and reports.
This is particularly valuable for an RMC because directors can change over the lifetime of a development. Good records and established management processes provide continuity even when the individuals sitting on the board change.
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What do Oakfield’s block management clients say?
Professional block management is ultimately about more than processes and paperwork. RMC directors and residents also need to know that they can contact their managing agent, receive a response and understand what is happening with their building.
One Oakfield block management client recently said:
“As a director of Purple Haven Ltd, the corporate director of 12 Eversfield Place Limited, I have found Oakfield to be professional, approachable and consistently helpful. Their team has always been responsive and committed to providing a high level of service. We have appreciated our positive relationship with Oakfield and would happily recommend their services.”
Purple Haven Ltd – Google Review
That combination of communication and practical follow-through is particularly important when a managing agent is coordinating several different responsibilities on behalf of an RMC or freeholder.
Fire safety is an ongoing responsibility
A fire risk assessment should never become a report that is commissioned, circulated and then forgotten.
Buildings change, equipment needs maintaining and recommendations need following up. New problems can emerge between formal assessments, which is why regular inspections, effective reporting and good record keeping all matter.
For RMC directors and freeholders, putting clear systems in place can make these responsibilities significantly easier to oversee.
Professional block management can help provide that continuity by coordinating inspections and contractors, monitoring outstanding work and ensuring directors have a clearer picture of what is happening within their development.
Frequently asked questions about fire risk assessments for blocks of flats
Is a fire risk assessment a legal requirement for a block of flats?
Fire safety legislation applies to the common parts of buildings containing two or more domestic premises and places duties on the Responsible Person, including carrying out and recording a suitable and sufficient fire risk assessment.
The Fire Safety Act 2021 clarified that the building’s structure, external walls and flat entrance doors between homes and common areas are also within the scope of the Fire Safety Order.
Does a block of flats need a new fire risk assessment every year?
Not necessarily.
There is no universal legal requirement for every residential block to have a completely new fire risk assessment every 12 months.
The assessment must be kept under regular review, with the appropriate frequency depending on the building, its circumstances and its level of risk. The assessor should advise when the assessment should next be reviewed.
It should also be reviewed when significant relevant changes occur or where there is reason to believe the existing assessment is no longer valid.
Who can carry out a fire risk assessment?
The person carrying out the assessment needs sufficient competence for the nature and complexity of the building and its fire risks.
For apartment blocks, particularly larger or more complex developments, appointing a suitably competent professional fire risk assessor will normally be appropriate.
Are individual flats included in a block's fire risk assessment?
The ordinary domestic interior of an individual flat is generally outside the scope of the Fire Safety Order.
However, the building’s structure and external walls, together with flat entrance doors between domestic premises and common areas, are within its scope and therefore need to be considered appropriately.
Do flat entrance fire doors have to be checked every year?
For multi-occupied residential buildings where the top storey is more than 11 metres above ground level, the Responsible Person must use their best endeavours to check flat entrance fire doors at least every 12 months.
Communal fire doors in those buildings must be checked at least every three months.
Separate fire-door information requirements apply to residents of multi-occupied residential buildings more generally.
Who is responsible for dealing with recommendations in a fire risk assessment?
Responsibility depends on the ownership and management arrangements for the building and the nature of the work required.
The Responsible Person and any other relevant dutyholders need to ensure their legal responsibilities are met. Where a professional managing agent is appointed, they can help coordinate quotations, contractors, records and outstanding actions on their client’s behalf.
Can a block managing agent arrange a fire risk assessment?
Yes. A block managing agent can help appoint a suitable specialist, coordinate access where necessary, record review dates and manage actions arising from the report.
Using a managing agent does not automatically remove the legal responsibilities of the building’s Responsible Person or other relevant dutyholders.
Need help managing your apartment block?
Managing a residential development involves considerably more than arranging repairs and collecting service charges.
Fire safety, planned and reactive maintenance, contractor management, insurance, financial administration, communication with residents and regulatory responsibilities all need ongoing attention.
Oakfield Estate Agents provides professional block management for RMCs, freeholders and residential developments, helping clients coordinate the day-to-day and longer-term responsibilities involved in looking after their buildings.
Whether you already self-manage your development, are considering appointing a managing agent or are thinking about changing your existing block management arrangements, our team would be happy to discuss your requirements.