Who Is Responsible for Fire Safety in the Workplace?

Workplace fire safety should be the number one priority for any business owner, but understandably, it can sometimes feel like a daunting task. With so many rules and regulations, there’s a lot of pressure to get things right to keep your staff safe and your assets protected. Who’s exactly in charge of what? And what do they need to do to keep your business compliant?

We’ve written this guide to answer just those questions. We’ll go through who’s legally responsible for fire safety at your business, their key duties, and which workplace fire safety systems you need to have installed. And of course, we’ll let you know how Midland Fire is here to help get your business as safe and secure as it can possibly be, putting your mind at ease that you have everything under control.

Who Is the “Responsible Person” for Fire Safety at Your Workplace?

So, let’s start at the very beginning (a very good place to start). Under the Regulatory Reform (Fire Safety) Order 2005, every business or non-domestic premises must have a Responsible Person who is legally obliged to ensure fire safety at your workplace. This could be a single person or several people, and is either:

• The employer
• The business owner
• The landlord

Anyone else with control of the premises, for example a facilities manager, building manager, managing agent or risk assessor.

When it comes to multi-occupancy buildings, fire safety responsibilities must be shared between all parties, which can sometimes be tricky to coordinate. Whether your building is single or multi-occupancy, or if you have more than one property, our team at Midland Fire can help you define who’s in charge of what and support you in remaining compliant.

Key Duties of the Responsible Person

The Fire Safety Order sets out clear duties for the Responsible Person, which are required by law. The Responsible Person at the workplace must:

• Conduct fire risk assessments and review them regularly.
• Inform staff of identified risks.
• Implement and maintain fire safety measures such as alarms, extinguishers, signage and emergency lighting.
• Put emergency fire safety plans in place.
• Provide fire safety training and run evacuation drills for staff.
• Keep maintenance logs and compliance documentation up to date.
• Stay informed of changes to fire safety regulations.

What Are the Fire Safety Systems That Every Workplace Needs?

A fire risk assessment is the first port of call for your Responsible Person when deciding which workplace fire safety systems you’ll need. During the assessment, engineers will survey your property, identify potential fire hazards and recommend the measures your business needs to take. Workplace fire safety systems include:

Fire alarms
Early warning systems that detect smoke or heat and alert building occupants to evacuate quickly and safely.

Fire extinguishers
Designed to tackle small fires before they spread, with different types suited to different fire risks.

Fire suppression systems
Automatic systems that control or extinguish fires using gas, foam or water – ideal for high-risk or sensitive areas.

Emergency lighting
Battery-backed lighting that kicks in during a power cut to guide people safely to exits in an emergency.

Emergency voice communication systems (EVCS)
Two-way communication systems that allow emergency teams and occupants with additional needs to stay in contact during a fire.

Voice alarm systems
Automated systems that use pre-recorded or live voice messages to direct people during a fire evacuation.

Not Forgetting Professional Maintenance

Keeping your fire safety equipment properly maintained is also a key consideration for the Responsible Person, because what’s the use in having a state-of-the-art fire alarm system if it isn’t working properly? It’s a legal obligation to keep your fire alarm system well-maintained, and failure to do so can lead to financial penalties and may invalidate your insurance.

Commercial fire alarm maintenance involves routine inspections and servicing of the system by a professional, as well as regular testing and checking for faults and battery levels, which can be done in-house. Professional maintenance is required every six months, whilst weekly in-house testing is highly recommended.

Choose Midland Fire for All Your Fire Safety Needs

Midland Fire is a BAFE-accredited fire safety contractor specialising in fire alarm system installation and maintenance. We work with businesses of all sizes, across a range of industries, so whatever your company, we can help advise you on your legal obligations.

25 years of experience
We’ve been protecting people and businesses since 1999.

Expert engineers
Each of our 30 engineers is a time served electrician and a fully qualified fire alarm engineer.

Full support from start to finish
We’ll effectively manage each stage of your project from consultation and design to installation, certification and maintenance.

Quality products
Midland Fire only supplies products from reputable brands that we know will future proof your business.

Professional Fire Safety Specialists at the Ready

Whether you’re after advice on who’s responsible for fire safety at your workplace, or you need a fire safety system installed or serviced, our friendly team is here to help. We provide free consultations, in which our experienced engineers will assess your site and advise you on the best fire safety measures for your business. We can then design and install your fire alarm system and provide you with ongoing maintenance and support moving forwards.

Choose us for your fire risk assessment, and we also offer a range of security services, making sure your company is as safe and secure as it can possibly be.

At Midland Fire WE PROTECT. Contact us today for your free consultation.

Your Burning Questions Answered

Who is legally responsible for workplace fire safety?
The person legally responsible for fire safety in the workplace is typically the “Responsible Person.” This is usually the employer, building owner, or anyone in control of the premises. They are tasked with ensuring that proper fire safety measures are in place and that the workplace is in line with fire safety regulations.

What are the main duties of the Responsible Person?
The Responsible Person’s job is to:

• Conduct regular fire risk assessments.
• Put in place the right fire safety measures (like alarms, extinguishers, etc.).
• Make sure employees are trained in fire safety.
• Keep fire safety systems maintained and checked regularly.
• Create and communicate a fire safety plan, including evacuation routes.

Which fire safety systems should a workplace have?
That all depends on the type of workplace – speak to our team at Midland Fire and we can advise and organise a fire risk assessment which will determine exactly what you need. Options include:

• Fire alarms
• Fire extinguishers
• Fire suppression systems
• Emergency lighting
• Emergency voice communication systems (EVCS)
• Voice alarm systems

What are the legal fire alarm maintenance requirements for UK businesses?
To keep your property and staff safe, you should test your fire alarms weekly and carry out a full system inspection at least twice a year as per the BS 5839 standards.

What are the penalties for failing to comply with fire safety regulations?
The penalties can be pretty severe. If your business isn’t following UK fire safety rules and regulations, you could face hefty fines, legal action, and in extreme cases where people get hurt and property destroyed, the business could be shut down with the owners facing criminal charges. That’s why it’s so important to work with an experienced fire safety contractor who can advise you on your legal obligations and get you set up so that you meet those obligations.