Regulatory Reform (Fire Safety) Order 2005 Quick Reference Cheat Sheet for Employers and Managers

What Is the Fire Safety Order?

The Regulatory Reform (Fire Safety) Order 2005 (FSO) is the primary piece of fire safety legislation for non-domestic premises in England and Wales. It replaced over 70 pieces of previous fire safety law, including the Fire Precautions Act 1971, and introduced a risk-based approach to fire safety management.

Enforced by: The relevant enforcing authority, usually the local Fire and Rescue Service.

Applies to: All non-domestic premises in England and Wales, including offices, shops, factories, warehouses, hotels, care homes, and the common areas of multi-occupied residential buildings.

Does not apply to: Domestic dwellings (single private homes).

Scotland has separate legislation: the Fire (Scotland) Act 2005.

Key principle: The Responsible Person must carry out a suitable and sufficient fire risk assessment and act on its findings.

Updated by: The Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022. The Fire Safety Act 2021 clarified that the Fire Safety Order applies to the structure and external walls of multi-occupied residential buildings (including cladding, balconies, and windows), as well as flat entrance doors opening onto common parts.

Who Is the Responsible Person?

The Responsible Person (RP) is the individual or organisation on whom the duties under the FSO fall. Identifying the correct RP is a critical first step.

Premises Type	Who Is the Responsible Person?
Workplace	The employer, if they have control of the premises.
Premises not a workplace (e.g. common areas)	The person who has control of the premises, such as the owner, landlord, or managing agent.
Where there is more than one RP	Each RP must cooperate and coordinate with the others. One RP may be appointed as lead.
Building with multiple occupiers	Each employer is the RP for their own area. The building owner or manager is the RP for shared areas.
Facilities manager or managing agent	May be the RP if they have day-to-day control of the premises.

Important: There can be more than one Responsible Person in the same premises. All RPs must cooperate with each other and share relevant fire safety information.

The Fire Risk Assessment (Article 9)

Carrying out a suitable and sufficient fire risk assessment is the cornerstone of the FSO. The assessment must be reviewed regularly and whenever there is reason to suspect it is no longer valid.

Step	What to Do
1. Identify fire hazards	Sources of ignition (heat, naked flames, electrical equipment, hot work). Sources of fuel (paper, textiles, packaging, flammable liquids). Sources of oxygen (air conditioning, storage of oxidising materials).
2. Identify people at risk	Employees, contractors, visitors, members of the public. Vulnerable persons: those with mobility impairments, sensory impairments, or cognitive conditions. People working alone or in isolated areas.
3. Evaluate, remove, reduce, and protect	Evaluate the likelihood and consequence of fire. Remove or reduce hazards where possible. Put fire precautions in place to protect people if a fire does occur.
4. Record, plan, instruct, inform, and train	Record significant findings (required if 5 or more employees). Prepare an emergency plan. Ensure all staff receive appropriate fire safety information and training.
5. Review	Review the assessment regularly and after any significant change to the premises, use, or occupancy. Also review after any fire, near miss, or change in legislation.

Who can carry out the assessment? The Responsible Person, or a competent person appointed by them. The assessment must be suitable and sufficient. For complex or high-risk premises, use a qualified fire risk assessor.

Recorded findings: The significant findings of the fire risk assessment and any actions taken must be recorded where the Responsible Person employs 5 or more employees, where an alterations notice is in force, or where required by specific higher-risk premises requirements.

General Fire Precautions (Articles 13 to 24)

Once the fire risk assessment is complete, the Responsible Person must implement appropriate general fire precautions. These are set out across Articles 13 to 24 of the FSO.

Article	Duty	Key Requirements
Art 13	Firefighting and fire detection	Provide appropriate firefighting equipment (extinguishers, hose reels, sprinklers). Provide fire detection and alarm systems. Ensure equipment is accessible, properly maintained, and inspected. Non-automatic equipment must be easily accessible.
Art 14	Emergency routes and exits	Provide sufficient emergency routes and exits leading directly to a safe place. Routes must remain clear, unobstructed, and available for use at all times. Emergency exits must open in the direction of escape. Emergency lighting must be provided where needed. Exit doors must not require a key or special knowledge to open in an emergency. Fire exit signs must be in place.
Art 15	Procedures for serious and imminent danger	Establish and implement emergency procedures, including a written emergency plan. Nominate a sufficient number of competent persons to implement evacuation procedures. Ensure all persons can stop work and evacuate quickly and safely. Inform workers of the risk and of the persons nominated.
Art 16	Dangerous substances	Where dangerous substances (e.g. flammable liquids, LPG, solvents) are present, take additional precautions. Eliminate or substitute where possible. Control quantities stored. Prevent ignition sources from coming into contact with dangerous substances.
Art 17	Maintenance	Ensure all fire precautions are subject to a suitable system of maintenance. This includes: fire alarms, emergency lighting, extinguishers, suppression systems, fire doors, and escape routes. Keep maintenance records.
Art 18	Safety assistance	Appoint one or more competent persons to assist in undertaking preventive and protective measures. A competent person has sufficient training, experience, knowledge, and other qualities to carry out their role.
Art 19	Provision of information	Provide employees with comprehensible and relevant information on fire risks, precautions, procedures, emergency routes, and nominated persons responsible for procedures.
Art 21	Training	Ensure employees receive adequate fire safety training on recruitment and when exposed to new or increased risks. Training must be repeated periodically, take place during working hours, and be adapted to any change in risk.
Art 22	Co-operation and co-ordination	Where two or more RPs share a premises, they must co-operate and co-ordinate their fire safety measures, and inform each other of risks arising from their respective undertakings.
Art 23	General duties of employees	Employees must take reasonable care of their own and others' safety, co-operate with their employer, and report any situation they believe represents a serious and immediate danger.

Fire Doors: Key Requirements

Fire doors must:

• Be of appropriate fire resistance for the risk (typically FD30 or FD60, denoting 30 or 60 minutes resistance).

• Be self-closing and close fully into the rebate when released.

• Be fitted with appropriate intumescent seals and smoke seals.

• Never be wedged or propped open, unless held open by an approved automatic hold-open device linked to the fire alarm.

• Be inspected regularly: a quick check by occupants monthly and a formal inspection by a competent person at least annually.

• Have appropriate signage (blue 'Fire Door Keep Shut' or 'Fire Door Keep Locked Shut').

• Be included in the fire risk assessment as a passive fire protection measure.

Fire Safety (England) Regulations 2022: These regulations apply to certain multi-occupied residential buildings in England, including additional duties for relevant buildings over 11 metres in height. Duties may include regular checks of fire doors, provision of fire safety information to residents and fire and rescue services, wayfinding signage, and maintenance of secure information boxes. Inspection frequencies and requirements vary depending on building type and the specific doors involved.

The Emergency Plan: What It Must Cover

A written emergency plan must include:

• How people will be warned if there is a fire.

• What staff should do if they discover a fire.

• How the evacuation of the premises will be carried out, including arrangements for vulnerable persons.

• Where the assembly point is located.

• Arrangements for calling the fire and rescue service.

• Duties and identities of staff with specific fire safety roles (e.g. fire marshals, fire wardens).

• Arrangements for the safe evacuation of persons identified as being especially at risk.

• Measures to address any special risks in the premises.

• Where relevant, the location of the fire risk assessment and fire safety information for use by the fire service.

The emergency plan should be reviewed after any fire, near miss, significant change to the premises, or change in personnel with fire safety responsibilities.

Fire Safety Training: What Employees Must Know

All Employees	Fire Marshals / Wardens
How to raise the alarm if they discover a fire.	All the duties of a standard employee, plus:
The location of fire alarm call points.	How to conduct a sweep of their designated area to ensure evacuation is complete.
What to do on hearing the fire alarm (evacuation procedure).	How to use a fire extinguisher safely (where it is part of their role).
The location of assembly points.	How to assist persons who require evacuation assistance (PEEPs).
Not to use lifts in the event of a fire.	How to liaise with the fire and rescue service on arrival.
Not to re-enter the building until declared safe.	How to confirm the building is fully evacuated.
Their personal emergency evacuation plan (PEEP) if applicable.	Completing evacuation records and reporting back to management.

Enforcement Powers and Penalties

Enforcement Action	Detail
Enforcement Notice	Issued where there is a contravention of the FSO. Sets out what must be done and by when. The RP has the right of appeal to a magistrates' court.
Prohibition Notice	Issued where there is a risk of serious personal injury in the event of fire. Can prohibit or restrict use of all or part of the premises immediately. Breach of a Prohibition Notice is a criminal offence.
Alterations Notice	Issued where the premises are considered to pose a high risk. Requires the RP to notify the enforcing authority before making any specified changes.
Prosecution	The enforcing authority can prosecute for offences under the FSO. Offences can be tried in the magistrates' court or Crown Court.

Penalties for Non-Compliance

Maximum penalties (Crown Court): An unlimited fine and/or up to 2 years imprisonment for most offences.

Where a fire causes death, prosecution may also be brought under the Corporate Manslaughter and Corporate Homicide Act 2007.

Individuals, including directors and managers, can be prosecuted personally where an offence is committed with their consent, connivance, or neglect.

Fire Safety Compliance Checklist

Use this checklist to carry out a quick review of your fire safety arrangements:

Done?	Action
[ ]	The Responsible Person has been clearly identified for all areas of the premises.
[ ]	A suitable and sufficient fire risk assessment has been carried out.
[ ]	The fire risk assessment has been recorded in writing (required for 5 or more employees).
[ ]	Significant findings and actions arising from the assessment have been implemented.
[ ]	The fire risk assessment is reviewed at least annually, or after any significant change.
[ ]	A written emergency plan is in place and communicated to all staff.
[ ]	All employees have received fire safety training on starting employment.
[ ]	Fire safety training is repeated periodically and whenever there is a change in risks, procedures, personnel responsibilities, or the premises.
[ ]	A sufficient number of fire marshals or wardens have been appointed and trained.
[ ]	Appropriate evacuation arrangements are in place for persons who may require assistance, including Personal Emergency Evacuation Plans (PEEPs) for relevant employees or regular occupants, and suitable arrangements for visitors and members of the public.
[ ]	Evacuation drills are carried out at least annually (more frequently for high-risk premises).
[ ]	Fire alarm and detection systems are subject to a suitable testing and maintenance regime appropriate to the premises and relevant standards.
[ ]	Emergency lighting systems are regularly tested and maintained in accordance with the fire risk assessment and relevant standards.
[ ]	Appropriate fire extinguishers are provided, accessible, and maintained under a suitable inspection and servicing programme.
[ ]	Fire exit routes are clear, unobstructed, and signed with appropriate emergency exit signs.
[ ]	All fire exit doors open in the direction of travel and do not require a key or special knowledge to open.
[ ]	Fire doors are self-closing, free from damage, and never propped or wedged open.
[ ]	Fire doors are subject to regular inspection (at least annually by a competent person).
[ ]	Dangerous substances are identified in the risk assessment and appropriate additional precautions are in place.
[ ]	A log book or fire safety record is maintained, recording all tests, inspections, training, and drills.
[ ]	Fire safety information is available to the fire and rescue service (e.g. a fire safety information box or plans).
[ ]	Co-operation and co-ordination arrangements are in place with other Responsible Persons sharing the premises.

Useful References and Resources

Resource	Details
National Fire Chiefs Council (NFCC) guidance	nfcc.org.uk - Fire risk assessment guides by premises type
HSE Fire Safety	hse.gov.uk/fire
GOV.UK Fire Safety in the Workplace	gov.uk/fire-safety-law
Local Fire and Rescue Service	Contact your local FRS for advice, guidance documents, and fire safety audits
BAFSA (British Automatic Fire Sprinkler Association)	bafsa.org.uk
Fire Industry Association (FIA)	fia.uk.com - Training and competency resources
Institute of Fire Safety Managers (IFSM)	ifsm.org.uk
Fire Safety Act 2021 and 2022 Regulations	legislation.gov.uk - Search for Fire Safety Act 2021

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Disclaimer

The information in this document is intended for general guidance only and does not constitute professional legal, financial, or regulatory advice. Fire safety law is subject to change and may vary depending on your specific premises type, use, and circumstances. Always consult a qualified fire safety professional or legal adviser for advice specific to your organisation. Carry out a fire risk assessment that is appropriate to your specific premises and activities.