Fire Safety for Lettings Managers: The Key Choices That Matter
Lettings managers sit at the frontline of property safety. Whether you oversee a handful of converted flats or a large portfolio of mixed-use buildings, you play a crucial role in making sure every property you manage is safe, compliant, and ready for inspection. The fire safety landscape can feel complex, especially with recent regulatory updates and rising expectations for landlords and managing agents. At Fletcher Risk, we work with letting and property managers across the North West to simplify those decisions.
Who is actually responsible
This is often the single biggest point of confusion. Under the Regulatory Reform (Fire Safety) Order 2005, every building must have a Responsible Person, the individual or organisation legally accountable for fire safety. In rented accommodation, this could be the freeholder for common areas in a block of flats, the lettings or managing agent where they have taken on delegated control of maintenance, or the landlord where they self-manage the property. If you are a lettings manager, make sure you know exactly where responsibility sits, and that it is confirmed in writing. Fire and Rescue Services will expect clarity, not confusion, if an incident occurs.
Choosing the right Fire Risk Assessment
Not all fire risk assessments are equal. Housing fire risk assessments, covering flats, HMOs, and similar residential premises, are now carried out against BS 9792:2025, the British Standard that replaced PAS 79-2:2020 in August 2025. It sets out four assessment types, which vary along two dimensions: whether dwellings are included alongside common parts, and whether the inspection is intrusive.
- Type 1: common parts only, non-intrusive. The default for most buildings with good evidence of construction integrity.
- Type 2: common parts only, but intrusive, opening up sample areas such as risers, shafts, or voids to confirm fire separation.
- Type 3: common parts plus a sample of dwellings, non-intrusive.
- Type 4: common parts plus a sample of dwellings, with intrusive inspection of both. Usually reserved for higher-risk or more complex buildings.
The right type depends on the building's risk profile, construction, and any known gaps in evidence, such as previous defects or an uncertain refurbishment history. If your building has multiple uses, such as shops at ground level and flats above, you may need separate assessments for the different parts.
Alarm systems and who maintains them
Many older residential blocks still rely on outdated or poorly maintained alarm systems. Lettings managers need to decide who maintains the system, how often testing and servicing take place, and whether the original design still suits how the building is being used. BS 5839 recommends a weekly user test alongside six-monthly professional servicing, though higher-risk systems are often serviced quarterly. If you are upgrading a system, you will also face a choice between open and closed protocol fire alarms. Open protocol systems allow more flexibility in future maintenance and supplier choice, while closed protocol systems can tie you to a single manufacturer for parts and servicing.
A working inspection and maintenance schedule
Routine checks make the difference between compliance on paper and safety in practice. Lettings managers should make sure that:
- Fire doors are inspected regularly and confirmed to close and latch properly.
- Smoke alarms are tested between tenancies, as well as on the schedule set by the assessment.
- Escape routes are kept clear of storage or obstructions.
- Emergency lighting and signage are tested and the results recorded.
- Portable extinguishers, where present, are serviced annually.
Keeping a simple maintenance log is one of the easiest ways to demonstrate compliance during a Fire and Rescue Service or insurance inspection.
Communicating with tenants
Even the best systems fail if residents do not understand them. New tenants should receive a short fire safety guide explaining alarms, escape routes, and what to do in an emergency, and fire action notices should be displayed in communal areas. It is worth reminding residents not to wedge open fire doors, store items in corridors, or tamper with smoke detectors. Proactive engagement builds trust and reduces the likelihood of unsafe behaviour that could put lives, and compliance, at risk.
Staying current as regulations change
Fire safety is not static. Building use changes, regulations evolve, and systems age, so arrangements should be reviewed every 12 months as best practice, whenever significant changes occur such as refurbishments or system upgrades, and after any fire incident or enforcement visit.
The Fire Safety (England) Regulations 2022 introduced duties that scale with building height. All multi-occupied residential buildings with two or more sets of domestic premises must give residents fire safety instructions and information about fire doors. Buildings over 11 metres carry additional duties, including quarterly checks of fire doors in common parts and best-endeavours annual checks of flat entrance doors. High-rise buildings of 18 metres or more, or seven storeys, carry further duties on top of that, such as wayfinding signage, secure information boxes for fire and rescue services, and monthly checks of firefighting lifts. If you manage taller blocks, it is worth confirming exactly which height band your building falls into, as the duties differ at each threshold.
Working with qualified partners
Fire safety is a shared responsibility, and lettings managers do not need to carry it alone. At Fletcher Risk, we partner with letting agents and landlords to carry out Fire Risk Assessments for single and multi-occupancy buildings, develop compliance schedules and documentation, review fire safety after refurbishments or system changes, provide annual reviews and refresher visits, and deliver a full range of fire door inspection services. Our aim is to make fire safety clear, manageable, and part of everyday property management, rather than a once-a-year scramble.
For lettings managers, fire safety is not just another maintenance item, it is part of your duty of care. Knowing who is responsible, choosing the right assessment, maintaining alarms and doors properly, keeping tenants informed, and reviewing arrangements regularly is what protects your residents, your properties, and your legal standing.
Need a clear, practical review of your fire safety arrangements?
Fletcher Risk can carry out an up-to-date Fire Risk Assessment and help you set a compliance schedule that holds up to scrutiny. Please get in touch.
Book a Fire Risk Assessment Learn MoreThis article is for general information only and does not constitute legal or professional advice. While every effort has been made to ensure accuracy, fire safety requirements may vary depending on your building and local authority. For specific guidance or a formal Fire Risk Assessment, please contact Fletcher Risk or a qualified fire safety professional.