Fire Safety for Lettings Managers: The Key Choices That Matter
Lettings managers sit at the frontline of property safety. Whether you oversee a few 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.
But the fire-safety landscape can feel complex — especially with recent regulatory updates and higher expectations for landlords and managing agents.
At Fletcher Risk, we work with letting and property managers across the North West to simplify those decisions. Here are the key choices you’ll need to make — and how to get them right.
1. Clarify who the “Responsible Person” is
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, if they have delegated control of maintenance or safety duties.
The landlord, if they self-manage the property.
If you’re a lettings manager, make sure you know exactly where responsibility sits — and that it’s confirmed in writing. Fire authorities will expect clarity, not confusion, if an incident occurs.
2. Choose the right type of Fire Risk Assessment (FRA)
Not all assessments are equal. The type of FRA you need depends on your property and how it’s used.
For most rented properties, the options include:
Type 1 (non-destructive, common areas only): The most common assessment for typical flats and HMOs.
Type 2–4 (destructive or extended scope): Used for higher-risk or complex buildings, where walls, ceilings, or voids need to be inspected for hidden defects.
If your building has multiple uses (for example, shops at ground level and flats above), you may need separate assessments for different areas.
Your choice here affects cost, scope, and compliance, so it’s worth discussing with a qualified fire risk assessor before commissioning work.
3. Decide how fire-alarm systems will be maintained
Many older residential blocks still rely on outdated or poorly maintained alarm systems. Lettings managers need to decide:
Who maintains the alarm system (landlord, managing agent, or service provider)?
How often testing and servicing are carried out (typically quarterly or biannually).
Whether the system design remains suitable for the property’s use.
If you’re upgrading a system, you’ll also face a choice between open and closed protocol fire alarms (see our full article here for more details). The key difference? Open systems allow more flexibility in future maintenance and supplier choice, while closed systems can tie you to one manufacturer.
4. Set a clear inspection and maintenance schedule
Routine checks make the difference between compliance on paper and safety in practice.
Lettings managers should ensure:
Fire doors are inspected regularly and close properly.
Smoke alarms are tested between tenancies.
Escape routes are clear of storage or obstructions.
Emergency lighting and signage are tested and recorded.
Portable extinguishers, if present, are serviced annually.
Keeping a simple maintenance log is one of the easiest ways to demonstrate compliance during a Fire Authority or insurance inspection.
5. Manage tenant communication and behaviour
Even the best systems fail if residents don’t understand them. Lettings managers play a key role in communicating fire-safety responsibilities to tenants.
Provide new tenants with a short fire-safety guide explaining alarms, escape routes, and what to do in an emergency.
Display fire action notices in communal areas.
Remind 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.
6. Review changes and stay updated
Fire safety isn’t static. Building use changes, regulations evolve, and systems age.
Lettings managers should review fire-safety arrangements:
Every 12 months as best practice.
Whenever significant changes occur (e.g. refurbishments, new tenants, or system upgrades).
After any fire incident or enforcement visit.
The Fire Safety (England) Regulations 2022 also introduced new duties for buildings over 11 metres in height — including checks on fire doors, signage, and information sharing with residents. If you manage taller blocks, make sure you’re familiar with these obligations.
7. Work with qualified partners
Fire safety is a shared responsibility — and lettings managers don’t need to do it alone. Working with accredited assessors, alarm engineers, and maintenance providers ensures your decisions are defensible and your buildings remain compliant.
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 to keep everything up to date.
Our aim is to make fire safety clear, manageable, and part of everyday property management — not a once-a-year scramble.
The key takeaway
For lettings managers, fire safety isn’t just another maintenance item — it’s part of your duty of care.
The key choices come down to:
Knowing who’s responsible.
Choosing the right type of risk assessment.
Maintaining alarms, doors, and routes properly.
Keeping tenants informed.
Reviewing arrangements regularly.
Get those right, and you’ll protect not only your residents and properties, but also your reputation and legal standing.
If you’d like a clear, practical review of your fire-safety arrangements or need to schedule an up-to-date Fire Risk Assessment, Fletcher Risk can help.
Contact us for advice, support, or to book an assessment today.
Fletcher Risk Team - 20 November 2025
Disclaimer:
This article is provided 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.