Your Legal Duties as a Responsible Person

Under UK law, every non domestic building and the common areas of residential buildings must have a clearly identified responsible person.
If you are a landlord, property manager, freeholder, director or anyone with control over a building, these responsibilities sit squarely with you.

This page sets out the key duties in clear, practical language based on real cases we see every week across Chester, the North West and North Wales.

What the law expects from you

The Regulatory Reform Fire Safety Order requires responsible persons to take reasonable steps to reduce the risk of fire and ensure that people can safely escape if a fire starts.
In practice, this means the following duties.

1. Maintain a suitable and sufficient fire risk assessment

You must ensure:

  • A current and competent fire risk assessment is in place

  • It covers all relevant risks in the building

  • It is kept up to date after layout changes, refurbishments, new tenants or new systems

  • The findings are implemented properly

Most UK managing agents now review risk assessments annually as best practice.

2. Keep fire safety measures in working condition

This includes:

  • Fire alarms

  • Emergency lighting

  • Fire doors and compartmentation

  • Means of escape

  • Signage and notices

  • Extinguishers where appropriate

You must ensure regular testing, maintenance and documented checks.

3. Provide clear information and training

You must make sure occupants, staff and contractors understand:

  • What to do in a fire

  • How to raise the alarm

  • Evacuation routes

  • Any risks or special arrangements

In residential buildings this can be provided through notices and information packs.
In commercial spaces it requires staff training and drills.

4. Put proper emergency procedures in place

You must maintain suitable evacuation procedures that reflect the building’s design, occupancy and risk profile.
This includes:

  • Identifying persons needing assistance

  • PEEPs or GEEPs where relevant

  • Clear signage and instructions

  • Assembly points

  • Liaison with tenants and staff

5. Keep records and show compliance

Good documentation protects you legally and helps the fire service understand your building.
Keep:

  • Fire risk assessment

  • FRA action plans

  • Fire alarm testing and servicing records

  • Emergency lighting test logs

  • Fire door inspection records

  • Training logs

  • Evacuation procedures

  • Maintenance reports

  • Any advisory or enforcement letters

6. Act on deficiencies and risks promptly

If the fire risk assessment identifies issues, you must take reasonable and timely action.
Delays can lead to enforcement notices, fines or even prosecution.

7. Work with competent professionals

Fire safety work must be carried out by competent persons.
For example:

  • Qualified fire risk assessors

  • Accredited alarm engineers

  • Skilled fire door inspectors

  • Competent maintainers

Using unqualified “general maintenance” staff increases risk and can invalidate insurance.

Why this matters

Fire services across the UK regularly issue enforcement notices for:

  • Missing fire risk assessments

  • Poorly maintained alarms

  • Defective fire doors

  • Blocked escape routes

  • Lack of training or procedures

If people live, work or sleep in your building, these duties are not optional. They are the foundation of safe and compliant property management.

How Fletcher Risk can help

We support landlords, managing agents and investors across Chester, the North West and North Wales with:

  • Fire risk assessments

  • Fire alarm system reviews

  • Fire door inspections

  • Emergency procedures

  • Responsible person advice

  • Pre audit and post audit support

If you need a clear picture of your building’s compliance, or want guidance after a fire service visit, we can help.

Book a fire risk assessment or speak to the team:
https://www.fletcherrisk.co.uk

Disclaimer:
This article is provided for general information only and does not constitute legal or professional advice. Fire-safety requirements may vary depending on your building and local authority. For specific guidance or a formal Fire Door Inspection or Fire Risk Assessment, please contact Fletcher Risk or a qualified fire-safety professional.

Fletcher Risk Team - 18 November 2025

Tim Fletcherresponsible person duties UK fire safety law fire risk assessment requirements fire safety responsibilities landlord fire safety duties property manager fire safety Chester fire safety guidance North West fire risk assessment