Top 5 Common Compliance Failures Under the Fire Safety Order – And How to Avoid Them

Fire safety is a critical responsibility, but it's often overlooked. Under the fire safety order 2005, organisations must manage risks to protect staff, visitors, and property. Common failures include outdated risk assessments, poorly maintained fire doors, inadequate alarm systems, missing records, and insufficient staff training. Understanding these risks—and taking proactive steps—can help your business stay compliant and safe.

Key Takeaways:

• Regularly review and update fire risk assessments to reflect current building use.
• Conduct documented fire door inspections and ensure commercial fire alarm systems are properly maintained.
• Keep detailed records and provide staff training to ensure everyone knows how to respond in an emergency.

Fire safety is one of the most critical responsibilities for UK businesses. Despite clear legal duties, many organisations still fail to fully comply with the law, putting staff, visitors, and property at risk. Non-compliance can also lead to serious legal consequences under the fire safety order 2005, formally known as the Regulatory Reform (Fire Safety) Order. Understanding common failures—and how to prevent them—is essential for any Responsible Person in a workplace.

Here are the five most common compliance failures, and practical steps to avoid them:

1. Inadequate or Outdated Fire Risk Assessments

A fire risk assessment is the cornerstone of compliance under the fire safety order 2005. It identifies hazards, evaluates risk to occupants, and sets out measures to reduce or remove those risks.

A common failure is treating the assessment as a one-off exercise. In reality, risk assessments should reflect changes in occupancy, layout, or processes. For example, a warehouse that has expanded storage areas without updating its risk assessment could be failing without even realising it.

How to avoid it:

• Review and update the fire risk assessment annually—or sooner if there are significant changes.
• Ensure it is carried out by a competent person who understands UK fire safety legislation.
• Keep clear records to demonstrate ongoing compliance.

2. Poor Fire Door Management

Fire doors are a critical safeguard against the spread of fire and smoke. However, they are frequently mishandled, leaving occupants at risk. Common issues include doors being wedged open, damaged seals, missing signage, or faulty self-closing mechanisms.

Regular fire door inspection is essential to ensure doors perform as intended in an emergency. Even small gaps or damage can significantly reduce their effectiveness.

How to avoid it:

• Implement a documented fire door inspection schedule, covering hinges, seals, closers, and signage.
• Carry out additional checks after building work or maintenance.
• Train staff on the importance of never propping doors open and reporting damage immediately.

3. Inadequate Fire Alarm Systems

Many organisations struggle with insufficient or outdated fire detection. Some rely on systems designed for smaller premises or fail to maintain them properly. Under UK fire regulations, fire alarm systems must provide early warning to all occupants and be maintained in line with current standards.

Commercial fire alarm system installation and maintenance are key to compliance. In addition to covering all areas of the building, alarms must be tested regularly, with results logged for accountability.

How to avoid it:

• Ensure your commercial fire alarm system is suited to the size and layout of the building.
• Schedule regular testing, servicing, and maintenance in line with BS 5839 standards.
• Consider professional guidance if your premises have complex layouts or multiple tenants.

4. Failure to Maintain Records

Even when procedures and equipment are in place, failing to keep proper records can result in non-compliance. Fire safety audits and enforcement visits frequently focus on evidence of active management, including risk assessments, staff training, fire drills, and system maintenance.

How to avoid it:

• Maintain clear, centralised records of all fire safety activities.
• Keep logs of alarm tests, fire door inspection results, and staff training sessions.
• Use records to track trends and identify areas needing improvement before they become a problem.

5. Lack of Staff Training and Emergency Planning

A building may meet all structural and technical standards, but without well-trained staff, evacuations can fail. Staff must understand fire action procedures, recognise alarm signals, and know escape routes.

How to avoid it:

• Deliver regular, role-specific fire safety training.
• Conduct frequent drills to familiarise staff with procedures.
• Ensure evacuation plans are up to date and clearly communicated to all occupants.

Final Thoughts

Compliance under the fire safety order 2005 is about more than ticking boxes; it’s about protecting life and property. By maintaining up-to-date risk assessments, ensuring proper fire door inspection, keeping an effective commercial fire alarm system, and following comprehensive fire safety regulations, organisations can reduce risks and demonstrate due diligence.

Taking a proactive approach not only safeguards staff and visitors but also reduces the risk of enforcement action or legal consequences.

If you are unsure about your current fire safety arrangements, professional advice or a compliance audit is a smart investment for peace of mind and legal compliance.

A Plus Security are a BAFE company, who provide a range of fire safety systems and maintenance services to help you establish a robust and future-ready position for your premises.

Contact us here or call us on 01702 293157 for a consultation to review and update your current fire and security systems.