Whether you manage a commercial premises or oversee a residential building, UK fire safety legislation places accountability for the delivery of fire risk assessments (FRAs) on a specific individual or organisation known as the Responsible Person (RP). 

But it’s rarely the RP who actually carries out the assessment. Typically it’s the Competent Person (CP) who completes a fire risk assessment. But who exactly do these titles apply to, and how do the rules differ depending on the type of building?

In this guide, we break down fire risk assessment responsibilities across both commercial and residential settings, from single-occupant businesses to complex multi-occupancy buildings.

Responsible Person vs Competent Person – What’s the difference?

The Responsible Person and Competent Person play very different roles in fire safety.

RPs are in charge of overseeing the fire safety of the building at large. This includes ensuring that appropriate fire risk assessments have been carried out, that findings have been recorded, and safety measures have been implemented. 

Related – Fire Risk Assessment Types Explained

However, fire risk assessments require specialist knowledge and skills that the average RP does not have. This is where the Competent Person enters into the equation.

A CP in fire safety is someone with the training, experience, knowledge, and judgement needed to properly identify fire risks and recommend appropriate safety measures. This is the person or organisation that actually carries out the assessment on behalf of the RP.

What makes someone “competent” in relation to fire risk assessments?

There’s no single qualification that automatically makes someone competent. Instead, it’s about a combination of:

• Relevant training in fire safety and risk assessment
• Practical experience with similar types of buildings (e.g. offices, retail, residential blocks)
• Up-to-date knowledge of current fire safety legislation and standards
• Ability to recognise hazards and assess risk properly

For example, a CP should be able to identify issues like poor compartmentation, inadequate escape routes or non-compliant fire doors, and understand how serious those risks are.

At Cardinus, we can serve as your Competent Person, delivering a wide range of fire safety services on your behalf – Explore our Fire Services for Residential and Commercial Operators.

Who is the Responsible Person for a commercial building?

In a workplace or commercial setting, the RP is typically the employer. If you have control over the premises, the burden of fire safety sits with you, meaning it’s up to you to organise fire risk assessments where required by regulations.

However, there are some nuances to account for based on the building’s ownership and occupancy:

Fire risk assessment responsibilities for a single-occupant commercial building

If you rent or own the entire building for your business, you are the sole RP. This means you are responsible for everything from the fire extinguishers in the kitchen to the maintenance of the fire alarm system and the structural integrity of the escape routes.

Fire risk assessment responsibilities for a multi-occupant building

If you share a building (e.g., an office block or a shopping center), there are multiple RPs. You are responsible for your leased area, while the landlord or managing agent is responsible for the “common parts” (hallways, lifts, and lobbies).

There isn’t usually a single master FRA document created by one RP. Instead, under Section 156 of the Building Safety Act, all RPs in a shared building must now coordinate with one another to create a cohesive, building-wide fire safety strategy. 

In this scenario, you are legally required to:

• Identify all other RPs in your building.
• Share your FRA findings with them.
• Record your name and a UK address in the FRA to ensure a paper trail for the Fire and Rescue Service.

Who is the Responsible Person for a residential building?

For blocks of flats and other multi-occupied residential buildings, fire safety legislation applies primarily to the common parts of the building, as well as its overall structure. Unlike commercial premises, individual flat owners are usually not RPs for shared areas.

In most cases, the RP will be one of the following:

• The freeholder or landlord
• A managing agent acting on their behalf
• A Residents’ Management Company (RMC)

In simple terms, the RP is whoever has control over the building’s shared spaces and structure, and therefore the ability to manage fire safety risks.

What areas does a residential fire risk assessment cover?

A residential FRA goes beyond just corridors and stairwells. In recent years, the scope has expanded significantly, meaning the RP must take a more holistic view of the building.

Since the Fire Safety Act 2021, fire risk assessments must explicitly include the building’s structure and external walls. This covers elements such as cladding systems, insulation, fixings, and balconies. If these are not addressed, the FRA is unlikely to be considered legally sufficient.

In addition, the RP is also responsible for flat entrance doors that open onto common parts. These doors play a critical role in fire compartmentation, and must meet current fire-resistance standards and be fitted with effective self-closing devices.

What does being “responsible” for a fire risk assessment actually involve?

Although you’re not responsible for actively carrying out fire risk assessments, being the RP is by no means a passive role. You have a ‘non-delegable’ duty to:

• Appoint a Competent Person

As you’re not going to be carrying out the fire risk assessment yourself, you have to appoint the person or organisation that will.

• Maintain a written record

Since late 2023, all fire risk assessments must be recorded in writing. The previous exemption for businesses with fewer than five employees has been abolished. Whether you are a micro-business or a multinational, your FRA must be documented.

• Regularly review fire safety standards and “The Golden Thread”

The FRA must be ‘suitable and sufficient’. In 2026, this is managed through the Golden Thread of information, a digital record of the building’s safety history. You must review the FRA:

• Annually (as best practice).
• Immediately if there is a change in the building’s layout or use.
• If a fire-related incident or “near miss” occurs.

Person-centred assessments (new for 2026)

For certain residential buildings, the RP must now identify any residents who would struggle to evacuate using the standard evacuation plans for the building. Following the 2025 Regulations, you are now required to offer Person-Centred Fire Risk Assessments (PCFRAs) to those with mobility or cognitive impairments. 

This ensures that evacuation plans are not one size fits all, and that those who require extra evacuation support receive it.

Providing information to residents

The RP must provide residents with clear information about the risks identified in the FRA and the preventive measures put in place. This includes instructions on what to do in the event of a fire and how to report a fire safety failure.

How to choose a Competent Person for a fire risk assessment

Appointing a CP is one of the most important decisions an RP will make. You are legally responsible for ensuring the person you appoint is suitably qualified.

If an assessment is found to be inadequate, particularly after a fire, you must be able to demonstrate that you exercised due diligence when selecting your assessor.

When choosing a CP, you should look for:

• Relevant experience with your type of building (e.g. commercial premises, HMOs, high-rise residential)
• Recognised training and qualifications in fire risk assessment
• Third-party certification, such as providers registered under schemes like BAFE SP205
• Membership of professional bodies, such as the Institute of Fire Engineers (IFE) or the Institute of Fire Safety Managers (IFSM)
• Clear, detailed reporting, not just a basic checklist

It’s also important to be cautious of unusually low-cost assessments. In many cases, these may lack the depth and technical scrutiny required to meet legal standards.

Why choose Cardinus as your Competent Person?

At Cardinus, we bring over a decade of experience in property risk management. Our assessors understand the nuances of both commercial and residential buildings, from small premises to complex multi-occupancy sites, and we have attained third-party certification under BAFE SP205. 

This means you’re not just getting an assessment when you appoint Cardinus as your Competent Person; you’re clearly demonstrating due diligence.

With nationwide coverage and a focus on clear, actionable reporting, we make it straightforward to stay compliant and in control of your fire risk responsibilities. Get a fire risk assessment quote today.