With tightened regulations and a heightened awareness of fire safety among residents (alongside the obvious moral responsibility), Residents’ Management Companies (RMC) must ensure compliance at all times.
This guide will walk you through what RMC directors need to know – from risk assessments to fire door maintenance, as well as providing clear steps for safeguarding your residents and remaining compliant.
The Role of Residents’ Management Companies in Fire Safety
RMCs are typically run by volunteer directors who are also leaseholders. The company is responsible for managing communal areas in a block of flats, and with that role comes legal duties under:
- Regulatory Reform (Fire Safety) Order 2005 – This places responsibility for communal area safety on the “Responsible Person” (usually the RMC or managing agent)
- Fire Safety Act 2021 – This clarifies that flat doors, cladding, and balconies fall under the scope of the fire risk assessment
- Building Safety Act 2022 – This introduces Accountable Person duties for higher-risk buildings (over 18m or 7 storeys), including resident engagement and digital safety case files.
As an RMC director, your duties include:
- Ensuring the building has an up-to-date fire risk assessment
- Acting on fire safety recommendations following your assessments
- Managing communal fire doors and escape routes
- Communicating essential safety information to residents
- Cooperating with fire services or local authorities as required
It is vital that RMCs understand whether they are the Responsible or Accountable Person – seek professional guidance if unsure.
Failure to comply can result in enforcement notices, fines or, in extreme cases, criminal prosecution. More importantly, robust fire safety management saves lives and safeguards the investment of the landlord and leaseholders alike.
Priority Number One: Fire Risk Assessments
Every block of flats must have a suitable and sufficient fire risk assessment covering all communal areas. This assessment identifies potential fire hazards and sets out necessary actions to reduce risk.
For smaller blocks of 3 storeys or less, assessments should be reviewed every 2 years and a new assessment should be carried out every 4 years. If significant changes occur (e.g. refurbishment, change in occupancy etc.) then a new risk assessment should be carried out immediately.
For higher risk blocks over 3 storeys in height or that carry other risk factors such as aging construction, assessments should be reviewed annually and re-done every 3 years.
Directors should appoint a competent fire risk assessor with relevant qualifications and experience in residential buildings. Their assessment should be wide-ranging, covering escape routes, fire doors, lighting, alarms, signage, combustible materials, resident behaviour, and more.
Once complete, the RMC must action any recommendations – especially those classed as high or immediate risk. Make sure to keep an accurate paper trail of your efforts.
Emergency Planning and Procedures
Every building should have a clear, written fire safety plan. This is particularly important for buildings with vulnerable residents or complex layouts.
RMCs should ensure that:
- Evacuation policies are appropriate for the building (e.g. stay put vs full evacuation responses)
- Residents are informed of procedures and know what to do in the event of a fire
- Signage is clear and visible in communal areas
- Assembly points are identified and practical
- Access for emergency services is maintained
A copy of the fire safety plan should be readily available and reviewed annually, or following any changes to the building or occupancy.
Fire Door Maintenance
Fire doors are a critical line of defence. They compartmentalise fire and smoke, buying valuable time for evacuation and for emergency services to respond.
For properties that are under 11 metres in height, it is a legal requirement that both the communal fire doors and flat entry doors are inspected “on a regular basis”. For properties over 11 metres in height, communal fire doors must be inspected quarterly, and the flat entrance doors annually.
Checks should include:
- Ensuring doors close properly and are not wedged open
- Checking intumescent seals and gaps around the door frame
- Repairing or replacing damaged doors promptly
Resident Engagement and Communication
Even the very best safety systems rely on resident cooperation, so effective engagement and education are essential.
Steps you can take to improve resident knowledge:
- Provide welcome packs containing clear fire safety information to new residents
- Provide annual safety updates via newsletters, noticeboards, or resident meetings
- Consistently remind leaseholders not to block communal areas or prop open fire doors
- Encourage residents to report safety issues, such as damaged doors or faulty lighting, and provide an accessible, anonymous route for them to do so
In buildings with stay-put policies, ensure residents understand this approach, the reasoning behind it, and that they are not confused about when to evacuate.
Key Actions for Residents’ Management Companies to Take Now
- Review your current Fire Risk Assessment: Check that it is up to date and has been acted upon. Book a new one if needed.
- Inspect communal fire doors: Document all inspections and carry out repairs as soon as possible.
- Review your fire safety plan: Is it clear, accessible, and shared with residents? If not, update and distribute it.
- Confirm your legal responsibilities: Understand if your building falls under high-risk rules and who the Responsible Person is.
- Engage with residents: Use simple, friendly communication to keep fire safety on everyone’s radar.
Final Thoughts
Fire safety is a shared responsibility, but for RMC directors, the legal and ethical duty is clear. While managing these tasks can feel daunting (especially in volunteer-led buildings) support is available.
By staying informed, engaging residents, and working with qualified professionals, RMCs can create a safer living environment for everyone.
