Fire Safety in Shared Buildings: Why Communication and Cooperation Save Lives (and How to Get It Right)
- Metro-Pat FM LTD
- Sep 25
- 7 min read
Introduction Fire safety in shared buildings isn’t just a legal box-tick—it’s a shared responsibility that depends on clear communication, coordinated action, and consistent follow-through. Whether you manage a block of flats, operate an HMO, or run a multi-unit commercial building, the most effective fire safety strategies are built on cooperation between landlords, managing agents, residents, and businesses.
This guide explains what the law expects, what good practice looks like, and provides practical checklists you can use today. It also shows where a competent fire risk assessment fits in—and how METRO PAT FM LTD delivers affordable, expert fire risk assessments across London to help you stay compliant and safe.
Legal Duties: Co-operate and Co-ordinate
England and Wales: Article 22 of the Regulatory Reform (Fire Safety) Order 2005 requires all responsible persons in a building to co-operate and co-ordinate. If more than one party has fire safety duties (for example, landlord and individual business tenants), you must share relevant information and agree a coordinated approach.
Scotland: Section 21 of the Fire Safety (Scotland) Regulations 2006 imposes similar duties to co-operate and co-ordinate.
Key point: Fire safety isn’t siloed. Your strategy must work building-wide, not just within your own unit or flat.
The Landlord’s Central Role: Communication and Coordination Landlords and managing agents set the tone. Your job is to ensure people know what to do, how to report issues, and how the building’s fire safety measures work. That means more than installing equipment—it’s about keeping people informed and systems maintained.
Fire Risk Assessors: Core responsibilities:
Communicate clearly: Explain who is responsible for what (landlord, residents, tenants, contractors).
Provide accessible information: Display and share evacuation routes, procedures, and emergency contacts.
Maintain active channels: Tell occupants about alarm tests, planned maintenance, and changes to procedures.
Create easy reporting routes: Simple ways to report hazards and defects (email address, portal, WhatsApp line, QR-coded notices).
Act promptly: Log, prioritise, and close out fire safety issues quickly; feed back to the reporter.
Facilitate cooperation: Where appropriate, help occupants share relevant safety information (e.g., between neighbouring businesses or resident reps).
Document everything: Keep records of communications, testing, maintenance, and resident/tenant engagement.
Landlord/Managing Agent Checklist
Governance and records
Up-to-date fire risk assessment (FRA) covering communal areas and interfaces with private areas
Clear “responsible persons” list and contact details
Logbook for alarms, emergency lighting, maintenance, and drills
Documented PEEPs/EEPs where applicable (see Accessibility section)
Communication
Welcome pack for new residents/tenants with tailored fire safety information
Noticeboards with evacuation plans and reporting channels
Regular updates on testing and maintenance schedules
Maintenance and testing
Routine inspection and servicing of alarms, emergency lighting, fire doors, extinguishers, and any suppression systems
Regular common-area housekeeping checks (escape routes clear, signage in place)
Coordination
Arrangements for sharing relevant risks between parties (e.g., high fire load in a neighbouring unit)
Regular coordination meetings in multi-occupied commercial premises
Blocks of Flats: Shared Escape, Shared Success In blocks of flats, the landlord/managing agent typically manages communal areas (lobbies, corridors, stairways) and life safety systems serving those spaces. Residents must keep routes clear and avoid compromising the building’s fire strategy.
Notable legal requirement (England): Fire Safety (England) Regulations 2022 require responsible persons to give residents regular information about what to do in a fire and the importance of fire doors.
Additional good practice:
Strategy clarity: Make the building’s evacuation strategy clear—stay put or simultaneous evacuation—and ensure it’s supported by the building’s compartmentation and alarms.
Fire door integrity: Front doors to flats and doors in communal routes must be self-closing and well maintained.
Compartmentation: Regular checks (as per the FRA) for penetrations, damaged risers, or poorly sealed services.
Resident engagement: Simple language, multiple languages where relevant, and periodic reminders.
Residents’ Checklist (Blocks of Flats)
Everyday actions
Keep corridors, stairs, and lobbies free of bikes, prams, furniture, and rubbish
Never wedge open fire doors
Store mobility scooters and e-bikes safely as directed; follow charging guidance (see E-bikes section)
In your flat
Test your smoke alarms weekly (if resident-owned)
Keep kitchen surfaces clear; never leave cooking unattended
Use extension leads responsibly; avoid daisy-chaining
Keep your front door in good condition; report self-closing issues immediately
Communication
Read and keep the building’s fire instructions
Report damaged fire doors, alarm issues, or blocked routes promptly
Landlord/Managing Agent Checklist (Blocks of Flats)
Strategy and information
Confirm and communicate the evacuation strategy
Provide resident information per Fire Safety (England) Regulations 2022
Systems and structure
Maintain alarms (where fitted), emergency lighting, rising mains, sprinklers (if present)
Inspect and maintain fire doors (flat entrance and communal) at appropriate frequencies
Review compartmentation in line with the FRA
Housekeeping and enforcement
Regular inspections for obstructions and storage in communal areas
Fair, consistent approach to clearing hazards; document actions
HMOs: Individual Diligence, Collective Safety HMOs carry elevated risk due to higher occupancy and turnover. Landlords have significant responsibilities for communal areas and systems, but residents’ behaviour inside their rooms and shared kitchens is pivotal.
HMO Residents’ Checklist
Safe use of electrics
Avoid overloading sockets; use quality, fused extensions only
Regularly check leads for damage; stop using faulty appliances
Cooking and ignition sources
Never leave pans unattended
Keep grills/ovens clean; built-up grease is a fire risk
No candles or use only with extreme caution; never leave unattended
Follow property rules on smoking and disposal of smoking materials
Escape and alarms
Keep bedroom and shared area doors unobstructed and never wedge fire doors
Report beeping alarms, flat batteries, or call-point damage at once
Cooperation
Allow access for fire safety checks and maintenance
Know the evacuation plan; participate in any drills
HMO Landlord/Manager Checklist
Compliance and systems
Suitable and sufficient FRA for the whole property
Category and grade of fire alarm appropriate for the HMO type, tested and serviced
Emergency lighting where required; exit signage where appropriate
Adequate fire doors to rooms and risk rooms; routine checks and maintenance
Fire blankets and appropriate extinguishers in shared kitchens (with training)
Management
Clear house rules covering cooking, smoking, candles, charging, and storage
Induction for new residents; periodic refresher communications
Regular inspections of communal areas and kitchens for hazards
Record-keeping for tests, maintenance, and resident communications
Multi-Unit Commercial Buildings: Independent Units, Interdependent Safety Each business is responsible for its own fire risk assessment and in-unit measures, but the building’s overall safety depends on coordinated arrangements with the landlord and other tenants.
Commercial Tenant Checklist
Your unit
Current FRA covering your processes, materials, people at risk, and emergency arrangements
Suitable extinguishers and fire blankets; staff trained and appointed fire marshals
Internal alarm/sounder/beacon integration as required with building systems
Housekeeping: aisles clear, waste managed, storage kept away from heat sources
Coordination
Understand the building-wide evacuation strategy and assembly point
Keep fire exits and communal routes clear at all times
Share unusual or higher risks (hot works, flammable liquids, lithium battery storage) with the landlord and neighbours where relevant
Participate in drills; maintain contact details for your safety lead
Commercial Landlord/Building Manager Checklist
Building systems
Maintain communal alarms, detection, emergency lighting, sprinklers, rising mains, smoke control systems, and fire-fighting lifts where present
Up-to-date FRA for common parts and interfaces with tenants’ units
Structural safety
Maintain compartmentation (shafts, risers, service penetrations), fire-stopping, and certified fire doors
Coordination and information
Share building rules for hot works, deliveries, storage, and hazardous substances
Maintain a directory of responsible persons for each tenant and emergency contacts
Run and record evacuation drills (frequency proportionate to risk and occupancy)
Permit-to-work system for high-risk activities (e.g., hot works)
Cross-Cutting Topics You Shouldn’t Ignore
Fire doors: Critical for containing fire and smoke. Check self-closers, gaps, seals, glazing, and latches. Train staff/occupants not to wedge doors.
E-bikes and e-scooters: Charge only with the correct manufacturer-approved charger, never overnight unattended, away from escape routes, and ideally in a dedicated area with detection. Do not charge damaged batteries.
Disabled and vulnerable occupants:
PEEPs (Personal Emergency Evacuation Plans) for those who need assistance.
EEPs (Generic Plans) where personal plans aren’t practicable. Ensure refuges, communication systems, and staff roles are clear.
Contractors and hot works: Use a permit-to-work, isolate combustibles, have fire watch during and after, and re-check at end of day.
Drills and training: Short, realistic drills and brief toolbox talks are often more effective than infrequent, lengthy ones. Record attendance and lessons learned.
Documentation: If it isn’t recorded, it didn’t happen. Keep logs accessible and ready for audits or enforcement visits.
Why a Professional Fire Risk Assessment Matters A competent FRA identifies hazards, assesses the likelihood and consequences of fire, and sets out proportionate actions. It’s your roadmap for compliance and practical safety.
Fire Safety: What you should expect from a good FRA:
A clear, prioritised action plan with timescales
Photos and evidence of issues found
Assessment of management arrangements, not just hardware
Review cycle appropriate to risk and changes (typically annually or sooner after significant change or incident)
Affordable Fire Risk Assessments in London by METRO PAT FM LTD
If you’re in London, METRO PAT FM LTD provides cost-effective, competent fire risk assessments for:
Blocks of flats (including resident engagement support)
HMOs (all sizes)
Multi-occupied commercial buildings and individual business units
Mixed-use buildings
What we offer:
Experienced, qualified assessors familiar with London building types and local enforcement expectations
Clear, actionable reports with photos and a prioritised plan
Optional support to close actions: fire door inspections/remediation, signage, emergency lighting checks, PAT testing, and staff training
Transparent pricing with no hidden extras
How to proceed:
Book an assessment: Share your building type, size, and any known issues
Site visit: We assess common parts and, where agreed, selected units
Report delivery: Receive a practical, prioritised action plan
Follow-up support: We can help you implement and evidence compliance
Quick Pre-Assessment Checklist
Provide existing FRAs, maintenance records, and drawings if available
Confirm occupancy numbers and any vulnerable persons
Outline recent changes (refurbishments, new tenants, layout changes)
List any known concerns (false alarms, blocked routes, damaged doors)
Take the next step Reduce risk, meet your legal duties, and give occupants confidence. Contact METRO PAT FM LTD to book an affordable fire risk assessment in London and get a clear plan to keep your building and everyone in it safe.