When taking over the management of a commercial property, one of the first priorities for any property manager should be understanding the building’s fire safety position. Across office buildings, industrial estates and mixed-use commercial assets, fire safety compliance is not only a legal obligation — it is fundamental to protecting occupiers, minimising risk and safeguarding asset value.

At Cowiesburn, we regularly undertake compliance reviews and operational assessments when onboarding new properties. In many cases, we identify recurring fire safety issues that require attention, clarification or improvement.

Below are some of the most common fire risk concerns we encounter when taking over a new commercial property.

Outdated or Incomplete Fire Risk Assessments

A fire risk assessment should be a live document that reflects the current condition, layout and use of a building. However, one of the most common issues we see is assessments that are outdated or no longer accurately reflect how the property operates.

Changes in occupancy, alterations to layouts, new plant installations or tenant fit-outs can all impact fire risk. Where assessments are not regularly reviewed, important risks or recommendations may be missed.

A robust fire risk assessment should include:

• Clear identification of hazards
• Documented actions and recommendations
• Evidence of completed remedial works
• Regular review dates and updates

Poor Record Keeping and Missing Certification

Another common issue is incomplete fire safety documentation. We frequently encounter buildings where servicing records, inspection reports or certification are difficult to locate or missing altogether.

Examples can include:

• Fire alarm servicing records
• Emergency lighting test certificates
• Fire extinguisher maintenance records
• Smoke vent or sprinkler inspection reports

Without clear documentation, it becomes difficult to demonstrate compliance or confirm whether systems are being maintained correctly.

Inadequate Compartmentation and Fire Stopping

In multi-let commercial buildings, effective compartmentation is essential to slowing the spread of fire and smoke. During onboarding inspections, we often identify breaches caused by historic contractor works, cabling installations or poorly sealed service penetrations.

Even small gaps around pipework or cables can compromise fire-resistant walls and ceilings if not correctly fire-stopped.

This is a particularly common issue in older office buildings that have undergone multiple fit-outs or refurbishments over time.

Obstructed Escape Routes and Fire Doors

Escape routes are another key area of concern. We regularly identify:

• Storage within escape corridors
• Fire exits blocked or restricted
• Damaged or wedged-open fire doors
• Missing fire door inspections

In busy multi-let buildings, these issues can develop gradually if not monitored consistently through routine inspections and occupier engagement.

Maintaining clear, compliant escape routes is one of the simplest but most important aspects of fire safety management.

Lack of Ongoing Management and Accountability

Often, the core issue is not a single compliance failure, but the absence of a structured management process. Fire safety responsibilities may be unclear, actions from risk assessments may not be tracked and there may be limited oversight of contractors or occupier alterations.

Strong fire safety management requires:

• Clear ownership of responsibilities
• Regular inspections and reviews
• Effective contractor management
• Accurate compliance tracking and reporting

Without this structure, small issues can quickly escalate into larger risks.

Proactive Fire Safety Management Matters

Fire safety compliance in commercial property is about far more than documentation — it requires ongoing oversight, clear processes and proactive management.

At Cowiesburn, we take a structured approach when onboarding new properties, helping clients identify risks, organise compliance records and implement effective management procedures from day one.

📩 If you would like to discuss how we can support the fire safety and compliance management of your portfolio, please get in touch with our team:
www.cowiesburn.co.uk/contact