Taking over an existing commercial property involves more than collecting the keys and arranging utilities. You also need to understand the building’s fire safety arrangements, including what has been inspected, what needs maintaining and whether any outstanding issues require attention.
A fire safety checklist for new commercial premises can help you identify missing documents, overdue servicing and potential risks before they become your responsibility to manage.
Whether you’re opening a shop, moving into an office or taking over a warehouse, here’s what to check during the handover.
What Fire Safety Information Should You Request During Handover?
Before occupying an existing commercial property, ask the landlord, previous occupier or managing agent for:
The latest fire risk assessment and any outstanding recommendations.
Fire alarm inspection, testing and servicing records.
Emergency lighting testing and maintenance records.
Fire extinguisher servicing information.
Existing evacuation procedures and fire emergency plans.
Details of known faults, repairs or unresolved safety concerns.
Contact details for existing fire safety maintenance providers.
These documents help establish the condition and maintenance history of the building’s fire safety arrangements. However, receiving them does not automatically mean everything is suitable for your intended use.
Who Is Responsible for Fire Safety When Taking Over Commercial Premises?
Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person must take appropriate measures to protect people from fire risks.
For commercial premises, this could be an employer, business owner, landlord or another person with control over the property.
In leased buildings, responsibilities may be shared. For example, a landlord might maintain equipment in communal areas while a tenant manages fire safety within their occupied space.
Before signing a lease or completing the handover, establish who is responsible for each aspect of fire safety. Lease agreements can clarify maintenance arrangements, but they do not automatically remove statutory responsibilities.
Your Commercial Premises Fire Safety Handover Checklist
1. Obtain and Review the Existing Fire Risk Assessment
Start by requesting the most recent fire risk assessment.
Check when it was completed, which areas it covers and whether its recommendations have been addressed.
Consider whether the previous assessment reflects how you intend to use the premises. An office becoming a restaurant, for example, may introduce different fire hazards, equipment and occupancy arrangements.
A change of tenant does not automatically require an entirely new assessment. However, the assessment must remain suitable and sufficient, and significant changes may require it to be reviewed or updated.
If you’re unsure whether the existing assessment is appropriate, a professional commercial fire risk assessment can help identify what needs attention.
2. Check Outstanding Fire Safety Recommendations
An existing assessment may contain recommendations that have not yet been completed.
Look for:
Actions identified as urgent or high priority.
Repairs or maintenance still outstanding.
Missing evidence that previous recommendations were completed.
Changes made to the premises since the last assessment.
Ask who is responsible for completing any outstanding work and agree how it will be addressed.
Do not assume an issue has been resolved simply because the assessment is several years old.
3. Review Fire Alarm Servicing and Maintenance Records
Your fire alarm system may appear operational, but its maintenance history is equally important.
Request the fire alarm logbook, latest servicing reports and details of any recorded faults or unwanted activations.
For commercial fire alarm systems, professional servicing is generally carried out at intervals not exceeding six months under BS 5839-1.
Check whether the system has been maintained regularly and whether any faults remain unresolved.
If servicing records are missing or the system has not been inspected recently, arranging a professional fire alarm maintenance inspection can help establish its current condition.
4. Examine Emergency Lighting Records
Emergency lighting helps occupants find their way to safety if normal lighting fails.
During handover, establish:
When the system was last professionally serviced.
Whether monthly functional tests have been recorded.
Whether the required annual duration test has been completed.
Whether any defective lights or batteries need attention.
Emergency lighting should be maintained in accordance with the applicable requirements of BS 5266-1. AMG Fire Solutions Ltd provides six-monthly professional servicing arrangements alongside the necessary testing requirements.
If records are incomplete, a review of the emergency lighting system can help identify maintenance requirements.
5. Check Fire Extinguisher Servicing Information
Fire extinguishers should be suitable for the risks present in the building, accessible and properly maintained.
Check the service labels and maintenance records to establish when each extinguisher was last professionally serviced.
Fire extinguishers generally require annual servicing under BS 5306-3, alongside appropriate routine visual checks.
Also consider whether the existing equipment remains suitable for your business activities. A change in operations could introduce different fire risks requiring a review of extinguisher provision.
6. Review Evacuation Procedures and Staff Arrangements
Even where equipment has been maintained, existing emergency procedures may not suit a new occupier.
Review escape routes, assembly points, emergency contacts and arrangements for anyone who may need assistance evacuating.
Establish whether staff training and evacuation procedures need updating before the premises become operational.
7. Confirm Future Maintenance Responsibilities
Before completing the handover, establish who will organise ongoing inspections and servicing.
Record the next scheduled maintenance dates, identify the responsible contacts and make sure relevant documentation remains accessible.
This is particularly important where multiple businesses share a building or maintenance responsibilities are divided between tenants and landlords.
What If Fire Safety Records Are Missing?
Missing documentation does not necessarily mean the equipment is unsafe. However, it makes it harder to confirm what has been inspected, maintained or repaired.
Start by requesting copies from the landlord, managing agent or previous maintenance provider.
Where records cannot be obtained, consider arranging appropriate professional inspections to establish the current condition of the relevant systems.
Any known faults or serious safety concerns should be addressed promptly rather than waiting for the next routine service.
Frequently Asked Questions
Do I Need a New Fire Risk Assessment When Taking Over a Commercial Property?
Can I Rely on the Previous Tenant’s Fire Safety Certificates?
How Often Should Commercial Fire Safety Equipment Be Serviced?
Who Pays for Fire Safety Maintenance in Leased Premises?
Make Fire Safety Part of Your Commercial Property Handover
Taking over commercial premises is an opportunity to establish what fire safety arrangements are already in place and what needs attention before your business becomes operational.
At AMG Fire Solutions Ltd, we support businesses across Shrewsbury and Shropshire with fire risk assessments, fire alarm maintenance, emergency lighting and fire extinguisher servicing.
If you’re preparing to occupy an existing commercial property, explore our commercial fire safety services and speak to our team about reviewing your arrangements.