Quick overview
Article 18 of the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person, where necessary, to appoint one or more competent people to assist with fire safety arrangements.
The competent person does not remove responsibility from the responsible person. They help make sure fire safety measures are understood, maintained, recorded, and acted on properly.
What a competent person does day to day
- Keeps routine checks moving, such as weekly fire alarm tests and monthly emergency lighting checks
- Maintains or reviews the fire safety log book
- Makes sure defects are reported and followed up
- Helps staff understand fire procedures
- Knows when specialist advice or contractor attendance is needed
- Checks that changes to the building or occupancy are not ignored
Who can be the competent person
The competent person can be an internal member of staff, an external consultant, a contractor, or a combination of people, depending on what the premises needs. The role should be matched to the complexity of the site.
For a simple site, competence might mean a trained manager who understands the fire precautions and knows when to escalate. For a complex building, competence may require specialist input from fire risk assessors, fire alarm engineers, or other professionals.
How to build competence
- 1Understand the fire risk assessment and the action plan.
- 2Learn the building layout, escape routes, fire alarm zones, extinguishers, emergency lighting, and high-risk areas.
- 3Get suitable training for the checks you are expected to manage.
- 4Keep clear records and review them regularly.
- 5Use competent contractors for technical servicing and remedial work.
- 6Know the limits of your own knowledge and ask for help early.
What a competent person is not
A competent person is not just someone whose name appears in a policy. They must have enough understanding, time, and authority to carry out the role properly.
They are also not expected to personally design, install, or repair specialist systems unless they are competent in that technical area. A good competent person knows when to bring in the right specialist.
Shared buildings
In shared buildings, competence also involves coordination. A fire alarm, escape route, riser cupboard, stairwell, or fire door can affect more than one occupier. Responsibilities need to be clear enough that faults and changes are not lost between parties.
Written arrangements are useful. They should explain who tests, who services, who pays, who responds to activations, and who keeps the records.
Evidence to keep
- Training records for the competent person and fire marshals
- Fire risk assessment and action plan reviews
- Log book entries for checks and servicing
- Contractor reports and certificates
- Evidence that defects were repaired or risk-assessed
- Notes of changes to layout, occupancy, or use