Create fire safety communications for residents

Your legal duty under Regulation 9

Regulation 9 of the Fire Safety (England) Regulations 2022 requires responsible persons to provide fire safety information to all residents of multi-occupied residential buildings. This applies to all multi-occupied residential buildings in England - there is no minimum height threshold for this requirement.

When to provide information

You must provide fire safety information:

• To new residents - promptly when they move in, ideally as part of a welcome pack
• To existing residents - ensure all current residents have received the information
• On request - respond promptly to any resident who asks for fire safety information
• After material changes - when the evacuation strategy changes, when significant fire safety work is completed, or when new fire safety measures are installed

Who must receive the information

All residents must receive fire safety information. This includes:

• Leaseholders who live in their property
• Tenants (whether renting from leaseholders or directly from a landlord)
• Shared ownership residents
• Social housing tenants

If properties are let out, consider whether you need to provide information to landlords to pass on, or communicate directly with occupying tenants.

What information you must provide

Regulation 9 does not prescribe a specific format or exact wording, but it requires you to provide residents with sufficient information to understand the fire safety measures in the building and what to do in case of fire. The information must cover:

Essential content (all buildings)

1. What to do if you discover a fire - typically: alert others in your flat, leave closing doors behind you, call 999, do not use lifts
2. The building's evacuation strategy - whether it operates a 'stay put' policy or simultaneous evacuation, and what this means for residents
3. Escape routes - how to find the nearest exit and assembly points
4. Fire safety measures in the building - what equipment is installed (fire alarms, sprinklers, smoke ventilation)
5. The importance of fire doors - why they must not be propped open, how self-closers work, how to report defects
6. Who the responsible person is - name and contact details
7. How to report fire safety concerns - a clear process for residents to raise issues

Additional content for high-rise buildings (18m+ or 7+ storeys)

For high-rise residential buildings, you must also be prepared to provide on request:

• Information about external wall systems - what materials are used
• Results of your fire risk assessment - the significant findings
• Any remedial actions you have taken or plan to take

Explaining stay put versus simultaneous evacuation

One of the most important pieces of information residents need is the building's evacuation strategy. Getting this wrong can cost lives - both by causing unnecessary panic evacuation and by residents staying put when they should evacuate.

Stay put strategy

Most purpose-built blocks of flats operate a stay put strategy. This means:

• If there is a fire in another part of the building, residents should stay in their flat with the door closed
• Fire-resistant construction and fire doors create compartments that contain fire and smoke
• Only evacuate if your flat is affected by fire or smoke, if you are instructed to by the fire service, or if you feel unsafe
• The fire service will advise if a wider evacuation becomes necessary

When communicating stay put, emphasise:

• This strategy is designed to keep residents safe - evacuation routes can be dangerous if filled with smoke
• Fire doors and compartmentation are designed to contain fire for 30-60 minutes
• The fire service can reach and tackle fires more effectively when stairs and corridors are clear
• Residents should always trust their own judgement - if they feel unsafe, they should leave

Simultaneous evacuation

Some buildings, particularly those with limited means of escape, older converted buildings, or buildings with fire safety deficiencies, operate simultaneous evacuation. This means:

• When the fire alarm sounds, all residents must evacuate immediately
• Leave by the nearest exit, do not use lifts
• Go to the designated assembly point
• Do not re-enter until told it is safe

When the strategy might change

Some buildings may need to change their evacuation strategy temporarily or permanently. You must notify residents if:

• A simultaneous evacuation strategy is being introduced (even temporarily)
• The building is reverting to stay put after a period of simultaneous evacuation
• Any changes to the alarm system or evacuation procedure occur

Communicating about fire doors

Under Regulation 9, you must specifically provide information about the importance of fire doors. Fire doors are critical to compartmentation - the fire safety strategy that contains fire and smoke, protecting escape routes and enabling the stay put strategy to work.

Key fire door messages for residents

Your communications should clearly explain:

1. Why fire doors matter - they contain fire and smoke, protect escape routes, and enable the stay put strategy to work
2. Never prop doors open - a fire door that is held open cannot protect anyone; even for deliveries or ventilation, this is never acceptable
3. How self-closers work - the door should close automatically and latch without manual assistance
4. What to check - signs of damage, gaps, missing seals, doors that do not close properly
5. How to report defects - provide clear contact details and encourage prompt reporting
6. Do not modify your door - non-fire-rated letterboxes, cat flaps, or removing self-closers compromise protection

Common fire door problems residents should report

Help residents recognise issues by explaining what to look for:

• Door does not close fully on its own
• Self-closing device is broken, stiff, or missing
• Visible gaps around the door when closed (larger than a 10p coin)
• Damaged or missing seals around the edge of the door
• Holes, cracks, or damage to the door
• Loose or damaged hinges
• Doors being held open with wedges, furniture, or fire extinguishers

How to deliver fire safety information

Regulation 9 does not prescribe a specific format. You must deliver information in a way that is reasonably understandable by residents and reaches everyone. Consider using multiple methods:

Accessibility considerations

Your fire safety information must be accessible to all residents. Consider:

Language

If a significant proportion of residents do not have English as their first language, consider:

• Providing translations of key fire safety information into the main languages spoken in your building
• Using visual diagrams and pictograms that do not rely on language
• Simple, clear language without jargon in the English version

There is no legal requirement to translate into every language, but you must ensure information is reasonably understandable. Focus on the languages most commonly spoken in your building.

Visual impairments

Be prepared to provide:

• Large print versions on request
• Clear, high-contrast formatting in standard communications
• Verbal explanations for residents who cannot read printed materials

Cognitive accessibility

• Use plain language and short sentences
• Break information into clear sections with headings
• Use bullet points and numbered lists rather than dense paragraphs
• Include visual aids and diagrams where helpful

Personal Emergency Evacuation Plans (PEEPs)

For residents who would have difficulty evacuating without assistance (mobility impairments, visual or hearing impairments, cognitive conditions), you may need to develop Personal Emergency Evacuation Plans. This involves:

• Identifying residents who may need assistance (sensitively - this is personal information)
• Discussing their needs and agreeing an evacuation plan
• Recording the plan and ensuring relevant staff or neighbours know their role
• Reviewing plans regularly

PEEPs are a best practice recommendation. For buildings where the stay put strategy applies, residents can often stay safely in their flat - but they should still be considered for evacuation scenarios.

Keeping residents updated after changes

Your duty to provide information is ongoing. You must update residents when:

• Evacuation strategy changes - even temporarily, residents must know immediately
• Fire safety work is completed - tell residents what has been improved
• The responsible person changes - provide new contact details
• New fire safety measures are installed - explain what they are and how they work
• Fire risk assessment identifies significant changes - share relevant findings
• After a fire or near-miss in the building - address concerns and remind residents of procedures

Record keeping

Keep records of:

• When fire safety information was provided to residents
• What information was provided and in what format
• Any translations or alternative formats produced
• Responses to individual requests for information
• Updates sent following changes

Fire and Rescue Authorities can ask to see evidence that you have met your duty to inform residents.

Sample communication structure

While you should tailor communications to your building, here is a suggested structure for a comprehensive fire safety letter to residents:

Section 1: Introduction

• Who the letter is from (the responsible person)
• Why you are writing (legal duty and resident safety)

Section 2: If you discover a fire

• Alert others in your flat
• Leave your flat, closing doors behind you
• Do not use the lift
• Call 999
• Do not go back inside

Section 3: Evacuation strategy

• Clear statement of whether stay put or simultaneous evacuation applies
• What this means in practice
• When to evacuate regardless (if your flat is affected, if you feel unsafe)

Section 4: Fire doors

• Why fire doors are important
• Never prop them open
• How to report defects

Section 5: Fire safety measures in the building

• What equipment is installed (alarms, sprinklers if present, smoke ventilation)
• How the fire alarm system works

Section 6: How to report concerns

• Contact details for the responsible person/managing agent
• How to report fire door defects, blocked escape routes, or other concerns

Section 7: More information

• Where to find more details (resident portal, notice boards)
• How to request alternative formats or translations
• For high-rise buildings: how to request external wall or fire risk assessment information

Common mistakes to avoid

• No communication at all - some responsible persons forget this duty exists
• One-off communication only - this is an ongoing duty; new residents and updates require fresh communication
• Jargon-heavy language - use plain English that all residents can understand
• Not explaining the evacuation strategy clearly - this is the most critical piece of information
• Forgetting fire door messaging - Regulation 9 specifically requires information about fire doors
• No contact details - residents must know who to contact and how
• Not keeping records - if challenged, you need to prove you met your duty
• Ignoring accessibility - information must reach all residents, not just those who read English fluently
• Not updating after changes - outdated information is potentially dangerous

Checklist for compliant resident communications

Use this checklist to ensure your fire safety communications meet the requirements:

• Have all current residents received fire safety information?
• Is there a process to provide information to new residents promptly?
• Does the information clearly explain the evacuation strategy (stay put or simultaneous)?
• Does it explain what to do if a fire is discovered?
• Does it include information about fire doors and why they must not be propped open?
• Does it explain how to report fire safety concerns and defects?
• Are the responsible person's contact details clearly stated?
• Is the information in plain, accessible language?
• Have you considered translations for residents who do not speak English?
• Can you provide alternative formats (large print) on request?
• Are you keeping records of when and what information was provided?
• Is there a process to update residents when things change?
• For high-rise buildings: can you provide external wall information on request?