Facilities managers sit at the intersection of multiple health and safety responsibilities. You're accountable for the safety of the buildings you manage, the people who occupy them, the contractors who maintain them, and the systems that keep them running.
Getting this wrong doesn't just mean enforcement action - it means preventable deaths, serious injuries, and buildings that aren't safe to occupy.
This guide covers the essential health and safety requirements for facilities management in the UK.
Your Core Responsibilities
As a facilities manager, your duties typically include:
Building safety:
- Maintaining safe premises under the Workplace Regulations
- Managing fire safety under the Regulatory Reform (Fire Safety) Order
- Controlling access and security
- Ensuring building fabric is safe
Systems and services:
- Electrical installations and equipment
- Heating, ventilation, and air conditioning (HVAC)
- Lifts, hoists, and access equipment
- Water systems and Legionella control
- Pressure systems and boilers
- Emergency systems (lighting, alarms, sprinklers)
Compliance and documentation:
- Asbestos register and management plan
- Statutory inspections and testing
- Risk assessments and method statements
- Contractor competence and coordination
- Record keeping and audits
People management:
- Direct reports and FM team
- Contractor supervision and coordination
- Training and competence
- Incident reporting and investigation
Your role is often split: you may be the "responsible person" for some areas (like fire safety) while supporting others (like DSE assessments). Clarity on who owns what is essential.
Contractor Management
Contractor management is one of the highest-risk areas in facilities management. Contractor deaths and serious injuries on premises regularly lead to prosecutions of both the contractor and the facilities manager or building owner.
Your Legal Duties
Under the Management Regulations, you must:
- Provide information about risks in the building
- Coordinate activities to prevent risks to contractors and occupants
- Ensure contractors' work doesn't create risks for building users
- Check contractor competence
- Share emergency procedures
Pre-Qualification and Competence
Before appointing contractors, verify:
- Relevant qualifications and certifications
- Insurance (public and employers' liability)
- Health and safety policies and procedures
- Previous experience and references
- Membership of trade bodies where relevant
"They've been here for years" isn't evidence of competence. Verify credentials annually, especially for high-risk activities like asbestos work, electrical installations, or working at height.
Permit to Work Systems
High-risk activities should operate under permit to work:
| Activity | Why Permit Needed |
|---|---|
| Hot work (welding, cutting) | Fire risk in occupied buildings |
| Work on electrical systems | Risk of electrocution, building power loss |
| Confined space entry | Atmospheric hazards, rescue difficulties |
| Work at height | Fall risks, dropped objects |
| Asbestos disturbance | Health hazard to building users |
| Breaking into pipework | Legionella, scalding, flooding risks |
Permit systems should cover:
- Description of work and location
- Identified hazards and controls
- Precautions required
- Emergency procedures
- Authorisation and time limits
- Sign-off when complete
Induction and Site Rules
All contractors should receive:
- Building-specific induction
- Emergency procedures (fire, first aid)
- Key risks (asbestos locations, electrical rooms, fragile roofs)
- Access restrictions and prohibited areas
- Reporting requirements
- Site rules (signing in, PPE, working hours)
Monitoring and Supervision
Don't just hand over keys and assume competence:
- Monitor high-risk activities
- Check method statements are followed
- Conduct spot checks
- Review near misses and incidents
- Learn from problems
Good vs Poor Contractor Management
Poor Practice
- •Contractor chosen on price alone
- •No check of qualifications or insurance
- •Minimal induction or none at all
- •Left unsupervised in building
- •Incidents not reported or reviewed
Good Practice
Recommended- •Competence verified before appointment
- •Clear scope, method statement, risk assessment
- •Site-specific induction completed
- •High-risk work monitored and permitted
- •Regular communication and safety checks
Asbestos Management
If you manage any building constructed or refurbished before 2000, asbestos is almost certainly present. As the duty holder (often the facilities manager), you have legal obligations.
The Duty to Manage
Under the Control of Asbestos Regulations 2012, duty holders must:
- Find asbestos or presume it's there
- Assess its condition and risk
- Make a plan to manage the risk
- Act on the plan
- Review and update regularly
- Provide information to anyone who might disturb it
Asbestos Register and Management Plan
The asbestos register must:
- Record all known or presumed asbestos-containing materials (ACMs)
- Note location, type, condition, and accessibility
- Be kept up to date when work is done
- Be accessible to anyone who might disturb materials
The management plan must:
- Assess the risk from each ACM
- Detail how risks will be managed
- Set inspection schedules
- Define trigger actions if condition changes
- Specify training and information provision
Asbestos Surveys
Three types of survey exist:
| Survey Type | Purpose | When Needed |
|---|---|---|
| Management Survey | To manage ACMs during normal occupation | All buildings with potential asbestos |
| Refurbishment Survey | Before refurbishment work | When planning alterations or upgrades |
| Demolition Survey | Before demolition | Prior to full or partial demolition |
A management survey is NOT sufficient for refurbishment work. Many prosecutions result from contractors disturbing asbestos that wasn't identified because the wrong survey type was used.
Working with Asbestos
If work will disturb asbestos:
- Check the register before ANY work begins
- Provide asbestos information to contractors
- Ensure contractors are trained and licensed (if required)
- Supervise work to ensure controls are followed
- Update register after work is completed
Common asbestos locations:
- Ceiling tiles and wall panels
- Insulation on pipes and boilers
- Textured coatings (Artex)
- Floor tiles and adhesives
- Cement roofing and guttering
- Insulating board around services
- Fuse boxes and electrical panels
Re-Inspection
Asbestos in good condition should be inspected at least annually, or more frequently if:
- In poor condition
- Easily accessible or likely to be disturbed
- In high-traffic areas
- Subject to vibration or damage risk
Legionella Control
Facilities managers typically own Legionella risk management, as they control water systems.
Legal Requirements
The Health and Safety at Work Act and Control of Substances Hazardous to Health Regulations require assessment and control of Legionella risks. HSE's ACoP L8 provides detailed guidance.
Your Duties
- Identify hazards - map water systems, identify risks
- Assess risks - determine who might be exposed and how
- Manage risks - implement control measures
- Keep records - document assessments and control measures
- Review regularly - when systems change or annually
Risk Factors
Legionella thrives when:
- Water temperature is between 20°C and 45°C
- Water is stored or recirculated
- Water droplets are created (showers, cooling towers, fountains)
- Sludge, scale, or biofilm is present
- There are dead legs or infrequently used outlets
Control Measures
Temperature control:
- Hot water stored at 60°C minimum
- Hot water circulating return at 50°C minimum
- Cold water below 20°C (ideally below 15°C)
System management:
- Remove dead legs where possible
- Flush infrequently used outlets weekly
- Clean and disinfect systems regularly
- Descale shower heads quarterly
- Keep cold water tanks covered and insulated
Monitoring and testing:
- Monthly temperature checks at sentinel taps
- Quarterly checks of TMVs (thermostatic mixing valves)
- Annual inspection of tanks and calorifiers
- Risk-based sampling and testing for Legionella
The frequency of checks depends on your risk assessment. High-risk buildings (hospitals, care homes, hotels) need more frequent monitoring than low-risk offices.
Cooling Towers and Evaporative Condensers
These are very high risk and must be:
- Notified to the local authority
- Subject to a written scheme of control
- Cleaned and disinfected at least twice yearly
- Treated with biocides
- Monitored regularly (weekly inspections, monthly sampling)
Record Keeping
Keep records of:
- Legionella risk assessments
- Schematic drawings of water systems
- Written scheme of control
- Temperature monitoring logs
- Inspection and maintenance records
- Cleaning and disinfection certificates
- Training records
- Test results
Fire Safety
As facilities manager, you may be the "responsible person" under the Regulatory Reform (Fire Safety) Order 2005, or you may support the responsible person (often a senior manager).
The Responsible Person's Duties
- Carry out a fire risk assessment
- Implement and maintain fire precautions
- Plan for emergencies
- Provide fire safety information and training
- Test and maintain fire systems and equipment
- Keep records
Fire Risk Assessment
Your assessment must identify:
- Fire hazards (ignition sources, fuel, oxygen)
- People at risk (employees, visitors, vulnerable persons)
- Existing fire precautions
- Likelihood and consequences of fire
- Additional measures needed
Common hazards in buildings:
- Electrical equipment and installations
- Heating systems and boilers
- Cooking appliances
- Portable heaters
- Smoking materials
- Arson risk (external waste, access points)
- Flammable materials storage
- Building works by contractors
Fire Detection and Warning
Fire alarm systems:
- Type and category appropriate to building use and risk
- Weekly alarm tests (rotate call points)
- Six-monthly servicing by competent engineer
- Annual full service and certification
- Records kept of all tests and maintenance
Emergency lighting:
- Installed in escape routes and assembly points
- Monthly function tests (brief check lights operate)
- Annual full discharge test (3-hour duration test)
- Servicing by competent person
- Records maintained
Means of Escape
Check regularly:
- Fire doors close properly and aren't wedged open
- Escape routes are clear of obstructions
- Exit doors open easily in direction of escape
- Signage is visible and illuminated
- No storage in escape routes or stairwells
- External routes to assembly points are clear
Fire doors wedged open is one of the most common and most serious fire safety failures. Install hold-open devices linked to the fire alarm if doors need to be held open for operational reasons.
Firefighting Equipment
- Appropriate extinguishers for the risks present
- Located on escape routes and near high-risk areas
- Annual maintenance by competent person
- Staff trained in use (fire marshals at minimum)
- Records of maintenance and training
Fire Drills and Training
- Fire drills at least annually (more often for high-risk or high-occupancy buildings)
- All staff trained in fire procedures on induction
- Refresher training annually
- Fire marshals trained and appointed
- Drills documented with lessons learned
Electrical Safety
The Electricity at Work Regulations 1989 place absolute duties on those controlling electrical systems and equipment.
Fixed Electrical Installations
Inspection and testing:
- Periodic inspection and testing by competent electrician
- Frequency based on risk (typically 3-5 years for commercial premises)
- EICR (Electrical Installation Condition Report) produced
- Remedial work completed for C1 and C2 codes
- Records kept and available
Maintenance:
- Planned preventive maintenance for distribution boards and switchgear
- Thermal imaging for high-load circuits
- Emergency lighting circuits tested separately
- Generator and UPS systems tested and maintained
Portable Electrical Equipment
While "PAT testing" isn't a legal term, inspection and testing of portable equipment is required.
Risk-based testing:
- Equipment type and use determines frequency
- Low-risk office equipment: visual checks + testing every 2-4 years
- High-risk equipment (construction tools, portable heaters): testing every 3-6 months
- User visual checks before each use
- Records kept of all testing
Common Electrical Issues in FM
- Overloaded circuits from building modifications
- Poor-quality temporary wiring by contractors
- Damaged cables and equipment not taken out of use
- Electrical rooms used for storage (fire risk, access issues)
- Lack of isolation for maintenance work
- Emergency systems not tested or maintained
Electrical Safety: Reactive vs Proactive
Reactive Approach
- •Test when something fails
- •No planned inspection schedule
- •Electrical rooms cluttered with storage
- •Contractor modifications not checked
- •Records missing or incomplete
Proactive Approach
Recommended- •Regular inspection and testing schedule
- •Thermal imaging for early fault detection
- •Electrical rooms kept clear and secure
- •Modifications inspected and certified
- •Complete records and compliance tracking
Lifts and Lifting Equipment
LOLER (Lifting Operations and Lifting Equipment Regulations) applies to lifts, hoists, lifting platforms, and other lifting equipment.
Requirements
Thorough examination:
- Before first use (or after installation)
- At intervals specified in the scheme of examination (typically 6 or 12 months)
- After exceptional circumstances (accident, near miss, modification)
- By a competent person (usually specialist engineer)
Records:
- Reports of thorough examination kept available
- Defects noted must be addressed
- Statutory notices displayed in lifts
Safe operation:
- Rated capacity not exceeded
- Only authorised persons operate (where controls are restricted)
- Maintenance in line with manufacturer's instructions
- Users trained where needed
Common Issues
- Expired thorough examination certificates
- Defects not rectified
- Overloading (especially goods lifts)
- Poor maintenance leading to breakdowns or entrapment
- Emergency procedures not tested or communicated
Pressure Systems
Boilers, steam systems, compressed air systems, and other pressure systems fall under the Pressure Systems Safety Regulations 2000.
Requirements
Written scheme of examination:
- Prepared by competent person
- Defines what must be examined and when
- Typically involves examination of pressure vessels, protective devices, and pipework
Examination:
- At intervals specified in the scheme (commonly annually)
- Before first use or after significant modification
- By competent person (often insurance company engineer)
Operating procedures:
- Safe operating limits defined
- Procedures for safe operation
- Training for operators
- Emergency procedures
Maintenance:
- Regular maintenance to manufacturer's instructions
- Defects identified in examinations must be addressed
- Records kept
Working at Height
Facilities maintenance often involves work at height - roof access, lighting changes, facade maintenance, gutter cleaning.
Hierarchy of Control
- Avoid working at height if possible
- Prevent falls using edge protection, guardrails, scaffolding
- Mitigate consequences with fall arrest equipment (last resort)
Common FM Scenarios
| Task | Suitable Control |
|---|---|
| Roof inspection | Permanent walkways, guardrails, or harness system |
| Changing high-level lights | Mobile elevated work platform (MEWP), podium steps, or fixed ladder with safety features |
| Gutter cleaning | MEWP, scaffold, or ladder (short duration only) |
| Facade maintenance | Scaffold, rope access, or MEWP |
| Plant room work at height | Fixed platforms with guardrails |
Equipment Requirements
- Inspected before use
- Formally inspected at required intervals (scaffolds weekly, MEWPs 6-monthly)
- Users trained and competent
- Rescue plans in place for fall arrest systems
- Records kept
Building Maintenance and Inspections
Proactive inspection and maintenance prevents failures that cause injuries and regulatory breaches.
Statutory Inspections
Create a schedule of all statutory inspections:
| System | Inspection | Frequency |
|---|---|---|
| Fire alarm | Test | Weekly |
| Fire alarm | Service | Six-monthly / annual |
| Emergency lighting | Function test | Monthly |
| Emergency lighting | Full discharge | Annual |
| Fire extinguishers | Service | Annual |
| Lifts | Thorough examination | 6-12 months |
| Pressure systems | Examination | Annual (typically) |
| Electrical installation | EICR | 3-5 years |
| Legionella | Temperature checks | Monthly |
| Legionella | Risk review | Annual |
| Asbestos | Re-inspection | Annual |
| Gas appliances | Service | Annual |
Fabric and Maintenance
Regular checks:
- Floor condition (trip hazards, worn surfaces)
- Stairways and handrails
- Glazing integrity
- Roof condition (leaks, access safety)
- External areas (paths, drainage, lighting)
- Doors and access control
- Signage (safety, wayfinding, emergency)
Workplace Welfare
The Workplace (Health, Safety and Welfare) Regulations require suitable facilities and working conditions.
Temperature and Ventilation
- Reasonable temperature during working hours (guidance: 16°C minimum for offices)
- Heating, ventilation, or cooling systems maintained
- Thermometers available
- Ventilation systems serviced (filters changed, ductwork cleaned)
Lighting
- Adequate lighting for all work areas
- Emergency lighting in escape routes
- Natural light where reasonably practicable
- Lights maintained and replaced promptly
Welfare Facilities
Toilets and washing:
- Sufficient for workforce
- Clean and maintained
- Hot and cold running water
- Soap and hand drying
Drinking water:
- Readily accessible
- Clearly marked
- Cups provided
Rest facilities:
- Suitable area for breaks
- Seating and tables
- Facilities for eating meals
- Arrangements for pregnant workers and nursing mothers
Cleanliness and Maintenance
- Regular cleaning schedules
- Waste removed frequently
- Pest control measures
- Building fabric maintained
- Repairs completed promptly
Risk Assessments and Method Statements
As FM, you'll both conduct your own risk assessments and review contractors' documents.
Your Own Assessments
For FM activities, assess:
- Routine maintenance tasks
- Access to plant rooms and roof spaces
- Lone working (evening rounds, out-of-hours call-outs)
- Manual handling (moving equipment, furniture)
- Hazardous substances (cleaning chemicals, water treatment)
- Vehicle movements (deliveries, loading bays)
Contractor RAMS
Review contractor risk assessments and method statements (RAMS) before work starts:
Check they address:
- Specific hazards of the task and location
- Risks to building users and other contractors
- Emergency procedures
- Permits required
- Competence and training
- PPE and equipment needed
Generic RAMS copied from previous jobs are often inadequate. If a method statement doesn't mention your building by name or address site-specific hazards, send it back.
Record Keeping
Comprehensive records demonstrate compliance and support defences if incidents occur.
Essential Records
Keep up to date:
- Asbestos register and management plan
- Fire risk assessment
- Legionella risk assessment and monitoring logs
- Electrical test certificates (EICR, PAT)
- Lift and pressure system examination reports
- Fire alarm and emergency lighting test logs
- Contractor competence verification
- Permits to work
- Training records (staff and contractors)
- Incident reports and investigations
- Statutory notices (lift certificates, fire safety)
Record Retention
- Current records: readily accessible
- Asbestos records: keep for life of building
- Statutory inspections: keep current and previous certificate
- Training records: keep for duration of employment plus 6 years
- Incident records: minimum 3 years, longer for RIDDOR or personal injury
Training and Competence
Ensure your team (and yourself) have appropriate training:
Common FM Training Needs
| Role | Typical Training |
|---|---|
| FM Manager | IOSH Managing Safely, asbestos awareness, fire safety, Legionella awareness |
| Maintenance Technician | Trade qualifications, working at height, confined spaces, permit issuing |
| Handyperson | Manual handling, ladder safety, basic asbestos awareness |
| All FM staff | Fire safety, first aid, incident reporting |
Continuing Professional Development
- Stay current with regulation changes
- Professional body membership (IWFM, BIFM)
- Sector-specific updates (fire safety, asbestos, Legionella)
- Learn from incidents and near misses
- Share knowledge across the team
Common Compliance Failures
Based on HSE enforcement, these are frequent FM failures:
Planning and Management
- No clear allocation of responsibilities
- Lack of coordination between contractors
- Inadequate contractor competence checks
- Statutory inspections missed or expired
- Poor record keeping
Asbestos Management
- No asbestos survey or register
- Register not updated after refurbishment
- Contractors not given asbestos information
- Wrong survey type for the work being done
- Asbestos disturbed before being identified
Fire Safety
- Fire doors wedged open
- Escape routes obstructed or used for storage
- Fire alarm not tested weekly
- Emergency lighting not maintained
- Out-of-date fire risk assessment
Legionella
- No risk assessment
- Water temperatures not monitored
- Dead legs not flushed
- Cooling towers not notified or maintained
- No records of control measures
Electrical Safety
- Expired EICR
- Portable equipment not tested
- Electrical rooms used for storage
- Defects identified but not rectified
- No isolation procedures for maintenance
Frequently Asked Questions
Frequently Asked Questions
It depends. The responsible person is usually the employer or person with control of the premises. In many organisations, this is delegated to the facilities manager. Check your job description and ask senior management for clarity in writing. If you're not the responsible person, you likely support them by managing fire systems and contractors.
Possibly. While asbestos was banned in 1999, materials containing asbestos were used until stocks ran out in the early 2000s. Buildings from 2000-2005 should be checked. Even newer buildings might contain imported materials with asbestos. If in doubt, survey or presume presence.
Weekly. Activate a different call point each week to ensure all are functional. This is a legal requirement under the Regulatory Reform (Fire Safety) Order. Also arrange six-monthly or annual servicing by a competent engineer depending on your system complexity.
A management survey is non-intrusive and identifies asbestos likely to be disturbed during normal occupation. A refurbishment survey is intrusive and identifies all asbestos in the areas where work will take place. You need an R&D survey before any refurbishment, regardless of whether you have a management survey.
No. While contractors are responsible for their own work, you have duties to coordinate, provide information about building risks, and ensure their work doesn't endanger building users. Failures in contractor management regularly lead to prosecutions of both the contractor and the building manager.
Legionella is naturally present in water systems - the question is whether conditions allow it to multiply to dangerous levels. You control risk by managing water temperatures, removing dead legs, and flushing infrequently used outlets. Testing for Legionella bacteria can be part of monitoring, but control measures are based on temperature and system management, not just testing.
It depends. A single building might have one comprehensive assessment, or separate assessments for distinct areas with different uses (e.g., office floors, retail ground floor, car park). Multi-building sites might have one overarching assessment plus building-specific details. The key is that all fire risks are identified and addressed.
Keep statutory inspection certificates (current plus previous), fire safety records (indefinitely), asbestos records (life of building), training records (employment duration plus 6 years), and incident reports (minimum 3 years, longer for serious incidents). Digital storage is acceptable if secure and accessible.
If you're competent and authorised. Permit issuers should understand the hazards of the work and building, be able to specify appropriate controls, and have authority to halt work if conditions change. Many organisations require specific training for permit issuers. High-risk work should involve senior FM or technical staff in permit authorisation.
At minimum: IOSH Managing Safely or equivalent, asbestos awareness, Legionella awareness, fire safety (responsible person level), electrical safety awareness. Depending on your role, you might also need working at height, confined spaces, permit issuing, and specific training for systems you manage. Professional body membership (IWFM) includes CPD requirements.
Getting Professional Help
Facilities management involves complex health and safety obligations. Professional advice is valuable for:
- Complex buildings - Multiple systems, high-risk activities, large buildings
- Specialist assessments - Asbestos, Legionella, fire safety, electrical
- Incident support - Investigating serious incidents, responding to enforcement
- Compliance audits - Independent verification of compliance status
- Major projects - Refurbishments, plant replacements, building modifications
Overwhelmed by compliance demands or unclear about your responsibilities? A specialist can audit your arrangements and help you prioritise the most critical risks.
Related Content
Topics:
- Fire Safety - Fire risk assessment and compliance
- Asbestos - Asbestos management and control
- Legionella - Water safety and Legionella control
- Contractor Management - Managing contractor safety
- Electrical Safety - Electrical systems and testing
- Working at Height - Height work safety
Articles:
Related Sectors:
- Offices - Office workplace requirements
- Landlords - Property management safety
- Construction - CDM and contractor safety
Tools:
- Responsibility Checker - Find out what applies to you
- Facilities Management Compliance Tracker
External Resources:
- HSE Workplace health and safety
- IWFM - Institute of Workplace and Facilities Management
- HSE L8 ACoP - Legionella guidance
- Fire Safety Order guidance
*This guidance covers key health and safety requirements for UK facilities managers. It is not exhaustive and does not constitute legal advice.