Marcel
de Groot
CEO
Insurance in flexible office space: Who is responsible for what?
✔Last updated: December 2025, by Jeroen van der Linde
Renting a flexible office space offers great convenience, but understanding office space insurance and fire safety responsibilities in the UK can be surprisingly complex. This article provides a clear overview of the layered obligations when renting in a multi-tenant building.
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The key to this overview lies in understanding the three different roles:
- Landlord (Property Owner): The party that owns the building and is responsible for structural safety (walls, roof, foundation) under UK Building Regulations.
- Managing Agent / Operator: The organisation that manages the flexible space and rents it out to tenants. They are responsible for operational safety and compliance of common areas.
- Tenant: The company that occupies the space. They are directly responsible for safety within their rented area and for any damage they may cause.
Read on to learn which office space insurance policies you, as the tenant, must take out, and which preventive measures your company must implement to comply with UK legal requirements.
Essential office space insurance when renting flexible workspace in the UK
The insurance held by the landlord and operator does not cover all tenant-related risks. As a tenant, you should take out your own office space insurance to protect your contents and liability. Below is a general overview of the main types of insurance in the UK:
| Type of Insurance | Who takes it out? | What does it cover? | Key Note |
|---|---|---|---|
| Buildings Insurance | Landlord | Covers the structure and fixed installations of the building. | Does not cover tenant contents or liability. |
| Contents Insurance | Tenant | Protects your furniture, computers, and equipment against fire, water damage, theft, and other risks. | Essential to safeguard business assets. |
| Public Liability Insurance | Tenant | Covers damage or injury caused to third parties (operator, other tenants, or the building) by you, your staff, or your equipment. | Crucial for liability coverage in case of incidents. |
| Public Liability Insurance | Operator | Covers damage caused to the landlord or tenants due to negligence in building management. | Operators should always hold this policy. |
| Business Interruption Insurance | Tenant | Covers ongoing fixed costs and loss of income if you cannot operate due to damage. | Recommended for continuity of operations. |
The three key parties and their responsibilities
Each party has a unique set of duties. It is important to distinguish between legal obligations and best practices to ensure compliance and safety.
A. Landlord (Property Owner)
The landlord is responsible for the building's structural safety under UK Building Regulations.
| Measure | Type | Explanation |
|---|---|---|
| Structural Compliance | Legal Obligation | Ensuring the construction, fire resistance, and compartmentation comply with UK Building Regulations. |
| Fixed Electrical Installations | Legal Obligation | Must comply with BS 7671 (IET Wiring Regulations) and be regularly inspected. |
| Periodic Building Inspections | Best Practice | Early detection of defects to reduce fire and structural risks. |
B. Managing Agent / Operator
The operator is responsible for operational safety in the building, including common areas.
| Measure | Type | Explanation |
|---|---|---|
| Emergency & Evacuation Plan | Legal Obligation (Health and Safety at Work Act 1974, Fire Safety Order 2005) | Develop and maintain building-wide emergency and evacuation procedures. |
| Fire Wardens / Safety Officers | Legal Obligation | Ensure trained personnel are available for fire safety and emergency response. |
| Maintenance of Fire Safety Systems | Legal Obligation | Regular checks of fire alarms, emergency lighting, and extinguishers according to BS 5839-1 and BS 5266-1. |
| Monitoring Escape Routes | Best Practice | Ensure communal escape routes are always clear and accessible. |
C. Tenant (Your Company)
You are responsible for your own office, contents, and compliance with safety requirements.
| Measure | Type | Explanation |
|---|---|---|
| Portable Appliance Testing (PAT) | Legal Obligation | Ensure electrical appliances are periodically tested in compliance with UK health and safety regulations. |
| Keeping Escape Routes Clear | Legal Obligation | Maintain unobstructed escape routes within your rented space. |
| Contents and Liability Insurance | Best Practice | Take out adequate office space insurance to protect your business assets and cover potential liabilities. |
Conclusion: work with experts to secure the right office space
Fire safety and office space insurance in flexible offices are complex and multi-layered. Responsibilities are shared between the landlord (structure), operator (management), and tenant (usage). Correctly assessing these risks and covering them appropriately is essential for long-term business continuity.
An unclear lease agreement or insufficient insurance could result in significant liability claims following an incident.
Given the complexity of responsibilities and contractual requirements, expert guidance is strongly recommended. By working with Flexas.com, you gain up-to-date market knowledge and the right office recommendations, helping you make safe and informed choices.
