The real challenges behind Building Safety Case Reports – and why they fall short.
Building Safety Case Reports are essential for higher risk residential buildings. They prove how well you understand your fire and structural risks – and the steps you’re taking to control them.
But many organisations still find creating a regulator-ready report far harder than expected.
Below, we break down the real-world challenges you’re likely facing, the common reasons reports fail, and the practical steps that help you get it right the first time.
Why Safety Case Reports are so tough in practice
- Missing or incomplete documentation
A strong safety case needs a lot of evidence – from fire strategies to as-built records, surveys, logs, and test certificates. In older or multi-owner buildings, that evidence just isn’t there. Rebuilding it takes time, money, and a disciplined approach.
- Poor data management and gaps in the “golden thread”
Your regulator expects a clear trail: hazard → decision → action → review.
But when data sits in spreadsheets, email chains and contractor portals, nothing lines up. That makes it difficult to prove what happened, when it happened, and who approved it.
- Unclear governance and accountability
Freeholders, managing agents, PRS operators and leaseholders often share responsibilities. When nobody clearly “owns” the safety case, decisions stall and evidence weakens – and the regulator notices.
- Not enough specialist expertise
A credible safety case needs fire engineers, structural engineers, building safety managers, and legal support. Most organisations don’t have this inhouse, and securing the right expertise at scale is a major challenge.
- Legacy design issues, hazardous materials and funding delays
Unsafe cladding, unknown voids or structural complexities make assessments harder – and expensive. Funding disputes or slow remedial decisions can leave serious evidence gaps.
- Limited resident engagement
Inspections and intrusive surveys rely on access. Poor communication, mistrust, or remediation concerns can reduce cooperation, making evidence collection harder.
The main reasons Safety Case Reports fail
- Weak evidence of “reasonable steps”
Statements of intent don’t count. Regulators want documented inspections, surveys, decisions, and proof of completed works.
- Missing or outdated core documents
Typical stoppages include:
- No current fire strategy
- No up-to-date fire risk assessment
- No compartmentation survey
- No structural appraisal
- Missing life safety system certificates
- Without these, the report cannot pass.
- Poor hazard identification or unsupported assumptions
If your scenarios are incomplete – or you rely on untested, optimistic assumptions – assessors will push back.
- Weak governance and unclear roles
Regulators need to see clear accountability: who monitors, who signs off, how decisions are recorded, and how you keep residents informed.
- Breaks in the golden thread
You must be able to show:
A decision → the evidence → the approver → the review date.
Missing signoffs or undocumented decisions are common reasons for rejection.
- No realistic remediation plan
Listing issues isn’t enough.
You need a funded, timed, and accountable plan for reducing risk.
- Weak data quality and verification
Saying “compartmentation is adequate” doesn’t work.
Regulators expect intrusive inspections, photographs, and verified test results.
- Scale and speed pressures
Early industry feedback shows high rejection rates – often because organisations underestimated the depth of evidence required.
Practical steps to reduce the risk of failure
- Build a simple, disciplined goldenthread structure with clear version control.
- Prioritise intrusive surveys for the biggest unknowns.
- Record every resident engagement attempt, even when access isn’t granted.
- Create a one page governance map: accountable roles, duties, escalation, and funding.
- Bring in experienced, multidisciplinary teams early. It’s always cheaper than a failed submission.
Consultancy Director Derrick Milligan comments
“Safety Case Reports are no longer a formality. They’re live, auditable proof of how well you understand your building – and how committed you are to keeping people safe. Success comes from honest discovery, proper resourcing, and a disciplined goldenthread approach that connects decisions, evidence, and accountability”.
How we help at Vantify
We work closely with clients to create thorough, regulator ready Safety Case Reports that stand up to scrutiny.
Our Senior Fire Consultancy team leads a proactive, collaborative process – helping you secure Building Assessment Certificates with confidence and clarity.
0203 337 3575
enquiries@vantify.com