Legionella Risk Assessment in Shared Office Space
If you operate from a shared office or serviced workspace, you may still need a Legionella risk assessment.
Many businesses assume the building owner takes care of everything. In some cases, that is correct. In others, it is not.
The key question is simple. Who controls the water system?
Under UK health and safety law, the person or organisation in control of the water system has a legal duty to assess and manage the risk of Legionella bacteria.
At The HSRA, we regularly deal with confusion around shared buildings. Tenants assume the landlord is responsible. Landlords assume the managing agent has dealt with it. Managing agents assume it sits within the lease.
That grey area is where compliance gaps happen.
What Does the Law Say?
Duties relating to Legionella come from:
- The Health and Safety at Work etc. Act 1974
- The Management of Health and Safety at Work Regulations 1999
- COSHH Regulations 2002
- HSE Approved Code of Practice L8
In simple terms, if you control the risk, you must manage it. That applies to offices, shared buildings, serviced workspaces and co-working environments.
Who Is Responsible in a Shared Office?
Responsibility depends on control.
If the building owner controls the main water system, they are usually responsible for assessing and managing Legionella risk in communal areas and central systems.
However, you may still be responsible for water outlets within your demised space, any internal alterations you have made or additional equipment connected to the water supply. Things like showers or small hot water systems installed within your office. This is where lease terms and service agreements become critical. The duty cannot simply be assumed. It must be clearly defined.
What About Serviced Offices?
In fully serviced office environments, the operator will often retain responsibility for:
The central water system, communal kitchens, toilets, plant rooms and storage tanks
However, your business still has a duty to ensure that Legionella risk is being managed appropriately. You cannot simply assume compliance. You should request confirmation that a suitable Legionella risk assessment is in place.
Why This Matters
Legionella bacteria can develop in water systems where conditions allow.
Stagnation, poor temperature control and underused outlets can all increase risk. Shared office buildings, particularly those with fluctuating occupancy, can present these conditions.
Failure to manage the risk can result in:
HSE enforcement action and Improvement notices, prosecution, significant fines and reputational damage. More importantly, it can put employees and visitors at serious risk.
How The HSRA Can Help
At The HSRA, we assess Legionella risk in shared office buildings, serviced spaces and multi-let commercial properties.
We review Water system designs and usage patterns.Temperature control and allocation of responsibility. Documentation and management arrangements Clear reports. Practical recommendations. No ambiguity.
If you are unsure whether your business or your landlord is responsible, we can review your setup and provide straightforward guidance.
Learn more & book an assessment on our legionella service page.