Accidents in the workplace can happen at any time, from minor slips and trips to serious industrial accidents. What matters is how your business responds and whether you’re meeting your legal obligations. Having a proper accident reporting procedure isn’t just best practice; it’s a legal requirement under UK law and a critical part of protecting your employees and your business.
In this guide, we’ll cover:
- What counts as a workplace accident
- What UK law says about reporting
- Why accident reporting matters
- What your accident reporting procedure should include
- Common mistakes to avoid
- How it ties in with your wider health and safety responsibilities
What is considered an accident at work?
An accident at work is any unplanned or unexpected event that causes injury, illness or harm to a person. This can include slips, trips, falls, machinery incidents, chemical exposure, repetitive strain injuries, and even near misses that could have resulted in harm. Overexertion injuries, the use of hazardous equipment, or construction accidents, especially on busy construction sites, are also common examples.
Even minor incidents should be recorded. Something that seems insignificant at the time could develop into a more serious issue, or form part of a legal claim or accident compensation case later down the line.
What are your legal responsibilities?
Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), certain workplace incidents must be reported to the Health and Safety Executive (HSE).
These include:
- Work-related deaths
- Specified injuries such as fractures, amputations, or loss of consciousness
- Injuries resulting in an employee being unable to work for more than seven consecutive days
- Certain occupational diseases (e.g. carpal tunnel syndrome, occupational dermatitis)
- Dangerous occurrences or near misses with serious potential to cause harm
- Injuries to members of the public that require hospital treatment
As an employer, you must also keep internal records of all accidents, regardless of whether they fall under RIDDOR.
These reports not only support compliance with health and safety at work regulations but may also be critical in the event of an accident claim, legal action, or issues involving negligence.
Why is accident reporting so important?
It ensures legal compliance. Failing to report incidents correctly may lead to fines or enforcement action from the HSE. Accurate records are a key requirement of health and safety legislation.
It protects your employees. Reporting accidents helps you identify trends and areas of risk, allowing you to take preventative action and reduce the likelihood of future incidents.
It protects your business. Detailed records provide evidence of your response and commitment to safety in the workplace. This is essential if an employee injured at work files a compensation claim.
It supports continuous improvement. Accident data gives valuable insight into where your health and safety processes may need to be reviewed, improved or reinforced through training.
What should an effective accident reporting procedure include?
Every business should have a clear, documented accident reporting procedure. This should be communicated to all employees and regularly reviewed.
Key elements of an effective procedure include:
- Immediate response – ensure the injured person receives any necessary first aid or medical treatment and that the area is made safe.
- Notification – the incident must be reported to the relevant manager or health and safety representative.
- Record keeping – complete an accident report form or log. This should include key details such as the date, time, location, individuals involved, nature of the incident, and any witnesses.
- Investigation – assess the cause of the accident and what actions can be taken to prevent a recurrence. This step is vital to identifying root causes—whether the issue was due to poor equipment maintenance, employee injuries from repetitive strain, or a lapse in your duty of care.
- RIDDOR reporting – determine whether the incident is reportable under RIDDOR and, if so, submit the necessary report to the HSE via the official online portal.
- Follow-up – any outcomes or changes (such as updated risk assessments, training, or new control measures) should be documented and communicated.
Common mistakes to avoid
- Assuming incidents are too minor to report, even near misses or minor injuries can highlight significant risks.
- Not training staff on how to report. If staff don’t know who to tell or how to record an accident, incidents may go undocumented.
- Delaying or omitting RIDDOR reports. Some injuries must be reported within strict timeframes.
- Poor or incomplete records. Poor records may not stand up in the event of a fatal accident or accident compensation claim. Missing information can weaken your position in the event of an investigation or legal challenge.
How does accident reporting fit into your overall health and safety system?
Accident reporting is one part of a much wider legal and ethical obligation to protect your workforce.
It connects directly to:
- Risk assessments – accident data helps you identify risks you may not have previously considered.
- Training – recurrent incidents in a particular area or involving particular tasks may indicate the need for refresher training.
- Culture – a good reporting process builds trust and encourages staff to speak up about safety concerns.
- Continuous improvement – reviewing reports regularly allows you to update procedures and reduce future risks.
Regularly reviewing accident book entries helps highlight patterns of hazardous behaviour or risk areas.
Learning from incidents
Each incident is an opportunity to improve your safety processes. Your business should:
- Review reports during health and safety meetings
- Update policies or procedures where required
- Share findings with staff, where appropriate
- Keep accurate records to support your compliance efforts
Lessons learned from accidents at work can help shape better prevention strategies and reduce the risk of future employee injuries.
Summary – what should you have in place?
To remain compliant and proactive with workplace safety, your business should have:
- A written accident reporting policy
- A clear reporting procedure, shared with all staff
- Easy-to-access forms or digital reporting tools
- A nominated person or team responsible for reporting under RIDDOR
- Regular reviews of accident records and outcomes
Need support with your accident reporting process?
Whether you’re managing accident prevention on a construction site or responding to a workplace incident, we can help you meet your legal obligations and protect your team’s legal rights.
We support businesses with:
- Policy reviews
- Risk assessments
- Compliance training
- On-site and remote health and safety support
Find out more about our Health & Safety services.
