Updated: April 2026 • Based on UK Law
What Is an Accident Report Form?
An accident report form is a written record of a workplace accident, injury, or near miss. Required under RIDDOR 2013, it documents what happened, who was involved, what injuries occurred, and what action was taken — creating the evidence trail employers need for legal compliance and insurance claims.
This guide covers how to report a UK workplace accident, what to include, RIDDOR requirements, time limits, and how long to keep records.
Every employer in the UK must record workplace accidents.
Failure to do so is a criminal offence.
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What Requires an Accident Report Form?
Any accident, injury, or near miss that happens at work — or in connection with work — should be recorded.
This includes:
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- Injuries to employees — from slips, trips, falls, manual handling, equipment, or violence
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- Injuries to visitors or members of the public — on your premises or caused by your work activities
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- Near misses — incidents where no one was hurt but could have been
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- Work-related illnesses — occupational diseases, skin conditions, respiratory problems
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- Dangerous occurrences — equipment failures, structural collapses, gas leaks, explosions
Recording everything — not just serious injuries — helps you spot patterns before a major incident occurs.
Is an Accident Report Form a Legal Document?
Yes — in two important ways.
RIDDOR 2013 requires employers to keep records of all reportable injuries, diseases, and dangerous occurrences.
The Social Security (Claims and Payments) Regulations 1979 require employers to keep an accident book (form BI 510).
This is for recording all workplace accidents — not just RIDDOR-reportable ones.
An accident report form also serves as evidence in:
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- HSE investigations — inspectors will ask to see your accident records
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- Civil claims — if an injured employee sues for compensation
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- Insurance claims — insurers require documented proof of what happened
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- Employment tribunals — where an accident leads to a dispute about working conditions
A missing or incomplete accident record makes it far harder to defend your position.
How Do You Report an Accident at Work in the UK?
There are two levels of reporting:
1. Internal reporting.
Record the accident in your workplace accident book or accident report form as soon as possible after the incident.
This is required for every accident — regardless of severity.
2. External reporting (RIDDOR).
If the accident meets RIDDOR thresholds, you must also report it to the HSE.
RIDDOR reports are made online at the HSE website.
The telephone service (0345 300 9923) is only for reporting deaths and specified injuries.
How to Complete an Accident Report Form
A proper accident report form should capture:
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- Date, time, and location of the accident
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- Name and job title of the injured person
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- Description of the accident — what happened, in factual terms
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- Description of the injury — type, body part, severity
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- Witness details — names and contact information
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- First aid given — what treatment was provided and by whom
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- Whether the person went to hospital
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- RIDDOR classification — is this reportable?
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- Follow-up actions — what steps were taken to prevent recurrence
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- Signature and date of the person completing the form
Write factually. Avoid opinions or blame.
Describe what you saw, not what you think caused it.
What 5 Things Must Be Reported to RIDDOR?
RIDDOR 2013 requires employers to report five categories of incident to the HSE:
1. Deaths.
Any death of a worker or non-worker arising from a work-related accident — including deaths occurring within one year of the accident.
2. Specified injuries to workers.
Fractures (other than to fingers, thumbs, and toes), amputations, and crush injuries.
Also dislocations of the shoulder, hip, knee, or spine, loss of consciousness, and burns or injuries requiring resuscitation or 24-hour hospital admission.
3. Over-7-day incapacitation.
Where a worker is unable to perform their normal duties for more than 7 consecutive days following a work-related accident (not counting the day of the accident).
4. Injuries to non-workers.
Where a member of the public, customer, or visitor is taken directly to hospital for treatment as a result of a work-related accident on your premises.
5. Occupational diseases and dangerous occurrences.
Work-related diseases confirmed by a doctor — including occupational asthma, dermatitis, and hand-arm vibration syndrome.
Also dangerous occurrences such as scaffold collapses, gas leaks, and equipment failures.
How Long Do You Have to Report an Accident?
The time limits depend on the type of incident:
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- Deaths and specified injuries — report without delay (immediately by phone for deaths, followed by an online report within 10 days)
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- Over-7-day injuries — report within 15 days of the accident
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- Non-worker injuries — report without delay if the person is taken to hospital
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- Occupational diseases — report without delay once a doctor confirms the diagnosis
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- Dangerous occurrences — report without delay
“Without delay” means as soon as practicable — not “when you get around to it.”
Late reporting is a criminal offence.
How Long Do You Need to Keep Accident Report Forms?
RIDDOR requires employers to keep records of all reportable incidents for at least 3 years from the date of the incident.
However, for practical and legal reasons, many employers keep records for longer:
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- Civil claims — an injured employee has up to 3 years from the date of the accident (or from the date they became aware of the injury) to bring a personal injury claim
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- Accidents involving children — the 3-year limitation period does not start until the child turns 18, so records should be kept for up to 21 years
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- Occupational diseases — symptoms may not appear for years or decades after exposure, so keep records indefinitely where hazardous substances are involved
The safest approach is to keep all accident records for at least 6 years — or indefinitely for incidents involving children or hazardous substances.
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Frequently Asked Questions
Can anyone fill out an accident report form?
Anyone who witnessed or was involved in the accident can complete the initial record.
However, the RIDDOR report to the HSE must be submitted by the “responsible person.”
That’s usually the employer, a manager, or the person in control of the premises.
What details are needed for a RIDDOR report?
The HSE online form requires the name, address, and contact details of the person reporting.
It also requires the date, time, and location of the accident.
Plus the injured person’s details, a description of the incident, the type of injury, and details of any dangerous substance involved.
Do I need to report a minor injury?
Not to the HSE — minor injuries are not RIDDOR-reportable.
But you must still record them in your workplace accident book.
Minor injuries can become serious if untreated, and the record protects both the employee and the employer.
What happens if I don’t report a RIDDOR incident?
Failure to report under RIDDOR is a criminal offence.
The HSE can prosecute, with penalties including unlimited fines and — in serious cases — imprisonment.
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Last updated: April 2026
Disclaimer: This guide provides general UK legal information, not legal advice. Laws are current as of April 2026.
