This guide explains how to report an accident at work, including when accidents need to be reported under RIDDOR and other common questions.
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How to Report an Accident at Work?
Your employer is responsible for your safety in the workplace. They must carry out regular risk assessments and take measures to maintain, so far as is reasonably practicable, a work environment that is free of unnecessary hazards and protects you from injury. However, accidents can still occur despite all preventive measures, and even more so when employers breach their duties of care.
When such incidents occur, it is essential to report them to your employer by filling out an accident report form. They must investigate the circumstances of the incident and take measures to prevent similar accidents from happening. A work accident report can also serve as substantial evidence if you decide to make a personal injury claim for compensation.
To learn more about how to report an accident at work and whether you might be eligible for compensation if you suffered an injury, call 0800 470 0472 for free legal advice. You can also enter your details into our contact form to request a call back.
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Table of Contents
Who should I report the accident at work to?
If you’ve had an accident in the workplace, this should be reported as soon as possible. However, you may not know who to go to. The person or department responsible for the reporting of injuries can differ from workplace to workplace, depending on the company’s policies and procedures. However, this will commonly be:
- A health and safety representative. Health and safety representatives can play a crucial role in the safety and well-being of employees. They are often appointed by a trade union and are responsible for investigating incidents, complaints and hazards to reduce workplace risks. If you have a designated representative at work, they may be the appropriate person to report the incident to.
- Your supervisor or line manager. Your supervisor or line manager is responsible for overseeing your work and ensuring that your working conditions are safe. You can report accidents at work to them, and they have a duty to document them in the company’s accident logbook. They are also in a position to address the accident immediately, provide first aid if needed and take actions to mitigate further risks. If the accident is severe enough, they are also responsible for reporting it to the Health and Safety Executive (HSE).
- The company owner. If you work for one of the thousands of small businesses in the UK, you may report directly to the company owner. In this case, they would be the appropriate person to report an accident at work to. As the business owner, they are ultimately responsible for workplace safety.
What should be recorded in the company accident book when you report accidents in the workplace?
Most employers must keep an accident book, although there are limited exceptions for some very small businesses. It is essential to record all incidents and near-misses, understand their causes, and prevent future accidents. Furthermore, the accident logbook offers valuable information about what has occurred if an employee wants to make an accident at work claim.
When you report an accident at work, it should ideally contain the following details of the incident:
- Information about the injured person, such as their full name, address, date of birth, gender and job title;
- The name of the supervisor;
- The date, time and location of the incident within the workplace;
- The date when the accident was reported;
- Information about the person who logged the incident, such as their name and job title
- As many details about the accident as possible, such as what happened, who was there, any equipment or substances involved and what was done to help the injured party;
- Details about the injuries suffered, such as which part of the body was affected and the nature of the injuries;
- What actions were taken to prevent similar accidents in the future;
- The name, contact details and occupation of the person who gave the notice if it was not the injured employee.
What accidents and injuries should you report to your employer?
Any type of accident and injury at work, no matter how minor, must be reported to the responsible person. This will ensure they are aware of the risks in the workplace and can take measures to improve the safety of the work premises.
You should make a report if you suffered any of the following accidents:
- Slips, trips and falls, even if they result in minor sprains, strains or bruises;
- Being hit by a falling object or a piece of equipment;
- Cuts, burns or lacerations caused by sharp tools, machinery or hazardous substances;
- Manual handling injuries caused by lifting, pushing or pulling heavy objects;
- Falls from heights such as ladders, scaffolding or elevated platforms;
- Machinery incidents, such as being caught between moving parts, entanglement or crushing;
- Collisions involving workplace vehicles like forklifts or delivery trucks;
- Any accidents resulting in significant injuries like severe fractures, brain injuries, amputations or spinal cord trauma;
- Work-related illnesses like lung diseases, hearing loss, cancer or dermatitis;
You should also make a workplace accident report in case of near misses in which nobody was injured, but harm could have been caused.
What should employers do after receiving a workplace accident report?
After you make a work accident report, your employer has several specific duties and should take the following steps:
- Ensure that you receive immediate medical attention if necessary;
- Investigate how the accident happened;
- Inspect your training records and the maintenance record of equipment and machinery to see if they played a role in the incident;
- Speak to witnesses and inspect the accident scene to find out what hazards caused it;
- Check whether there are any gaps in the current safety policies and procedures that could have contributed to the accident;
- If the accident meets the RIDDOR requirements, they also have the duty to report it to the Health and Safety Executive (HSE);
- Cooperate with any external investigations from the HSE or other relevant bodies;
- Implement the needed corrective measures, such as improved training, better equipment or additional safety protocols.
If the accident was due to your employer’s negligence and could have been prevented, they could face a fine or penalty. In this case, a personal injury solicitor can also help you make a claim for compensation. If the accident has occurred due to factors beyond their control or unforeseen circumstances, they should take adequate measures to prevent similar incidents in the future.
What accidents need to be reported under RIDDOR?
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) places a legal duty on employers to report certain types of work-related accidents to the HSE. All incidents can be reported online via the HSE website, including:
- The death of a person, employee or not, including from an act of physical violence, with the exception of suicides;
- Accidents that result in an employee not being able to work for seven consecutive days or more. These must be reported within 15 days of the incident;
- Any injuries to a member of the public that result in them being taken directly to a hospital;
- Occupational diseases such as asthma or dermatitis, caused by or made worse by work;
- Occupational cancers caused by exposure to mutagens, carcinogens and biological agents;
- Dangerous occurrences that could have resulted in severe injuries but did not, such as platform collapses or fires;
- Gas-related incidents;
- A list of specified, reportable injuries, which include amputations, loss of sight, severe burns, crush injuries, fractures and loss of consciousness caused by a head injury or asphyxia.
Who should report an accident at work?
Employees should report any accident at work to their supervisor, line manager or health and safety representative as soon as possible and ensure that it is logged in the company’s accident book. If they are unable to do so, a co-worker or a family member can do this on their behalf.
The following parties also have a duty to report an accident under RIDDOR:
- Employers must ensure that all reportable incidents in relation to workers are communicated to the HSE;
- Some self-employed individuals who are working on their own premises or have a work-related condition;
- Those in control of a premises when a reportable work incident has occurred.
If you are not the responsible person under RIDDOR, you should not report a work-related accident to the HSE. This includes members of the public and any injured person who is not self-employed.
What is the time limit for reporting an accident at work?
The time limit to report an accident under RIDDOR will depend on its type and circumstances. For example:
- If there has been a fatality or a specified injury, the report should be sent online or via telephone within ten days of the incident.
- In case of an injury that has resulted in seven or more days off work, the report should be sent online within 15 days of its occurrence.
- You must report a dangerous occurrence within ten days of the incident.
- A dangerous gas fitting or a gas incident has to be reported within 14 days of the observation of the fitting or incident.
Do I have to report a near-miss incident?
A near miss is an event that could have led to an accident or injury but was narrowly avoided. Reporting near-miss incidents to your employer and, if appropriate, under RIDDOR is essential for several reasons:
- It promotes a safer work environment;
- It allows employers to review workplace safety guidelines;
- It helps to identify and address the causes of the near miss to prevent future accidents.
A near-miss workplace accident report should include the following details:
- The name, address, occupation and signature of the person who experienced it;
- The name, address, occupation and signature of the person who filled in the report;
- The date, time and location of the incident;
- The details and cause of the accident and any corrective measures taken to prevent similar occurrences;
- Whether the accident was reported to the HSE or not.
What else should I do if I have a workplace accident?
If you have an accident at work, it is essential to report it to your employer or the responsible person as soon as possible. Besides doing this, it is also a good idea to:
- Take photographs of the accident scene and whatever caused it;
- Take pictures of any visible injuries and damage to your items;
- Get the contact details of anyone who witnessed the accident;
- Write notes about what happened as soon as possible while the details are still fresh in your mind;
- Ask for CCTV footage of the accident if available;
- Seek medical care as quickly as possible to have your injuries assessed and treated;
- Keep documents related to any financial losses and expenses incurred due to the accident.
By taking these steps, you will ensure that your injuries and related losses are well documented and that you have all the evidence necessary to support a future accident compensation claim.
Can I make a personal injury claim following a work-related accident?
Your employer has a legal duty to protect your health and well-being at work and keep you safe from accidents. Under the Health and Safety at Work Act 1974, they must:
- Carry out regular risk assessments to identify hazards that could lead to incidents and take reasonable measures to eliminate or mitigate them;
- Provide adequate training, supervision, and information to employees to ensure they know how to do their job safely;
- Ensure that all machinery, equipment, and work systems are safe and properly maintained;
- Provide adequate personal protective equipment (PPE) when necessary and make sure that it is fit and that employees know how to use it;
- Establish and communicate health and safety policies and procedures.
If you had an accident because of a breach of any of these duties, you may be eligible to make a personal injury claim. You may be entitled to compensation even if your employer did not breach their legal duties towards you, as long as:
- Another person, such as a manufacturer or property owner, had a duty of care towards you;
- They breached their duty and this caused or contributed to your accident at work;
- You suffered an injury or injuries as a result.
It is essential to remember that, with a few exceptions (for example, for people who lack mental capacity), you generally have three years to start your claim under the Limitation Act 1980. This time limit usually begins on the date of the accident or from the date your injuries were diagnosed and linked to a workplace hazard.
Do I need a workplace accident report to claim compensation for my injuries?
If you were injured at work, it is important to report it to the responsible party and ensure they record the accident’s details in the company’s accident book. This will serve as evidence that the accident occurred and provide details such as its date, time, cause and nature. It can also include details about witnesses and any immediate actions that were taken.
While a work accident report is not legally required to make a compensation claim, it can serve as an essential piece of evidence. Without it, your employer might have stronger grounds to deny what happened or liability for the accident.
In such cases, the claims process could be more complicated and further investigations may be necessary. Therefore, we strongly advise that you report any workplace accident to your employer as soon as possible.
To learn more about how to report an accident at work or make a claim, call 0800 470 0472 today or enter your details here to request a call back.
Friendly legal advisors are available to discuss your personal injury claim today.
- Find out if you have a valid claim
- A risk free, no win no fee service
- We are available 7 days a week
- Experienced personal injury lawyers
