Accident Reporting Procedure in the Workplace: A Worker's Guide

Quick Summary

• Following the accident reporting procedure in the workplace creates official records that become critical evidence if you make a compensation claim
• Your employer must record workplace injuries in an accident book and, for serious incidents, report to the HSE under RIDDOR
• Many workers hesitate to report because they fear their employer's reaction. The law protects you from dismissal for raising health and safety concerns
• You have the right to a copy of your accident book entry and any RIDDOR report
• If your employer refuses to make a record, document the incident yourself and tell your solicitor

Why does reporting an accident at work matter?

Reporting an accident at work is the single most important step you can take to protect a future compensation claim. An official record made at the time of the incident is far harder for an employer or insurer to dispute than a claim made weeks or months later from memory.

The accident book entry establishes what happened, when, where, and to whom. A RIDDOR report creates an independent HSE record. Your own written account, made immediately after the incident, adds a third layer of evidence. Together, these records form the foundation of any workplace claim. See our full evidence guide for everything that supports a claim.

What must the accident book record?

The accident book is a legal requirement for employers with ten or more employees. It must record specific details for every workplace injury, however minor.

A proper accident book entry should include:

• The date, time, and exact location of the accident
• The full name of the injured person and their job role
• A description of how the accident happened
• The nature of the injury sustained
• The names of any witnesses
• The name of the person making the entry

You have the right to see your own accident book entry. Request a copy in writing as soon as possible after the incident. If you are too injured to do this yourself, ask a colleague or family member. For more on the accident book and what it means for your claim, see our RIDDOR guide.

What is RIDDOR and which accidents must be reported?

RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) requires employers and responsible persons to report serious workplace incidents to the HSE. This is your employer's obligation, not yours. Knowing what is reportable helps you understand your rights.

The following injuries are specified injuries and must be reported to the HSE without delay:

• Fractures, other than to fingers, thumbs, or toes
• Amputation of a limb or digit
• Any injury likely to cause permanent loss of sight in one or both eyes
• Crush injuries to the head or torso affecting the brain or internal organs
• Burns covering more than 10% of the body, or causing significant damage to the eyes or internal organs
• Loss of consciousness caused by a head injury or asphyxia

Injuries that leave the worker incapacitated for more than seven consecutive days (not counting the day of the accident) must also be reported to the HSE within 15 days.

You can request a copy of any RIDDOR report your employer submits. This is an important piece of evidence in a compensation claim.

What accident reporting procedure workplace employers must maintain

Employers are legally required to maintain an accident reporting procedure under the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999. This means having a clear system in place so that every workplace injury, near-miss, and dangerous occurrence is captured and recorded.

A compliant procedure covers who is responsible for receiving reports, where and how entries are recorded, how RIDDOR reports are submitted to the HSE, and how records are stored and kept secure. Records must be retained for at least three years.

If your workplace has no visible accident book, no clear reporting procedure, or if staff have received no guidance on how to report, this may itself be evidence of a failure in your employer's health and safety management, relevant if you later make a claim.

What if you are worried about reporting?

The law protects you. Reporting a workplace accident is a protected activity under the Employment Rights Act 1996, and dismissal for doing so is automatically unfair with no minimum service period required.

Many workers hesitate because they are worried about their employer's reaction or fear losing their job. This concern is understandable, but it does not change your legal position.

Raising a health and safety concern, including reporting a workplace accident, is a protected activity under section 100 of the Employment Rights Act 1996. Dismissal for reporting a genuine health and safety concern is automatically unfair, with no minimum service period required. The same protection applies if your employer pressures you not to make a record, retaliates against you for reporting, or tries to discourage you from seeking legal advice.

If you feel under pressure not to report, document everything in your own words and keep it somewhere safe. Tell your solicitor if this happens. Employer pressure not to report may itself strengthen a claim.

What if your employer refuses to make a record?

You can document the incident yourself and, for serious injuries, report directly to the HSE. An employer's refusal to record an accident does not stop you from pursuing a claim.

If your employer refuses to enter your accident in the accident book, or claims no book exists, take these steps immediately.

Write down what happened in your own words: the date, time, location, what caused the accident, your injuries, and the names of anyone who witnessed it. Send this account to your employer by email so there is a written record that you reported it. Keep a copy.

If your injury meets the RIDDOR threshold, you also have the right to report it to the HSE yourself through the online reporting system. The HSE will investigate serious incidents where employers fail to report.

Your solicitor can also submit a formal request for disclosure of accident records as part of the claims process. An absent or incomplete record can itself indicate a failure in an employer's health and safety procedures.

The accident reporting procedure workplace employees should follow: step by step

Step 1: Report the accident immediately and request an accident book entry

Tell your employer or supervisor about the accident as soon as you are able. Ask for the incident to be recorded in the accident book. Give a clear, factual account of what happened: what caused it, where you were, and the injuries you sustained.

Do not minimise your injuries when giving this account. If symptoms worsen in the days that follow, tell your employer and request an updated entry or a supplementary note.

Step 2: Obtain a copy of every record made

Request a written copy of your accident book entry before you leave work, or as soon as possible afterwards. Ask your employer to confirm whether a RIDDOR report has been submitted and, if so, request a copy.

Keep every document in a safe place. Your solicitor will ask for these at the earliest opportunity.

Step 3: Create your own written account

Write your own account of what happened on the day, in as much detail as you can. Include the timeline, the physical environment, any equipment involved, what was said, and the names of witnesses. Send a copy to yourself by email to give it a timestamp.

This account supplements the official record and fills gaps if the employer's record is incomplete or disputed.

Frequently asked questions

What if I did not report the accident straight away?

Late reporting does not automatically destroy a claim. However, the longer the gap between the accident and the first official record, the easier it is for an employer to dispute the circumstances. Report as soon as you are able, even if time has passed. Make a written record of why reporting was delayed: for example, because you were taken to hospital or because you were told not to report.

Can I see my accident book entry?

Yes. You have the right to request your own accident book entry. This right is supported by data protection legislation, which entitles you to access personal data held about you. If your employer refuses, ask in writing and consult your solicitor.

Does my employer have to tell me if they submitted a RIDDOR report?

There is no automatic obligation to inform you, but you can request this information. Your solicitor can also formally request disclosure of any RIDDOR report as part of the evidence-gathering process in a compensation claim.

What if I was told not to report the accident?

Being told not to report a workplace accident is a serious matter. It may constitute interference with a protected health and safety activity under the Employment Rights Act 1996. Write down what was said, when, and by whom. Keep this record safe and give it to your solicitor. Do not let this stop you from making a written record of the accident yourself.

Your accident was reported. What next?

Reporting your accident is the first step. If your injury was caused by your employer's negligence, you may be able to claim compensation on a no win no fee basis.

Free case assessment

Or call 01228 272395 to speak to Edward & Amaury Solicitors (SRA number: 800525). No upfront cost and nothing to pay if your claim does not succeed.

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