How to Request Your Accident Book Entry

Quick Summary

• You have the right under UK GDPR to request a copy of personal data your employer holds about you, which includes an accident book entry recording your accident
• Employers are legally required to keep accident records, so an entry should exist for any reported workplace accident
• If your employer refuses or delays, your solicitor can make a formal legal request, and court disclosure orders are available as a last resort
• If no accident book entry exists at all, that doesn't prevent a claim — other evidence can still support your case

How do I request my accident book entry?

The simplest route is a direct, written request to your employer — an email or letter asking for a copy of the accident book entry relating to your accident, including the date. This is a personal data request under UK GDPR: the entry contains your personal data (your name, the incident, and your injury), and you have the right to access it.

Keep a copy of your request and note the date you sent it — this matters if your employer delays or doesn't respond.

Does my employer have to keep an accident book?

Yes. Employers are legally required to keep records of workplace accidents. Larger employers formally maintain an accident book; smaller employers may use a different record-keeping system, but the underlying obligation to record workplace accidents applies regardless of size.

What if my employer refuses to provide it, or ignores my request?

You have a legal right to your own personal data, and an employer refusing without good reason may be in breach of that. If a straightforward request doesn't work:

• A solicitor can make a formal legal request on your behalf, referencing your data protection rights specifically
• If the refusal continues, court disclosure orders are available to compel production of relevant records as part of a formal claim
• You can also raise a complaint with the Information Commissioner's Office if your data access rights are being ignored

What if there's no accident book entry at all?

This happens more often than it should — sometimes because no formal accident book exists, sometimes because the accident wasn't recorded despite being reported. The absence of a record does not prevent you from making a claim. Other evidence can establish what happened:

• Your own contemporaneous written account, even created after the fact but as soon as possible
• Medical records showing the timing and nature of your injury
• Witness statements from colleagues who saw the accident or the conditions beforehand
• CCTV footage, where available
• Any messages, emails, or texts sent around the time of the accident mentioning what happened

What if the accident book entry seems inaccurate?

Tell your solicitor. An inaccurate entry doesn't prevent a claim, but it does need to be addressed — your solicitor can advise on how to handle a discrepancy between the official record and what you know actually happened, using other supporting evidence.

Should I request this myself, or let my solicitor handle it?

Either can work. If you're already working with a solicitor, they can make this request as part of gathering evidence for your claim, which often carries more weight than an informal individual request. If you're requesting it before deciding whether to pursue a claim, doing so yourself is a reasonable first step.

Frequently asked questions

How long does my employer have to respond to a data access request?

Under UK GDPR, organisations generally must respond to a personal data request within one month, extendable in complex cases.

Can my employer charge me for a copy of the accident book entry?

Generally no — a first copy of your own personal data should be provided free of charge under UK GDPR.

What if the accident happened years ago and I no longer work there?

You retain the same right to request records relating to you, regardless of whether you still work for the employer, though very old records may no longer exist depending on the employer's retention policy — this is worth discussing with a solicitor if timing is a concern given the three-year claim limitation period.

Need help getting hold of your accident evidence?

See our full evidence guide for what else supports a strong claim, or speak to a solicitor about your specific situation.

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.