You've had an incident at work. Someone's injured, or there's been a near miss. Now you're wondering: do I need to report this to the HSE?
This guide will help you decide.
What type of incident has occurred?
Let's work out if it needs reporting.
Quick decision tree
Not every workplace incident needs reporting to the HSE. RIDDOR focuses on serious incidents that indicate significant risks. Use this guide to determine your reporting obligations.
When in doubt, report it. There's no penalty for over-reporting, but failing to report a notifiable incident is a criminal offence. HSE would rather receive an unnecessary report than miss a serious incident.
Who needs to report?
Before determining what to report, you need to know if you're the responsible person.
You must report if you are:
An employer — For incidents involving your employees (including those on temporary contracts, agency workers you supervise, and apprentices)
Self-employed — For incidents involving yourself while working
In control of premises — For incidents in areas you control, even if the injured person doesn't work for you (e.g., landlords for common areas, main contractors on construction sites)
In control of work equipment — For incidents arising from equipment you provide or maintain
Multiple parties can have a duty to report the same incident. For example, on a construction site, both the main contractor and subcontractor might need to report. If there's any doubt, report it — duplication is better than omission.
You don't need to report if:
- You're just a worker with no control or responsibility
- Someone else has complete control of the premises and work activities
- The incident happened to a member of the public and wasn't caused by your work activities
The work-related test
For an incident to be reportable under RIDDOR, it must be work-related. This means the work activity or the way work is organized caused or contributed to the incident.
Work-related incidents include:
- Injuries occurring while doing work tasks
- Injuries caused by workplace hazards (machinery, substances, working environment)
- Injuries to visitors caused by the condition of your premises
- Injuries arising from the way work is organized (insufficient training, inadequate systems)
Not work-related:
- Pre-existing medical conditions that aren't work-related (heart attack, epileptic seizure)
- Horseplay or deliberate actions not connected to work
- Personal actions unrelated to work duties
- Pure accidents with no connection to work activities
The work-related test can be complex. If work activities contributed in any way — even if there were other factors — it may still be reportable. When in doubt, seek advice or report it.
What must be reported?
Deaths
Always report immediately — Any death arising from a work-related accident, regardless of when the death occurs after the accident.
Who: Any worker (employee, contractor, self-employed) or member of the public
How quickly: Without delay, by the quickest practicable means
Examples:
- Worker falls from height and dies at the scene
- Employee dies days or weeks after a workplace accident
- Member of public struck by falling materials from your building site
Deaths must be reported even if they occur months or years after the incident, provided the death arose from the original work-related injury.
Specified injuries
These serious injuries must be reported immediately, even if the person doesn't take time off work:
Fractures (except fingers, thumbs, toes)
- Any bone fracture other than to fingers, thumbs, or toes
- Examples: broken arm, leg, ribs, skull, spine, pelvis
Amputations
- Loss of hand or foot
- Loss of finger, thumb, or toe if the joint or bone is completely severed
- Note: Partial amputations where the bone isn't completely severed aren't specified injuries
Loss of sight
- Permanent loss of sight in one eye
- Temporary loss of sight lasting more than 24 hours (chemical splash, flash burn, etc.)
Crush injuries to head or torso
- Crush injuries causing damage to the brain or internal organs
- Must cause internal injury, not just external bruising
Serious burns
- Burns covering more than 10% of the body
- Burns to eyes, respiratory system, or other vital organs causing significant damage
Scalping
- Separation of skin from the head
- Must require hospital treatment
Unconsciousness
- Loss of consciousness caused by head injury or asphyxiation (lack of oxygen)
- Fainting for other reasons (heat, blood pressure, etc.) isn't reportable unless work-related
Injuries requiring hospital admission for more than 24 hours
- Arising from absorption of any substance by inhalation, ingestion, or through the skin
- Arising from exposure to a biological agent or its toxins
- Arising from acute illness requiring medical treatment from working in an enclosed space
Other specified injuries
- Acute illness from exposure to a biological agent, its toxins, or infected material
Specified vs Non-Specified Fractures
Must Report Immediately
- •Broken arm (radius, ulna, humerus)
- •Broken leg (femur, tibia, fibula)
- •Fractured ribs
- •Fractured skull or facial bones
- •Fractured spine or pelvis
- •Broken collarbone or shoulder blade
Not Immediately Reportable
- •Broken finger
- •Broken thumb
- •Broken toe
- •Hairline cracks in fingers/thumbs/toes
- •Chipped bones in fingers/thumbs/toes
Bottom line: Finger, thumb, and toe fractures aren't specified injuries but may still be reportable if they result in 7+ days off work. Always record them in your accident book.
Over-7-day injuries
If an employee or self-employed person is unable to do their normal work for more than 7 consecutive days (not counting the day of the accident), you must report it within 15 days.
Counting the days:
- Exclude the day the accident happened
- Count consecutive days they're unable to work
- Include weekends and bank holidays if they would normally work those days
- Include days they're on light duties if they can't do their normal work
Examples:
Reportable:
- Accident on Monday, returns Friday the following week = 9 days off = Report
- Back injury prevents normal lifting duties for 10 days even though they come to work = Report
- Works Monday-Friday, injured Monday, back the Monday after next = 8 working days = Report
Not reportable (but record in accident book):
- Accident on Monday, returns the following Monday = 6 days off = Don't report
- Minor strain, 3 days off work = Don't report
- Able to do normal work with minor adjustments = Don't report
Set a reminder when someone has a workplace injury. If they're still off after 7 days, you'll need to report within 15 days of the original accident. Don't wait until day 15 — report as soon as you know they'll exceed 7 days.
Occupational diseases
If a doctor notifies you that an employee has a reportable work-related disease, you must report it. The notification usually comes via a formal diagnosis.
Common reportable diseases:
- Carpal tunnel syndrome (from repetitive hand/wrist movements)
- Severe cramp of hand or forearm (from repetitive movements)
- Occupational dermatitis (skin disease from work substances)
- Hand-arm vibration syndrome (from vibrating tools)
- Occupational asthma (from exposure to work substances)
- Tendonitis or tenosynovitis in hand or forearm
- Any occupational cancer
- Disease from biological agents (Legionnaires' disease, tetanus, hepatitis, etc.)
Important points:
- Must be diagnosed by a doctor
- Must be linked to work activities
- You report when you receive the diagnosis, not when symptoms first appear
- Common conditions (back pain, stress) usually aren't reportable unless formally diagnosed as occupational
You don't report every case of backache or work stress. Reportable diseases are specific conditions on the HSE list, formally diagnosed by a doctor as work-related.
Dangerous occurrences
These are specific near-miss events that must be reported even if no one was injured. The list is extensive and industry-specific.
Common examples across all workplaces:
- Collapse or failure of a lift (not just getting stuck, but mechanical failure)
- Explosion, collapse, or bursting of pressure vessel or associated pipework
- Electrical short circuit or overload causing fire or explosion
- Explosion or fire causing suspension of normal work for over 24 hours
- Accidental release or escape of any substance that may damage health
Construction-specific:
- Collapse of scaffold over 5 metres high
- Unintended collapse of building or structure under construction
- Collapse of floor or wall causing over 5 tonnes of material to fall
- Uncontrolled or accidental explosion, use of explosives
Other industry-specific examples:
- Contact between road vehicle and overhead power lines (electrical work)
- Failure of load-bearing part of crane, hoist, or lifting equipment
- Explosion or fire in a mine or quarry
- Pipeline failure in a gas supply system
The full list of dangerous occurrences is extensive and varies by industry. Check Schedule 2 of RIDDOR 2013 or the HSE guidance for your sector to see what applies to you.
Common scenarios: reportable or not?
Real-world incidents often fall into grey areas. Here's guidance on common situations:
Employee slips on wet floor and breaks wrist
Reportable? Yes — immediately (specified injury: fracture other than fingers/thumbs/toes)
Why? Fractures (except to fingers, thumbs, toes) are specified injuries requiring immediate reporting.
Employee cuts finger, needs 5 stitches, off work for 4 days
Reportable? No — record in accident book only
Why? Cuts aren't specified injuries and person was off work for less than 7 days. Would become reportable if they're off for more than 7 days.
Contractor working on your site breaks finger
Reportable? Maybe — depends on control
Why? If you control the site or the work equipment, you may need to report. The contractor may also need to report. When in doubt, report it.
Customer slips on ice in your car park and sprains ankle
Reportable? Only if they go to hospital for more than 24 hours
Why? Injuries to members of the public are reportable if they result from the condition of premises or work activities AND the person goes to hospital for more than 24 hours.
Employee suffers heart attack at work
Reportable? Usually no — unless work-related
Why? Natural medical events aren't reportable unless work activities caused or contributed to them. A heart attack from physical exertion in extreme heat might be reportable.
Forklift overturns but driver unhurt
Reportable? Check if it's a dangerous occurrence
Why? Overturning of lift trucks can be a reportable dangerous occurrence in certain circumstances (e.g., if the load-bearing structure fails). Check the HSE guidance.
Employee diagnosed with work-related stress
Reportable? No — stress isn't on the reportable diseases list
Why? While work-related stress is serious, it's not a reportable disease under RIDDOR. Focus on risk assessment and support, but don't report to HSE.
Self-employed person working alone falls and breaks leg
Reportable? Yes — if it's work-related
Why? Self-employed people must report their own specified injuries if they occur during work activities.
Road traffic accidents and RIDDOR
Generally no — unless they involve work activities beyond just driving. A delivery driver involved in a standard road traffic accident doesn't need to report it under RIDDOR. However, if the accident was caused by work activities (loading/unloading, vehicle maintenance, work being done from the vehicle), it may be reportable.
Ordinary road traffic accidents in company vehicles aren't reportable under RIDDOR — they're dealt with under road traffic law. Report to police if required, but not to HSE. Exception: if the accident occurred because of how work was organized (fatigue from excessive hours, poor vehicle maintenance, unsafe loading) it may be reportable.
Vehicle incidents are reportable when the vehicle is being used as a place of work (not just for transport). Examples: injuries while loading/unloading, injuries to workers maintaining the vehicle, injuries from work equipment on the vehicle. Also reportable: contact between a vehicle and overhead power lines.
Accidents to contractors and visitors
Who reports depends on who has control of the work activities and premises.
Contractors working for you
If you control the work or the site:
- You report incidents arising from your control
- Example: Contractor falls through unsafe floor in your building — you report
- Example: Contractor uses their own faulty equipment — they report
If the contractor controls their own work:
- They report incidents arising from their work methods
- You may still need to report if the incident arose from premises you control
- When in doubt, both parties can report
Visitors and members of the public
Report if:
- The injury arises from the condition of your premises or your work activities
- They're taken to hospital for more than 24 hours
Don't report if:
- The injury doesn't arise from your premises or work
- They don't go to hospital, or go to hospital but aren't admitted for 24+ hours
- It's a pure accident unconnected to your work or premises
Examples:
Reportable:
- Customer trips on broken paving in your shop and fractures hip, admitted to hospital
- Child injured by defective equipment in your playground, taken to hospital
- Pedestrian struck by falling materials from your construction site
Not reportable:
- Visitor slips on wet floor but refuses medical treatment
- Customer suffers allergic reaction to own food in your café
- Member of public injured in car park accident unrelated to premises condition
Self-employed reporting
If you're self-employed, you have the same reporting duties as employers — for incidents involving yourself.
You must report:
- Your own death or specified injury from work activities
- Your own injury resulting in more than 7 days off work
- Dangerous occurrences arising from your work
- Reportable diseases you suffer from your work
You don't need to report:
- Incidents to people you employ (they report as employer)
- Incidents outside your work activities
Many self-employed people work alone. If you're seriously injured, who will report? Make sure someone knows about RIDDOR reporting — a family member, business partner, or your accountant. Give them access to HSE reporting information.
How to report
Online (all incidents)
Use the HSE online RIDDOR form: www.hse.gov.uk/riddor/report.htm
- Available 24/7
- Immediate confirmation with reference number
- Easiest and quickest method
- You can save and return to a report
- Confirmation email sent automatically
You'll need:
- Details of the person affected (name, address, occupation)
- Details of your organization
- Incident details (date, time, location)
- Description of what happened
- Nature of injury or disease
Telephone (deaths and specified injuries only)
For urgent notification of deaths and specified injuries:
HSE RIDDOR line: 0345 300 9923
- Available Monday-Friday, 8:30am-5pm
- For immediate notification only
- You should still complete the online form afterward
- Outside office hours, use the online form
Don't report by email, letter, or to your local authority (except for premises they regulate, like leisure centers). Use the online form or telephone line only.
What happens after you report?
- Immediate confirmation — You receive a case reference number (keep this safe)
- HSE review — HSE reviews the report and may contact you for more information
- Possible investigation — HSE may investigate, depending on severity and circumstances
- No automatic prosecution — Reporting doesn't mean you'll be prosecuted; most reports don't lead to enforcement
RIDDOR reports help HSE identify risks and trends. They don't automatically trigger prosecution. However, they may lead to investigation if serious breaches are indicated.
Record keeping requirements
As well as reporting to HSE, you must keep your own records.
What to keep:
Accident book — For all workplace injuries, however minor
- Available to workers
- Data protection compliant (removable pages)
- Kept accessible but secure
RIDDOR records — Copies of all RIDDOR reports
- Confirmation emails from HSE
- Case reference numbers
- Additional correspondence with HSE
Investigation records — Details of what happened and actions taken
- Witness statements
- Photos and diagrams
- Risk assessments and control measures
How long:
Minimum 3 years from the date of the incident
- Legal requirement under RIDDOR
- Good practice to keep longer
- May need them for insurance claims or civil litigation
- HSE can request to see them during inspections
Good record keeping demonstrates you take health and safety seriously. It helps you spot trends, prevent recurrence, and shows due diligence if incidents are investigated.
What NOT to report
RIDDOR has a high threshold. You do not need to report:
Minor injuries:
- Cuts, grazes, and bruises
- Minor burns
- Minor sprains that don't cause 7+ days off
Short absences:
- Injuries causing less than 7 days off work
- Sickness not linked to work activities
Non-specified fractures:
- Broken fingers, thumbs, or toes (unless 7+ days off)
- Hairline fractures to fingers/thumbs/toes
Normal medical events:
- Heart attacks (unless work-caused)
- Strokes (unless work-caused)
- Epileptic seizures (unless work-caused)
Common ill-health:
- Colds and flu
- Stress and anxiety (not on reportable diseases list)
- General back pain (unless diagnosed as occupational disease)
- Headaches and minor ailments
Near misses that aren't dangerous occurrences:
- Most near misses don't need reporting
- Only specific dangerous occurrences on the Schedule 2 list
Road traffic accidents:
- Ordinary driving accidents (unless work activity involved)
Non-work-related incidents:
- Injuries with no connection to work activities
- Pre-existing conditions flaring up coincidentally at work
Report vs Record Only
Report to HSE
- •Deaths
- •Specified injuries
- •Over-7-day injuries
- •Reportable diseases
- •Dangerous occurrences
- •Public injuries requiring 24+ hour hospital admission
Record in Accident Book Only
- •Minor injuries
- •Under-7-day injuries
- •Finger/thumb/toe fractures (if under 7 days off)
- •Near misses not on dangerous occurrence list
- •First aid treatment
- •Minor illnesses
Bottom line: Record everything internally. Report only what meets RIDDOR criteria. When uncertain, report — there's no penalty for over-reporting.
Reporting timescales
Different incident types have different reporting deadlines:
RIDDOR Reporting Deadlines
Report without delay by the quickest practicable means (usually same day or next working day)
Report without delay (usually same day or next working day)
Report without delay (usually same day or next working day)
Report within 15 days of the accident (not 15 days from when they've been off for 7 days)
Report as soon as you receive a doctor's diagnosis
What "immediate" means:
- Same day if during working hours
- Next working day if outside working hours
- Don't delay to investigate — report what you know
- You can update information later if needed
Late reporting:
- Better late than never
- Report as soon as you realize the error
- Be prepared to explain the delay to HSE
- Still a legal obligation even if deadline has passed
Penalties for failing to report
Failing to report under RIDDOR is a criminal offence under Section 33 of the Health and Safety at Work Act 1974.
Fines:
- Magistrates' Court: Up to £20,000 per offence
- Crown Court: Unlimited fines
Imprisonment:
- Up to 6 months (Magistrates' Court)
- Up to 2 years (Crown Court)
Additional consequences:
- Enforcement and prohibition notices
- Increased HSE scrutiny and inspection
- Reputational damage
- Insurance implications
- Difficulty securing contracts
- Director disqualification (in serious cases)
Care home fined £120,000 for failing to report resident's death
A resident at a care home fell from her bed and suffered a head injury. She was taken to hospital and died two days later. The care home did not report the incident to HSE. The death was only discovered when HSE conducted a routine inspection months later.
- ✗Failed to report a work-related death to HSE
- ✗No investigation conducted into the circumstances
- ✗Inadequate bed rails and risk assessment for falls
- ✗Poor staff training in incident management
- ✗Attempted to keep the incident quiet from regulators
HSE prosecuted the care home operator for failing to report and for the safety failures that led to the death. Total fine: £120,000 plus £25,000 costs. The care home was placed under special measures and faced additional scrutiny from CQC.
Work-related deaths must always be reported, even if the death occurs days after the incident. HSE and other regulators share information — attempting to hide incidents will be discovered and makes matters far worse. Reporting shows responsibility and allows proper investigation.
Still not sure?
If you're uncertain whether an incident needs reporting, here's what to do:
1. Use the RIDDOR checker tool
Our interactive tool asks specific questions about your incident and tells you if it's reportable:
2. Check HSE guidance
HSE provides detailed guidance on RIDDOR reporting:
3. When in doubt, report
There's no penalty for reporting an incident that turns out not to be reportable. HSE would rather receive unnecessary reports than miss serious incidents.
4. Seek professional advice
If you're dealing with a complex incident or serious injury:
Uncertain if your incident is reportable? A health and safety consultant can review the circumstances, advise on your reporting obligations, and help you investigate what went wrong.
Quick reporting checklist
Use this checklist when an incident occurs:
Immediate actions:
- Ensure the scene is safe and provide first aid
- Seek medical attention if needed
- Preserve evidence (photos, witness details)
- Record in accident book
Determine if reportable:
- Is it a death? → Report immediately
- Is it a specified injury? → Report immediately
- Is it a dangerous occurrence? → Report immediately
- Will they be off work for 7+ days? → Report within 15 days
- Is it a diagnosed occupational disease? → Report when diagnosed
Report to HSE:
- Use online form at www.hse.gov.uk/riddor/report.htm
- Or telephone 0345 300 9923 (deaths and specified injuries only)
- Keep the case reference number
- File confirmation email
Follow up:
- Investigate the root cause
- Implement corrective actions
- Update risk assessments
- Keep records for at least 3 years
- Respond to any HSE enquiries
The most important thing: when in doubt, report it. Over-reporting is always better than failing to report. Focus on getting people safe first, then determine your reporting obligations.
Frequently asked questions
You must still report if it meets RIDDOR criteria. Reporting is a legal duty, not a courtesy. The injured person's wishes don't affect your legal obligation to report. Explain that reporting helps prevent similar incidents and is required by law.
No. RIDDOR reporting is separate from enforcement. Most reports don't lead to prosecution. HSE investigates based on severity and whether there's evidence of breaches. Failing to report is more likely to lead to prosecution than reporting itself.
Report as soon as you know it meets the reporting criteria. For example, if someone seemed fine but later discovered they had a fracture, report it when you find out. Better late than never.
Yes. Anyone working for you under any contract (including zero-hours, temporary, casual) is covered. If they're your employee or you control their work, you report their injuries.
Yes. Apprentices, trainees, and work experience students are treated as employees for RIDDOR purposes. Report their injuries as you would for any employee.
Yes. Each business or premises should report its own incidents. Use the details of the specific business where the incident occurred.
Yes. Late reporting is better than not reporting. Submit the report as soon as you realize the error. Be prepared to explain why it was late if HSE enquires.
Still report if it meets RIDDOR criteria. The person's actions don't remove your duty to report. RIDDOR captures all reportable incidents regardless of fault or blame.
Only if they result in 7+ days off work or a diagnosed occupational disease. Most needlestick injuries are recorded internally and managed medically but don't meet RIDDOR thresholds.
Nothing. HSE may tell you it wasn't necessary, but there's no penalty. It's better to over-report than under-report. HSE appreciates caution over negligence.
Next steps
If you need to report an incident right now:
- Report online to HSE
- Telephone: 0345 300 9923 (deaths and specified injuries)
If you want to check if an incident is reportable:
If you want to understand RIDDOR better:
If you need help with workplace safety:
Need help investigating an incident, improving your safety systems, or understanding your reporting obligations? A qualified health and safety consultant can provide expert guidance tailored to your business.
Related articles:
- What is RIDDOR?
- How to investigate a workplace accident
- Workplace accident records: what to keep and for how long
Useful tools: