RIDDOR Reporting: How to Report to HSE

RIDDOR reporting can seem daunting, but the process is straightforward once you know what's required. This guide walks you through exactly how to report workplace accidents, injuries, diseases, and dangerous occurrences to the Health and Safety Executive.

Before you report: Is it reportable?

Not every workplace accident needs reporting to HSE under RIDDOR. Before starting the reporting process, confirm the incident meets the RIDDOR criteria.

Quick RIDDOR checklist

An incident is reportable if it involves:

Deaths:

• Any death arising from a work-related accident

Specified injuries:

• Fractures (except fingers, thumbs, or toes)
• Amputations
• Any injury likely to lead to permanent loss of sight or reduction in sight
• Crush injury to the head or torso causing damage to the brain or internal organs
• Serious burns (covering more than 10% of the body or causing significant damage to eyes, respiratory system, or other vital organs)
• Scalping requiring hospital treatment
• Unconsciousness caused by head injury or asphyxia
• Injuries from working in an enclosed space requiring resuscitation or hospital admission for more than 24 hours

Over-7-day injuries:

• Injuries causing more than 7 consecutive days off work (not counting the day of the accident)

Occupational diseases:

• Specific diseases diagnosed by a doctor and linked to work (carpal tunnel, occupational asthma, dermatitis, etc.)

Dangerous occurrences:

• Specific near-miss events with potential to cause serious harm (listed in the regulations)

For detailed guidance on what's reportable: What is RIDDOR? → Do I need to report this incident? →

Reporting deaths and specified injuries

Deaths and specified injuries must be reported to HSE without delay.

Step 1: Immediate notification

Don't wait to investigate fully. Report what you know immediately - you can provide additional information later.

Timing: Report by the quickest practicable means. In practice, this means:

• Same day if the incident occurs during working hours
• Next working day if it occurs outside working hours
• Don't delay the report to gather more information

Step 2: Choose your reporting method

You have two options for reporting deaths and specified injuries:

Option 1: Online reporting (recommended)

Visit: www.hse.gov.uk/riddor/report.htm↗

• Available 24/7
• Immediate confirmation
• Automatic email receipt with reference number
• Can save and return to incomplete forms
• Most straightforward method

Option 2: Telephone reporting

Call: 0345 300 9923

• Available Monday to Friday, 8:30am - 5pm
• Useful for urgent reports outside online working hours
• Speak directly to HSE staff
• Still need to submit written report afterward

Step 3: Gather the information you'll need

Before starting the online report, collect:

About the person affected:

• Full name
• Date of birth or age
• Gender
• Home address and postcode
• Occupation and job title
• Nature of employment (employee, self-employed, member of public, etc.)

About your organization:

• Your business name
• Business address and postcode
• Contact telephone number
• Type of business/industry
• Your name and job title
• Your contact details

About the incident:

• Date and time it occurred
• Location (specific as possible - which building, floor, area)
• What activity was being carried out
• What happened (clear, factual description)
• How it happened
• Any equipment or substances involved

About the injury:

• Part of body injured
• Nature of injury (fracture, burn, amputation, etc.)
• Whether the person is still in hospital
• Whether the person has died

Step 4: Complete the online form

The HSE online form is structured and straightforward:

Section 1: About you (the reporter)

• Your details as the person making the report
• Your relationship to the incident

Section 2: About your organisation

• Business name, address, type
• Contact information

Section 3: About the incident

• Date, time, location
• Type of reportable incident

Section 4: About the injured or affected person

• Personal details
• Employment status
• Injury details

Section 5: Describing the incident

• Free text description of what happened
• Equipment or substances involved
• Circumstances leading to incident

Section 6: Actions taken

• Immediate actions following incident
• Any ongoing concerns

Tips for completing the form:

• Be factual and objective
• Use clear, simple language
• Don't speculate about causes (investigation may not be complete)
• Include relevant detail but don't write an essay
• Stick to what you know, not what you assume

Step 5: Submit and save confirmation

After submitting:

• You'll receive an on-screen confirmation with a case reference number
• An email confirmation will be sent to the address you provided
• Save this reference number - you'll need it for any future correspondence
• Print or save a copy of the confirmation
• File it with your accident records

Reporting over-7-day injuries

If someone is off work for more than 7 consecutive days as a result of a workplace injury, you must report it within 15 days of the accident.

Understanding the 7-day rule

What counts as "off work":

• Days the person would normally have worked
• Unable to perform their normal duties (even if doing light work)
• Don't count the day of the accident itself
• Do count weekends and holidays if they would normally have worked those days

Examples:

Example 1: Employee injured Monday, returns to work the following Tuesday

• Monday (accident day) - Don't count
• Tuesday-Sunday (6 days) - No report needed (under 7 days)

Example 2: Employee injured Monday, still off work following Monday

• Monday (accident day) - Don't count
• Tuesday-Monday (7 days) - Reportable

Example 3: Employee injured Friday, works Monday-Friday pattern, still off second Friday

• Friday (accident day) - Don't count
• Monday-Friday (5 working days, but 7 calendar days) - Count from Saturday onwards
• Second Friday (7+ days off) - Reportable

When to report

Deadline: Within 15 days of the accident (not 15 days from when they reach 7 days off work).

Practical approach:

• Keep track of all accidents causing time off work
• Monitor when someone reaches 7 consecutive days off
• Submit report as soon as you know they'll be off for 7+ days
• Don't wait until the 15-day deadline

How to report over-7-day injuries

Over-7-day injuries are reported online only (not by telephone).

Process:

1. Go to www.hse.gov.uk/riddor/report.htm↗
2. Select "Over-7-day injury"
3. Complete the online form with same information as immediate reports
4. Specify number of days off work
5. Submit and save confirmation

Additional information needed:

• How many days the person has been or is expected to be off work
• Whether they've returned to work or are still off
• Whether they're receiving medical treatment

Over-3-day injuries: Recording only

Important change from old regulations:

Before 2012, injuries causing over 3 days off work had to be reported. Under current RIDDOR 2013, you only report over-7-day injuries.

However: You must still record all accidents causing over 3 days off work in your accident book and retain those records for at least 3 years.

Dangerous occurrences and diseases

Beyond injuries, RIDDOR requires reporting of certain dangerous occurrences (near-misses) and occupational diseases.

Dangerous occurrences

These are specific near-miss events that could have resulted in serious injury, even if no one was actually hurt.

Common examples:

• Collapse, overturning or failure of load-bearing parts of lifts and lifting equipment
• Explosion, collapse or bursting of any closed vessel or pipeline
• Electrical short circuit or overload causing fire and resulting in stoppage of work for more than 24 hours
• Accidental release of flammable or toxic substances
• Collapse of scaffolding over 5 metres high
• Train collisions
• Dangerous occurrences in mines, quarries, and offshore operations (specific lists apply)

Full list available at: www.hse.gov.uk/riddor/dangerous-occurrences.htm↗

How to report:

• Report immediately (same as deaths and specified injuries)
• Use online reporting form
• Select "Dangerous occurrence" and specify which type
• Describe what happened and potential consequences

Occupational diseases

If a doctor notifies you that an employee has been diagnosed with a reportable work-related disease, you must report it to HSE.

Common reportable diseases:

• Carpal tunnel syndrome
• Severe cramp of hand or forearm (from repetitive movements)
• Occupational dermatitis
• Hand-arm vibration syndrome
• Occupational asthma
• Tendonitis or tenosynovitis in hand or forearm
• Any occupational cancer
• Disease attributed to biological agent
• Certain infections (legionella, hepatitis, tuberculosis in specific circumstances)

Requirements for reporting:

• Must be diagnosed by a doctor
• Must be on the list of reportable diseases
• Must be linked to work activities

How to report:

• Report as soon as you receive diagnosis notification
• Use online reporting form
• Select "Occupational disease"
• Specify which disease from the list
• Describe work activities that caused or contributed to disease
• Provide medical diagnosis information

Common RIDDOR reporting mistakes

Avoid these frequent errors that can lead to non-compliance.

Mistake 1: Waiting until investigation is complete

Problem: Employers delay reporting until they've fully investigated and established root causes.

Correct approach: Report immediately based on what you know. You can provide additional information later. HSE doesn't expect a complete investigation at the time of reporting.

Mistake 2: Assuming someone else has reported

Problem: On sites with multiple contractors or duty holders, everyone assumes someone else made the report.

Correct approach: If you have a duty to report (as employer, principal contractor, or premises controller), make the report yourself. Multiple reports of the same incident are fine; missing reports are not.

Mistake 3: Not reporting because the person went to hospital

Problem: Thinking that because the person received medical treatment, that's sufficient and no report is needed.

Correct approach: Medical treatment doesn't replace RIDDOR reporting. If the injury meets RIDDOR criteria, report it regardless of whether the person went to hospital.

Mistake 4: Miscounting the 7-day threshold

Problem: Confusion about whether to count weekends, the accident day, or calendar vs working days.

Correct approach:

• Don't count the day of the accident
• Count consecutive days they would normally work
• If they work Monday-Friday, don't count weekends
• If they work weekends, do count them
• It's 7 consecutive days they would have worked, not 7 working days

Mistake 5: Forgetting about the 15-day deadline

Problem: Realizing someone has been off for 7+ days but submitting the report late or not at all.

Correct approach: Track all injuries causing time off work. Set reminders to check status at day 7. Report within 15 days of the original accident, not within 15 days of reaching the 7-day threshold.

Mistake 6: Not reporting "grey area" incidents

Problem: When unsure if an injury qualifies, deciding not to report "to be safe."

Correct approach: If in doubt, report it. HSE would rather receive an unnecessary report than miss a serious incident. There's no penalty for over-reporting.

Mistake 7: Only reporting injuries to employees

Problem: Not reporting injuries to contractors, self-employed workers, or members of the public.

Correct approach: RIDDOR applies to anyone injured as a result of work activities, not just direct employees. Report injuries to contractors, visitors, and the public if they arise from work activities.

What happens after you report?

Understanding what follows your RIDDOR report helps remove anxiety about the process.

Immediate acknowledgment

Confirmation:

• Online reports receive immediate on-screen confirmation
• Email confirmation sent to provided address
• Case reference number issued
• Keep this reference for future correspondence

No immediate response:

• HSE doesn't acknowledge or respond to every RIDDOR report immediately
• Most reports are logged for statistical purposes and no further action taken
• This doesn't mean HSE isn't interested - they prioritize based on severity and risk

HSE may contact you

In some cases, HSE will follow up:

They might:

• Request additional information
• Ask for copies of your investigation findings
• Want to visit the site to inspect
• Request documentation (risk assessments, training records, maintenance logs)
• Interview witnesses or the injured person

You should:

• Respond promptly to any HSE contact
• Be cooperative and transparent
• Provide requested information in the timeframes given
• Don't hide or destroy evidence
• Seek advice if you're uncertain how to respond

Investigation and enforcement

When HSE investigates:

• They're looking at management systems and controls, not just the incident
• They want to understand what went wrong and why
• They assess whether legal duties were breached
• They consider whether enforcement action is needed

Possible outcomes:

• No further action (most common)
• Advice and recommendations for improvement
• Improvement notice (requiring specific actions by specific date)
• Prohibition notice (stopping dangerous work immediately)
• Prosecution (for serious breaches)

Using RIDDOR data

HSE uses RIDDOR reports for:

• National statistics - Understanding workplace injury trends across industries
• Targeting resources - Identifying high-risk sectors and activities
• Developing guidance - Creating industry-specific safety advice
• Enforcement strategy - Focusing inspections where risks are highest
• Research - Understanding causes and prevention of workplace harm

Your report contributes to this wider picture even if HSE doesn't directly contact you.

Record keeping and RIDDOR

Reporting to HSE is only part of your obligations. You must also maintain internal records.

What to keep

RIDDOR records:

• Copy of the report submitted to HSE
• HSE confirmation email with reference number
• Any correspondence with HSE about the incident
• Your internal investigation report
• Evidence gathered (photos, statements, CCTV)
• Details of corrective actions taken

Accident book entries:

• All accidents (not just RIDDOR-reportable ones)
• Details of incident, injury, and treatment
• Signed by injured person if possible

Retention period:

• RIDDOR records: Keep indefinitely (recommended)
• Accident book: Minimum 3 years from date of incident
• Investigation reports: Indefinitely (recommended)

Why records matter

Good records are essential for:

• Legal defense - Contemporary evidence if claims are made years later
• Insurance claims - Claims handlers need detailed information
• Trend analysis - Identifying patterns and recurring problems
• Compliance demonstration - Showing HSE you take incidents seriously
• Learning - Future training and improvements
• Management oversight - Monitoring health and safety performance

Multiple party reporting scenarios

Some situations involve multiple duty holders who may all need to report.

Construction sites

Multiple reporters may include:

• Principal contractor (for workers they employ or control)
• Subcontractors (for their own workers)
• Client (for incidents arising from premises condition)

Approach: Each duty holder with a reporting obligation should report. HSE prefers multiple reports to missed reports.

Shared workplaces

Example: Injury in a shopping center involving mall employee

• Mall management (premises control)
• Employer of injured person
• Tenant if incident arose from their activities

Approach: Report if you have control over the circumstances that led to the incident or if the injured person is under your employment.

Self-employed and contractors

Self-employed person injured on client's premises:

• The self-employed person reports their own injury
• The client may also need to report if the injury arose from premises condition or work they controlled

Contractor injured:

• Their employer reports
• Principal contractor may also report
• Client may report if arising from premises

Frequently asked questions

Next steps

Ensure your RIDDOR compliance:

1. Check you understand what's reportable

   • What is RIDDOR? →
   • Reportable injuries explained →

2. Make sure you can identify reportable incidents

   • Do I need to report this? →

3. Set up systems for tracking and reporting

   • Maintain comprehensive accident book
   • Create triggers for RIDDOR assessment
   • Set reminders for monitoring over-7-day injuries
   • Train managers on RIDDOR requirements

4. Bookmark the HSE reporting page

   • www.hse.gov.uk/riddor/report.htm↗

Related articles:

• What is RIDDOR?
• Understanding reportable injuries
• Do I need to report this incident?

Useful tools:

• Responsibility Checker
• RIDDOR Checker

External resources:

• HSE RIDDOR reporting page↗
• HSE RIDDOR guidance↗
• List of specified injuries↗
• List of reportable diseases↗
• List of dangerous occurrences↗