Reporting Accidents and Near Misses Under RIDDOR

Why RIDDOR Matters to Your Small Business

As a small business owner, you juggle a hundred tasks. Health and safety can feel like one more thing on the list. But RIDDOR – the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 – is not about creating paperwork for its own sake. It is about learning from incidents so they don't happen again, and about meeting your legal duties. The good news is that the rules are straightforward once you know the basics. This guide walks you through what to report, who must do it, and how to keep records that satisfy any enforcing authority.

Which Incidents Must Be Reported?

Not every bump or bruise needs a formal report. RIDDOR requires you to report certain serious incidents to the enforcing authority – usually the Health and Safety Executive (HSE) or your local council. The main categories are:

• Deaths – any death of a worker or non-worker caused by a work-related accident.
• Specified injuries – including fractures (other than fingers, thumbs, toes), amputations, crush injuries, burns covering more than 10% of the body, scalping, and loss of consciousness from head injury or asphyxia.
• Over-7-day injuries – where an employee is unable to do their normal work for more than seven consecutive days (not counting the day of the accident).
• Injuries to non-workers – where a member of the public or a visitor is taken to hospital for treatment.
• Dangerous occurrences – near misses with high potential for serious harm, such as the collapse of scaffolding, an explosion, or an electrical short circuit causing a fire.
• Occupational diseases – certain conditions linked to work, like carpal tunnel syndrome, dermatitis, or hand-arm vibration syndrome.
• Gas incidents – where a gas appliance or fitting causes death or injury, or is found to be dangerous.

Near misses that don't fall into the dangerous occurrence list are not reportable under RIDDOR, but you should still record them internally. They are free lessons.

Who Is Responsible for Reporting?

The responsible person is usually the employer. If you are self-employed and your work could pose a risk to others, you are responsible. If you control premises, you may also have duties. In a small business, this often falls to the owner or a nominated manager. You can delegate the task, but the legal responsibility stays with you. Do not wait for someone else to do it.

Timescales matter. For deaths and specified injuries, report without delay – by phone if necessary – and follow up with a written report within 10 days. For over-7-day injuries, you have 15 days from the accident. For dangerous occurrences, report without delay. For occupational diseases, report as soon as you receive a written diagnosis from a doctor. If you are unsure, report it. It is better to over-report than to face a fine.

How to Report an Incident

Most reports are made through the HSE's online reporting system. You will need details such as the date, time and location of the incident; the name and job of the injured person; a description of what happened; and any witnesses. Keep your description factual and avoid speculation. If the incident is serious, you can report by phone first and complete the written form later. Never delay reporting because you are still investigating. The two tasks run side by side.

Keeping Clear Records for the Enforcing Authority

Even if an incident is not reportable, you must record it. An accident book is a simple and effective tool. For RIDDOR purposes, you must keep records of reportable incidents for at least three years. But good practice is to keep all accident and near-miss records for the same period, or longer if your insurer advises.

Your records should include:

• The date, time and place of the incident.
• The name and role of the person affected.
• A clear description of what happened and any injury.
• What treatment was given and whether they went to hospital.
• Names of witnesses and any immediate actions taken.
• For near misses, what could have happened and what you changed as a result.

Store records securely and comply with data protection rules. Clear records show an inspector that you take safety seriously. They also help you spot patterns – maybe the same slip hazard keeps appearing, or a particular machine needs better guarding.

Near Misses: Your Early Warning System

Near misses are incidents that could have caused harm but didn't. They are not usually reportable under RIDDOR unless they are a dangerous occurrence. But they are incredibly valuable. Encourage your team to report them without fear of blame. A simple notebook, a whiteboard, or a short online form can work. When a near miss is reported, ask: what caused it, and what can we change? Share the lesson with everyone. Over time, this habit will prevent real accidents and keep your business running smoothly.

Making RIDDOR Part of Your Routine

You don't need a complex system. Train your staff on what to report and how. Display a simple reporting procedure where everyone can see it. Nominate a responsible person and a backup. Review your accident and near-miss records every month or quarter. If you are ever unsure whether an incident is reportable, check the HSE website or call your enforcing authority – they are there to help, not to catch you out. By treating reporting as a normal part of business, you protect your people, your reputation and your peace of mind.