The importance of recording accidents at work

Nobody wants to think about accidents happening on their watch. But the reality is, even with the most robust health and safety procedures in the world, you can’t prevent 100% of workplace accidents.

Sometimes, things go wrong. And when they do, the most important thing isn’t pointing fingers — it’s knowing what to do to stop it happening again.

Whether you’re a seasoned business owner or new to managing a team, navigating the aftermath of an incident can be stressful. We’ll walk you through common examples of workplace accidents to look out for, exactly how to report an accident, and the practical steps you can take to keep your people safe in the future.

Contents

1. What are workplace accidents?
2. When do workplace accidents need to be reported?
3. Top five most common non-fatal accidents in the workplace
4. Who is responsible for reporting accidents at work?
5. Why is it important to report an accident at work?
6. Five-step accident reporting procedure in the workplace
7. What evidence should be included in an accident report?
8. What happens if you don’t report a workplace accident?
9. How to prevent accidents in the workplace

What are workplace accidents?

A workplace accident is any unintended event during the workday that leads to injury or illness. It doesn’t necessarily have to happen inside your office or factory walls — it also counts if it happens while an employee is doing their job elsewhere (including when driving on business or working from home).

These accidents can range from minor injuries, like small cuts or bruises, to severe incidents (major injuries or “dangerous occurrences”, like a gas leak). While not every bump or scrape needs a formal investigation, understanding what counts as an accident is the first step in keeping your team safe.

 

When do workplace accidents need to be reported?

First things first: do you need to report everything that happens? The short answer is: not always, but you do still need to record them. While you should keep a record of all workplace injuries in your business’ accident book, not every scratch needs to be reported to the Health and Safety Executive (HSE).

RIDDOR requirements

This is where the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) comes in. This law decides which serious incidents you legally have to report to the authorities and which are covered by a few sentences in your accident logbook.

To help you understand when to notify the HSE, here are some common injuries and accidents that you need to report:

• Fatal accidents — When the unthinkable happens, any employee death resulting from a work-related accident has to be reported.
• Specified injuries — This includes serious issues like fractures (other than to fingers, thumbs, or toes), amputations, or loss of sight.
• Injuries requiring hospitalisation — If a worker is taken directly to the hospital for treatment.
• Occupational diseases — Certain work-related illnesses, like carpal tunnel syndrome or occupational dermatitis, need to be reported.
• Dangerous occurrences — These are “near misses” that could’ve caused an injury, like a gas leak or a scaffold collapse.
• Over-seven-day incapacitation — You’ll need to submit a report if an employee is away from work or unable to do their normal duties for more than seven days (not counting the day of the accident).
  

Top five most common non-fatal accidents in the workplace

While all businesses like to think their workplaces are relatively low-risk, the statistics tell a different story.

In 2024/25, an estimated 680,000 workers sustained a non-fatal work-related injury, and 59,219 non-fatal injuries were formally reported under RIDDOR. Knowing what to look out for is half the battle in helping you avoid serious incidents.

Here are the five most common accidents in the workplace to keep on your radar:

1. Trips and falls

Slips and trips are the most common cause of non-fatal injuries in the UK, with over 10,000 people each year experiencing a misstep.

Whether it’s a wet floor in a kitchen, a trailing cable in an office, or uneven paving on a construction site, these hazards are everywhere. The good news is they’re usually preventable with good housekeeping.

2. Handling, lifting or carrying

Lifting, carrying, pushing, or pulling heavy loads is a leading cause of musculoskeletal disorders.

It’s easy to hurt your back by lifting a box incorrectly or repeatedly bending with bad posture. Training staff in safe lifting techniques is vital, so make sure you’re up to speed with manual handling regulations.

3. Struck by a moving object

This covers a wide range of incidents, from a box falling off a high shelf in a warehouse to a tool dropped from scaffolding. These accidents can cause serious injuries, which is why proper storage solutions and wearing hard hats in designated zones are essential.

4. Acts of violence

It’s a sobering thought, but acts of violence are the fourth most common cause of reported workplace injuries, accounting for 10% of the total. In a professional setting, this isn’t just about physical altercations; it includes any incident where a staff member is abused, threatened, or assaulted. 

This is particularly relevant in sectors like healthcare or retail, where employees might deal with vulnerable people or high-pressure situations. To keep your team safe, it’s vital to have clear reporting procedures and a solid policy that makes it clear that it’s not just part of the job.

5. Falls from a height

Falls from height are unfortunately one of the biggest causes of fatal accidents in the workplace, which leads to 35 workplace deaths each year. This isn’t just about working on roofs or scaffolding; it includes falling from ladders, through fragile surfaces, or from loading docks.

Who is responsible for reporting accidents at work?

So, an accident has happened. Who needs to take action? Reporting accidents at work usually falls to the ‘responsible person’, who has to be someone competent enough to do so.

To make it easier to figure out who should be hitting ‘send’ on that report, here’s a quick look at what a responsible person is and isn’t:

A responsible person is:

• The employer: If the person injured is one of your employees, the buck stops with you.
• A person in control of the premises: If you’re in charge of the building where the accident happened (even if the person doesn’t work for you), you’re the one who needs to report it.
• A self-employed person: If you’re working for yourself and have a reportable accident, you’re responsible for reporting your own injury.

A responsible person isn’t:

• The injured employee: Unless they’re self-employed, it’s not their job to report their own accident to the HSE.
• A witness or member of the public: While they should definitely let you know what they saw, they shouldn’t be the ones making the formal report.

In a small business, this role usually sits with the business owner, but you can also delegate it to a manager or a dedicated Health & Safety lead — just make sure they’ve got the training and the confidence to get it right.

 

Why is it important to report an accident at work?

We know that, when an accident happens, your first instinct is to look after the injured person, not fill out forms. But reporting isn’t just red tape; it also serves four vital purposes:

1. It improves safety in the workplace — The main reason to record accidents at work is to improve safety. When an accident takes place, it’s crucial to understand how and why it happened, which means you can take steps to make sure it doesn’t happen again.
2. It’s a legal responsibility — This goes without saying, but complying with the law is non-negotiable. According to RIDDOR, a ‘responsible person’ has to report specific workplace accidents to the HSE. Plus, if you have more than 10 employees, you’re also required to keep an accident book under the social security law.
3. It protects your business — Recording accidents properly can protect your business in legal situations. For example, when dealing with insurance claims, a well-documented history of accident reports shows your commitment to safety, which can help claims be processed more smoothly.
4. It protects your employees — When employees are injured, they might be able to seek compensation. Properly documented accident records are invaluable evidence in these cases, helping make sure your employees receive the support they deserve.

Don’t forget near misses: A near miss is an incident that could’ve caused injury but didn’t (like a hammer falling off a ladder but missing the person below). Reporting these helps you spot hazards before someone actually gets hurt.

 

Five-step accident reporting procedure in the workplace

When stress levels are high, having a clear accident reporting procedure is a lifesaver. Here’s a simple five-step process to follow to make sure you tick all the right boxes:

1. Log the accident

The first step is to log the incident in your accident report book. If you don’t already have one, you need to set one up (if you’re a Citation client, you’ll have a template available in our Atlas platform).

You should record:

• The name, gender, date of birth, and job title of the injured party.
• The date the accident happened and the date it was reported.
• The name and job title of the person logging the accident.
• Whether the injured party is an expectant mother or a minor.

Update this as soon as possible after the event.

2. Carry out a formal investigation

This sounds daunting, but it’s just about gathering the facts. You need to collect witness statements, take photographs of the scene, and create a diagram of what happened. You’re trying to build a clear picture of the event.

3. Follow RIDDOR procedures (if relevant)

This step involves deciding whether the accident needs to be escalated to the HSE.

• If you’re a Citation client: Give our advice line a call. Our consultants will tell you if it’s RIDDOR-reportable and guide you on how to approach the HSE.
• If you’re not: You need to research whether the accident is reportable via the HSE website. It’s important to get this right, as reporting something that doesn’t have to be can trigger unnecessary investigations.

4. Fill in your forms

If the accident is reportable, you’ll need to complete an online form for the HSE’s RIDDOR database. There are specific reports for injuries, diseases, dangerous occurrences, and gas incidents, which you can find here.

Make sure you choose the right reporting option. RIDDOR works on the basis of one report per event, rather than one per reportable issue, so you might need to submit multiple forms depending on what happened.

5. Review your risk assessments

Finally, use the incident as a learning opportunity. Take a look at your relevant risk assessments and health and safety policies to identify any gaps that can help prevent similar accidents from repeating themselves.

 

What evidence should be included in an accident report?

Gathering evidence might be the last thing on your mind when you’re dealing with an injured colleague, but it’s essential to help protect your business against fines and legal claims later on.

Here’s the evidence you should try to gather:

Photograph the area

Snap photos of where the accident happened immediately, before anything’s moved or cleaned up. If the weather contributed (like rain causing a slip), get photos of that, too. It’s also worth taking a screenshot of the weather report for that day.

Take notes about the equipment

If machinery or equipment was involved (ranging anywhere from a toaster to a forklift), take pictures of it, even if it doesn’t look damaged.

Record the people involved

This might feel awkward, but if possible, take a picture of the injury itself so there’s a clear paper trail of how serious it is. This protects you if the degree of injury is exaggerated later, and also helps the employee with any compensation claims. If the employee refuses the photo, don’t force it — simply make a note of their refusal in your records.

Take witness statements

It’s important that any claims aren’t your word against theirs. Get written, signed statements from anyone who saw the accident — including employees, visitors, or contractors.

Create storyboards

Next, you should draw a storyboard of what happened. There’s no need to create a masterpiece; stickmen will do the job just fine. In the storyboard, you should include rough measurements of the area and equipment involved in the accident.

This storyboard should also be supported by a complete description of the chain of events and, if the person putting the storyboard together wasn’t present, should be based on the contents of the witness’s statements rather than the injured party’s recollection of events.

Collect official records

If police or paramedics attended the scene, get statements or reference numbers from them.

Record details like:

• Did the employee go to the hospital?
• If so, what medical treatment did they receive?
• Who administered the treatment?
• Who took them to the hospital?

Gather your policy documents

Gather up your existing risk assessments, method statements, and training records. This shows that you had safe systems in place and that the employee had been trained on them.

 

What happens if you don’t report a workplace accident?

When you’re busy running a business, paperwork can sometimes slip through the cracks. But failing to report accidents can have serious knock-on effects, including:

• Financial & legal consequences — You could face compensation costs, fines, and legal action, which could hurt your profitability and reputation.
• Health & Safety risks — If you don’t report it, you might not investigate it properly. That means the root cause hasn’t been addressed and is likely to cause harm to someone else.
• Employee trust — If your team feels you don’t care about their safety, morale plummets. This leads to lower productivity and a disengaged workforce with higher turnover.

How to prevent accidents in the workplace

The best way to handle an accident is to stop it from happening in the first place. While you can’t eliminate risk entirely, you can manage it. Here are some simple ways to reduce the risk of workplace accidents:

• Conduct risk assessments to find hazards before they become accidents.
• Make sure you have regular inspections and consult with workers.
• Keep up with training and make sure everyone knows how to work safely.
• Maintain equipment. Don’t let faulty kit become a danger.
• Keep all walkways clear and mop up any spills quickly.
• Create a safety culture that encourages staff to report near misses.

Get peace of mind with Citation

Staying compliant with health & safety regulations can feel like a full-time job by itself. If you’re worried about whether your accident reporting is up to scratch, or if you just want the confidence that you’re doing everything right, we’re here to help.

From our 24/7 health and safety advice line to helping you create risk assessment policies and fill out RIDDOR reports, we act as your partner in compliance.

Ready to make your workplace safer? Contact us today to see how we can support your business.