Workplace accidents are an unfortunate reality. Even with the most robust Risk Assessments and Method Statements (RAMS) in place, incidents can still occur. When they do, knowing exactly how and when to report them is a critical legal requirement for UK employers.
This brings us to RIDDOR, an acronym that frequently causes confusion and anxiety for business owners, site managers, and HR departments.
Failing to report a serious accident to the authorities can lead to severe financial penalties, uninsurable liabilities, and criminal prosecution. In this comprehensive guide, we demystify the legislation, explain exactly who is responsible for reporting, and provide a clear checklist of what injuries, diseases, and “near misses” you must report to stay compliant with UK law.
What Does RIDDOR Stand For?
RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.
It is a statutory piece of UK health and safety legislation that places a strict legal duty on employers, the self-employed, and people in control of work premises (often referred to as the “Responsible Person”) to report certain serious workplace accidents, occupational diseases, and specified dangerous occurrences directly to the Health and Safety Executive (HSE).
The data collected through RIDDOR allows the HSE and local authorities to identify where and how occupational risks arise, enabling them to investigate serious incidents, spot industry-wide trends, and advise on preventative actions.
Who is Responsible for RIDDOR Reporting?
Only the “Responsible Person” should submit a RIDDOR report. This includes:
- Employers: You must report any work-related reportable incidents involving your employees.
- People in control of premises: If you manage or own a commercial building, you must report incidents involving members of the public or self-employed people on your premises.
- The Self-Employed: If you are working on a client’s premises and suffer a specified injury, the person in control of the premises should report it. If you are working on your own premises, you or someone acting on your behalf must report it.
(Note: Employees and members of the public do not have a legal responsibility to report incidents under RIDDOR, though they should report them internally to their employer immediately).
What Must Be Reported Under RIDDOR? (The Checklist)
Not every minor scrape or bruise requires a report to the HSE. However, you must report the following specific categories of incidents if they are deemed “work-related”:
1. Deaths (Fatalities)
All deaths of workers and non-workers (except suicides) that arise from a work-related accident, including physical violence to a worker, must be reported immediately.
2. Specified Major Injuries to Workers
The HSE maintains a strict list of “Specified Injuries.” If a worker suffers any of the following, it must be reported:
- Fractures, other than to fingers, thumbs, and toes.
- Amputations of an arm, hand, finger, thumb, leg, foot, or toe.
- Any injury likely to lead to permanent loss of sight or reduction in sight.
- Any crush injury to the head or torso causing damage to the brain or internal organs.
- Serious burns (including scalding) covering more than 10% of the body, or causing significant damage to the eyes or respiratory system.
- Any scalping requiring hospital treatment.
- Any loss of consciousness caused by head injury or asphyxia.
3. Over-Seven-Day Incapacitation of a Worker
This is one of the most misunderstood rules. If an employee is injured at work and is away from work, or unable to perform their normal work duties, for more than seven consecutive days as a result of the injury, it must be reported. (Note: This seven-day period does not include the day of the accident, but does include weekends and rest days).
4. Injuries to Non-Workers (Members of the Public)
If a member of the public or a customer is injured on your premises and is taken directly from the scene of the accident to a hospital for treatment, you must report it.
5. Occupational Diseases
Employers must report diagnoses of certain occupational diseases, provided they are likely to have been caused or made worse by their current work. These include:
- Carpal Tunnel Syndrome or severe cramp of the hand/forearm.
- Occupational dermatitis.
- Hand-arm vibration syndrome (HAVS).
- Occupational asthma.
- Any occupational cancer or disease linked to occupational exposure to a biological agent (such as asbestos-related mesothelioma).
6. Dangerous Occurrences (Near Misses)
Dangerous occurrences are specified “near-miss” events that had the potential to cause significant harm, even if no one was actually injured. Common examples include:
- The collapse, overturning, or failure of load-bearing parts of lifting equipment.
- The accidental release of any substance that could cause injury (e.g., a toxic chemical spill).
- Electrical short circuits causing a fire or explosion.
- The collapse or partial collapse of a scaffold over 5 metres high. (To prevent this, ensure your staff understand the difference between risk assessments and method statements for high-risk work).
What NOT to Report Under RIDDOR
To prevent the HSE from being overwhelmed, it is equally important to know what not to report. You do not need to report:
- Accidents that happen while commuting to or from work (unless it involves a work-driven vehicle under specific circumstances).
- Injuries to members of the public that result from a pre-existing medical condition (e.g., a customer fainting purely due to illness and hitting their head, rather than tripping over a hazard).
- Minor cuts, bruises, or sprains that do not incapacitate the worker for more than seven days.
The 3-Day vs 7-Day Rule: Accident Books and GDPR
While you only need to report an injury to the HSE if it incapacitates a worker for more than seven days, you are legally required to keep an internal record of the accident if the worker is incapacitated for more than three consecutive days.
The easiest and most legally compliant way to do this is by ensuring your workplace has an official Accident Book. Under the Social Security (Claims and Payments) Regulations 1979, having an accident book is mandatory for any premises with 10 or more employees.
A Note on GDPR: Because accident books contain sensitive medical data, old-style books where everyone could see previous entries are no longer compliant. You must use GDPR-compliant accident books where individual record pages can be torn out and stored securely.
When an accident occurs, you must record it, administer aid using your First Aid Kits, and urgently review your risk assessments to prevent it from happening again.
How and When to Report to the HSE
Time is of the essence when dealing with RIDDOR.
- For fatalities, specified major injuries, and dangerous occurrences: You must notify the enforcing authority by the quickest practicable means (usually via the official online portal or by phone) without delay, and submit a full report within 10 days.
- For over-seven-day injuries: You must submit the online report within 15 days of the accident occurring.
- For occupational diseases: A report must be submitted as soon as the responsible person receives a written diagnosis from a doctor.
What Are the Penalties for Non-Compliance?
Failing to report a RIDDOR-reportable incident is a criminal offence. If the HSE discovers an employer has failed in their reporting duties, the consequences are severe:
- Fee for Intervention (FFI): If an HSE inspector identifies a material breach of the law, you will have to pay for the time it takes them to identify the breach and help you put it right under the Fee for Intervention scheme.
- Prosecution: Severe breaches can result in unlimited corporate fines and custodial sentences for company directors.
How Safety Services Direct Can Help
Navigating the complexities of health and safety legislation can be overwhelming for busy employers. If you are unsure whether an incident meets the RIDDOR criteria, guessing is not an option.
Our Health and Safety Advisory Service (SAS) provides you with direct, unlimited access to highly experienced health and safety consultants. We act as your legally required competent person, guiding you through accident investigations, assisting with HSE reporting, and ensuring your documentation is airtight.
Furthermore, you can actively prevent workplace accidents by ensuring your management team is fully trained. Explore our comprehensive range of Online Health and Safety Courses to empower your staff to identify hazards before they ever turn into reportable incidents.
Promoting a Culture of Safety
In summary, RIDDOR is not just a bureaucratic exercise; it is a vital legal framework designed to monitor and improve workplace safety across the UK. By understanding exactly what constitutes a specified injury, a dangerous occurrence, or an over-seven-day absence, you can confidently fulfil your legal duties as an employer. Always remember that keeping meticulous records and reporting severe incidents to the HSE promptly not only shields your business from massive legal fines but ultimately helps to prevent future tragedies, ensuring your workforce returns home safely every single day.
