RIDDOR Reporting for UK Employers: 7 Reportable Incidents

Under RIDDOR, the “responsible person” (typically the employer or whoever controls the premises) must report work-related deaths, specified injuries, over-7-day incapacitation, certain non-worker hospitalisations, occupational diseases and dangerous occurrences. Reports must go to the HSE without delay, with strict follow-up deadlines, using the online forms or the incident telephone line for fatal and specified injuries.

TL;DR:

• Record injuries that keep workers off normal duties beyond 3 days; report only when incapacity exceeds 7 consecutive days, counting weekends but not the accident day.
• Employers report employee incidents; site controllers handle visitors and often contractors, while workers and the public must notify the responsible person, not file reports themselves.
• Fatal or specified injury reports are due within 10 days; reports for incapacity beyond 7 days are due within 15 days of the accident.
• Public road collisions generally fall under traffic law, while crashes arising from work on private premises you control may be reportable under RIDDOR.
• Keep the report and evidence for at least 3 years, and download the PDF immediately because the system neither emails nor lets you retrieve it later.

Table of Contents

• What incidents are reportable under RIDDOR
• Who must report under RIDDOR and typical workplace scenarios
• How to make a RIDDOR report and the statutory deadlines
• Common confusions employers get wrong
• Record-keeping and next steps after reporting
• A practical view on staying ahead of RIDDOR
• Keeping your RIDDOR records organised with Gribit
• FAQ
• Sources

What incidents are reportable under RIDDOR

RIDDOR groups reportable incidents into distinct categories, and knowing which one applies determines your deadline and your form.

• Death arising from a work-related accident, reportable regardless of how long after the incident it occurs.
• Specified injuries to workers, including fractures (other than to fingers, thumbs or toes), amputations, loss of sight, serious burns, scalping, unconsciousness caused by head injury or asphyxia, and injuries from working in an enclosed space, as listed by HSE.
• Incapacitation lasting more than 7 consecutive days, excluding the day of the accident but including weekends.
• Hospital treatment for a non-worker (a member of the public or a customer) following a work-related accident on your premises.
• Occupational diseases confirmed by a doctor, such as certain lung conditions, skin disease or hand-arm vibration syndrome.
• Dangerous occurrences: near-miss events with the potential to cause serious harm, even when nobody was hurt.
• Specified gas incidents, including those linked to faulty gas appliances or fittings.

There is an important distinction between recording and reporting. Any injury that keeps someone off normal duties for more than 3 days must be logged in your accident book, but only incapacitation beyond 7 days triggers a formal RIDDOR report within 15 days. Mixing these two thresholds up is one of the most common employer errors.

Who must report under RIDDOR and typical workplace scenarios

The legal duty sits with the “responsible person”, a role HSE defines clearly rather than leaving open to interpretation.

1. Employers report incidents involving their own employees, wherever those employees are working.
2. Self-employed people must report incidents affecting themselves or others arising from their work activity.
3. Whoever controls the premises reports incidents involving visitors, customers or members of the public, and often takes responsibility when contractors are injured on site, since the host usually holds the clearer picture of how the work was organised.
4. Employees and members of the public should never submit a RIDDOR report themselves. Their job is to notify the responsible person promptly, who then makes the legal determination.

The practical fix for most confusion is simple: name the responsible person in writing within your incident procedure, so nobody wastes time working out who should act when something goes wrong.

How to make a RIDDOR report and the statutory deadlines

Reporting routes vary slightly depending on severity and sector. For most incidents, you submit through the HSE’s online forms. Fatal accidents and specified injuries can also be reported by phone on 0345 300 9923. Sector-specific incidents go through separate channels, including ROGI for offshore and pipeline work, the Office for Nuclear Regulation for nuclear sites, and HSE Northern Ireland’s own process for employers operating there.

• Notify without delay for deaths, specified injuries and dangerous occurrences.
• Submit the full report within 10 days of a fatal or specified injury.
• Submit within 15 days for incapacitation lasting more than 7 consecutive days.
• Report an occupational disease as soon as you receive written diagnosis.

The 15-day deadline for over-7-day incapacitation reports runs from the date of the accident, with the 7-day count excluding the accident day itself but including weekends. That detail catches out employers who assume only working days count.

Before you start the form, gather the injured person’s details, the time and location of the incident, what happened, and any immediate corrective action taken. The online system has been modernised, but it no longer sends an automatic confirmation email: you must download the PDF at the “Thank you” screen the moment you submit, because there’s no way to retrieve it afterwards.

Common confusions employers get wrong

A few recurring scenarios trip up even experienced managers, so it helps to work through them directly.

• A road accident on a public road is usually covered by road traffic law rather than RIDDOR, but a similar incident on a private site, such as a warehouse yard or farm track, can be reportable because the employer controls the conditions there.
• A customer taken to hospital for treatment following an accident on your premises is reportable, even if a colleague or family member drives them rather than an ambulance.
• A precautionary hospital visit where no injury is confirmed is not reportable on its own; wait for medical confirmation before deciding.
• A personal dispute between staff that has nothing to do with the work itself generally falls outside RIDDOR, unlike a violent incident arising from the job.

Pro Tip: When you’re unsure whether something qualifies, write down your reasoning and the decision at the time, then update HSE if new information later confirms the incident was reportable.

Record-keeping and next steps after reporting

Once you’ve reported, the paperwork isn’t finished. HSE’s own guidance on reporting accidents at work sets out what to keep and for how long.

1. Keep the submitted RIDDOR report and all supporting evidence for at least 3 years.
2. Download and store the confirmation PDF the moment you submit, since it isn’t emailed to you automatically.
3. Keep witness statements, photographs of the scene and any investigation notes alongside the report.
4. Run a short internal investigation, preserve physical evidence where safe to do so, and record the corrective actions you take.

A digital logbook that centralises these records, schedules recurring checks and stores certificates in one place removes much of the manual chasing this process otherwise demands, helping transport and delivery businesses maintain UK vehicle operator compliance.

A practical view on staying ahead of RIDDOR

The businesses that handle RIDDOR calmly are rarely the ones with the fewest incidents. They’re the ones with a named responsible person and a simple checklist ready before anything happens. Speed and accuracy matter more than perfection: a report filed on time with clear notes protects you far more than a delayed report you’re still agonising over three days later. Good process doesn’t prevent accidents, but it removes the panic when one occurs, and that’s worth building before you need it.

— Jon

Keeping your RIDDOR records organised with Gribit

Once a report is filed, storing the confirmation PDF, photos and follow-up actions somewhere searchable matters as much as the report itself. Our SITE LOGBOOK ANNUAL PLAN lets you schedule recurring safety checks, store certificates and incident evidence, and set reminders for follow-up actions, all in one place, for £49 per year per site.

This article is general information, not a substitute for advice from a qualified lawyer. Consult a qualified legal professional about your own circumstances before acting on anything here.

FAQ

Which incidents need to be reported under RIDDOR?

Reportable incidents include work-related deaths, specified injuries such as fractures or amputations, incapacitation lasting more than 7 consecutive days, hospital treatment for non-workers, occupational diseases and dangerous occurrences. The HSE’s guidance sets out the full criteria for each category.

What are the four types of incident reports?

RIDDOR groups incidents broadly into fatal or specified injuries, over-7-day incapacitation, dangerous occurrences, and occupational diseases, with non-worker hospitalisation and gas incidents as additional reportable categories. Each type carries its own deadline and reporting route, as set out by HSE.

Are you legally required to report a hit and run?

A road traffic collision on a public road is generally governed by road traffic law rather than RIDDOR, so a hit and run on the public highway is reported to the police rather than HSE. A similar incident on private premises you control may fall under RIDDOR if it’s work-related, so check the circumstances before deciding.

How do I report a health and safety issue in the UK?

For a reportable incident, use the HSE’s online forms or call 0345 300 9923 for fatal and specified injuries. For a general health and safety concern that isn’t a reportable incident, you can raise it with your employer or contact HSE directly for guidance.

How long must I keep RIDDOR records?

Reportable incident records, including the submitted form and supporting evidence, should be kept for at least 3 years, as recommended in HSE’s record-keeping guidance. Keeping digital copies of certificates, witness statements and photos alongside the report makes them easier to retrieve if HSE follows up.