Reporting a RIDDOR – A Plain English Guide

Feeling overwhelmed by regulations and official forms? You’re not alone. Whether you’re a health and safety manager, a busy company director, or someone who’s been asked to handle these reports for the first time, we’ll show you the basics of who needs to report, when it’s required, and the steps you can follow.

In this “plain English guide”, we’ll walk through how RIDDOR reports get filed, who’s in charge of them (ie who should be considered a “responsible person”) and why RIDDORs matter—especially if you’re aiming to avoid headaches down the line.

Many people worry that they’ll miss a detail or fill out the wrong section. By understanding the “who, when, and how” of reporting, you’ll gain clarity and some extra peace of mind. Keep in mind that we’re shedding light on the basics here, and every workplace may have unique considerations to keep in mind.

Disclaimer: Our goal is to provide accessible information about RIDDOR. This isn’t legal advice, and we’re not accountable for any legislative updates or errors. If in doubt, consult a qualified legal professional to address your specific concerns.

Understanding RIDDOR

What is a RIDDOR

RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, and it’s a requirement designed to keep workplaces safer. It was introduced to ensure a systematic approach to reporting workplace incidents, enabling authorities to investigate, learn from accidents, and improve workplace safety by holding employers accountable.

RIDDOR requires responsibility from key figures in any workplace, like employers and individuals managing work premises, to report serious incidents. These include work-related fatalities, specific workplace injuries, diagnosed occupational diseases, and certain dangerous occurrences.

The main goal of RIDDOR reports is to keep the Health and Safety Executive (HSE) and other enforcing bodies informed about significant workplace accidents or incidents. This ensures that everyone follows health and safety laws, and it helps the authorities step in when needed to maintain compliance.

Why RIDDOR Reporting is Important

RIDDOR reporting isn’t just a bureaucratic hurdle; it’s a legal necessity. When work-related accidents, diseases, and dangerous events are promptly reported, it allows authorities like the HSE to step in, pinpoint the causes, and address safety lapses.

This kind of reporting fuels the continuous improvement of safety standards. By providing valuable data, RIDDOR reports help shape stronger health and safety legislation. They also foster an environment where everyone at work is encouraged to be more conscious and proactive about safety, reducing the likelihood of serious incidents.

Legal Implications

Ignoring RIDDOR reporting obligations is a risky move. Failing to report as required can lead to legal repercussions, such as substantial fines or even imprisonment, imposed by local authorities or relevant bodies.

There are also broader legal consequences. If an incident isn’t properly reported and addressed, businesses might face prosecution from workers for compensation claims. Non-compliance with RIDDOR obligations opens the door to significant legal actions, and businesses must show that they are actively working to prevent similar incidents from happening again.

How to Identify Reportable Incidents

Not every workplace mishap requires a RIDDOR report, so how can you tell what qualifies? For an incident to be reportable, it must meet two key criteria: it has to be work-related, and it must involve a fatality, a specified injury, an occupational disease, or a dangerous occurrence. Keeping these categories in mind will help you determine when it’s time to take action.

Differences Between Accidents and Incidents

At first glance, accidents and incidents might seem like the same thing, but they’re not. An accident involves an event that leads to personal injury or property damage, such as a slip on a wet floor that results in a broken arm. Meanwhile, an incident doesn’t necessarily cause immediate harm but can still pose serious risks.

There are two main types of incidents: near misses and dangerous occurrences. A near miss is a close call—something that might have caused harm but didn’t, like a ladder tipping over without hitting anyone. Dangerous occurrences are more serious events that must be reported under RIDDOR, even if they don’t result in injury. For example, a structural collapse or an unintentional explosion would both fall into this category.

For dangerous occurrences, timing is everything—RIDDOR requires these incidents to be reported within 10 days. Identifying and categorising incidents accurately is crucial to staying compliant and keeping workplaces safer for everyone involved.

Fatalities

Reporting fatalities under RIDDOR is a critical responsibility, but what exactly qualifies? First, with the exception of suicides, the death of any individual must be reported if it stems from a work-related accident. This applies to employees, contractors, or even members of the public in workplace settings.

It’s also important to consider delayed fatalities. If someone suffers a reportable injury at work and later dies as a result—provided the death occurs within one year (365 days) of the incident—it must be reported as a work-related fatality. This rule ensures incidents with lasting consequences are fully accounted for.

There’s one exception: the death of a self-employed individual does not need to be reported under RIDDOR if they are working on premises they solely own or occupy. While tragic, such cases fall outside the scope of workplace responsibilities under the regulations. Remembering these distinctions helps ensure fatalities are reported accurately, keeping businesses compliant with the law.

Specified Injuries

Certain injuries to workers or members of the public, deemed severe under RIDDOR, must always be reported. These specified injuries represent incidents with serious consequences for the individuals affected and must be addressed promptly to ensure compliance.

Here’s a breakdown of what qualifies:

• Fractures: Any fracture must be reported, other than those affecting fingers, thumbs, or toes.
• Amputations: This includes the loss of arms, hands, fingers, thumbs, legs, feet, or toes.
• Loss of sight: Permanent loss or significant reduction of vision in one or both eyes is reportable.
• Crush injuries: Injuries to the head or torso that cause internal organ damage or other severe harm.
• Burn injuries: Any burn covering more than 10% of the body’s total surface area or those causing significant organ damage.
• Loss of consciousness: Caused by head injuries or asphyxia (lack of oxygen).
• Scalping injuries: Any injury involving scalping that requires hospital treatment.
• Enclosed space injuries: Injuries sustained while working in enclosed or confined spaces, such as asphyxiation or those resulting from exposure to noxious substances.

What to Do When the Extent of an Injury Is Unclear

Sometimes, you may not know immediately whether an injury qualifies as a specified injury. In such cases, it’s important to notify or update the enforcing authority (such as the HSE) as soon as a specified injury is confirmed. Acting early and following up with accurate details ensures compliance and keeps everyone informed.

Occupational Diseases

Workplace health doesn’t just focus on injuries—it also includes diseases that arise due to specific job activities or conditions. Under RIDDOR, certain occupational diseases must be reported, but only after being diagnosed by a doctor. Employees are required to share the diagnosis in writing with their employer to trigger the reporting process.

Examples of Reportable Diseases:

• Carpal tunnel syndrome: Often linked to repetitive hand or wrist motions.
• Cramp of the hand or forearm: Associated with prolonged repetitive movements.
• Occupational dermatitis: Skin conditions caused by exposure to irritants or allergens.
• Hand-arm vibration syndrome (HAVS): Caused by prolonged use of vibrating tools and machinery.
• Occupational asthma: Triggered by workplace exposure to allergens or harmful substances.
• Tendonitis or tenosynovitis: Inflammations caused by repetitive strain or overuse of tendons.

It’s not only about diagnosing these conditions—employers must also determine if the disease was either caused or worsened by workplace activities. If it was, it becomes a reportable incident under RIDDOR. Recognizing these health issues early and reporting them ensures that necessary preventative measures can be put in place to protect others in the workplace.

Dangerous Occurrences

Dangerous occurrences are serious workplace incidents that, under RIDDOR, must be reported even if they didn’t result in actual injury. These events are considered significant because the risks involved could have led to severe harm—and recognising them helps prevent future hazards.

The official list of reportable dangerous occurrences is found in Schedule 2 of the RIDDOR regulations, which provides clarity on what qualifies.

Examples of Dangerous Occurrences:

• Structural or machinery collapse: This could involve falling cranes, collapsing walls, or other large failures.
• Explosions or bursts: Unintentional explosions, as well as the bursting of pipework, boilers, or sealed vessels.
• Electrical risks: Contact with live overhead power lines or electrical fires/explosions.
• Demolition failures: Unintended structural issues during demolition projects.
• Scaffold collapses: When scaffolding collapses, particularly if it exceeds a set height.
• Substance escapes: The unintentional release of any gas, liquid, or solid substance that could cause harm, such as a chemical spill or gas leak.

Why Reporting Dangerous Occurrences Matters

Even though no one may be injured, these incidents are wake-up calls for employers. Reporting dangerous occurrences allows for proper investigations that identify root causes and help implement safeguards. By taking these near-miss scenarios seriously, businesses can protect workers, avoid future incidents, and ultimately create a safer work environment for everyone.

Employer Responsibilities

Under RIDDOR, employers carry the legal responsibility of reporting work-related incidents to the appropriate authorities, such as the Health and Safety Executive (HSE). This obligation includes injuries, occupational diseases, and dangerous occurrences, ensuring that serious workplace issues are documented and addressed.

Key Employer Responsibilities:

• Incident Reporting: Employers must report work-related incidents that meet RIDDOR’s criteria using the correct method and in a timely manner to remain compliant.
• Recordkeeping: It’s also essential to maintain accurate records of reportable incidents, including over-seven-day injuries, diagnosed diseases, and dangerous occurrences. These records are vital for audits and future compliance checks.
• Online Reporting: To simplify the process, employers can access an online form provided by the HSE to submit RIDDOR reports. This makes reporting incidents more streamlined and traceable.

Self-employed individuals are not exempt from this duty. If they experience incidents that meet RIDDOR’s reporting standards, they are also legally required to submit those reports. Ensuring compliance not only avoids potential legal repercussions but also supports broader efforts to create safer workplaces across all industries.

Ensuring Compliance

Staying compliant with RIDDOR isn’t just about ticking legal boxes—it’s about fostering a safer workplace for everyone. By systematically managing and addressing risks, businesses can not only adhere to the law but also reduce the likelihood of future incidents.

RIDDOR regulations are clear: fatal injuries, severe injuries, occupational diseases, or dangerous occurrences (like near misses) must be reported promptly. This ensures that the appropriate authorities, such as the Health and Safety Executive (HSE), can investigate and implement strategies to stop similar incidents from happening again.

But compliance doesn’t end with reporting. Businesses need to go one step further by examining the root causes of incidents and taking meaningful action to prevent recurrence. Keeping accurate records of reported incidents is also critical—it’s not just a legal requirement but a way for companies to demonstrate their commitment to improving workplace safety. After all, prevention is the most effective way to protect employees and maintain day-to-day operations.

Employee Responsibilities

While employees don’t have the legal responsibility to report incidents under RIDDOR, they still play an important role in the process. Witnessing or experiencing an incident? The first step is to notify a supervisor or manager as soon as possible. Clear and timely communication ensures that the right individuals can handle the next steps, including filing the RIDDOR report.

In cases where an employer fails to take action, employees do have alternatives. They can raise the concern with their union or an employee representative, who can advocate for proper reporting. Keep in mind that employees do not have the authority to file a RIDDOR report directly—that duty lies exclusively with employers or designated responsible persons under the regulations.

While employees may not have direct reporting responsibilities, their involvement is still critical. By providing detailed accounts of incidents and near misses, they contribute to creating a safer workplace through accurate and complete reporting. Proactive participation benefits everyone by helping prevent similar incidents from happening again.

How to Report a RIDDOR

Filing a RIDDOR report is a task that falls solely to the ‘responsible person’—the individual designated under the regulations to ensure incidents are appropriately reported. This role is critical to maintaining compliance and addressing workplace safety concerns.

Who is the Responsible Person?

• Employers: These individuals bear responsibility for reporting incidents involving their workers.
• Self-Employed Individuals: If they are involved in a reportable workplace event, they are also accountable for submitting the report.
• Controllers of Work Premises: Anyone managing or overseeing premises where a reportable accident, industrial diseases, or dangerous occurrence happens must ensure the incident is reported.

Online Reporting

The simplest way to submit a RIDDOR report is through the HSE’s online reporting system, which is designed to handle most types of incidents covered under the regulations. Before diving in, we recommend reviewing the relevant guidance available on the HSE website. This step can save you time and effort by helping you identify the right form for the specific type of incident you’re reporting.

How It Works:

• Submission: Employers and responsible persons are required to submit reports directly through this platform.
• Recordkeeping: After submitting, ensure you keep detailed records of the report, including the reference number, which could be essential for audits or follow-up actions.

Keep in mind that the online RIDDOR tool focuses on collecting raw information about your organisation, the incident, and the individuals involved. It’s important to understand that the form doesn’t provide solutions, action plans, or proof of preventive measures taken—those responsibilities rest with you. Using the system effectively is just one part of maintaining compliance and ensuring safety protocols are followed.

Safety PAL and RIDDOR Reporting

Safety PAL simplifies the complexities of RIDDOR reporting while helping employers maintain a comprehensive approach to workplace health and safety. From accident investigations to supporting HSE online reporting and even addressing civil claims, Safety PAL equips businesses with the tools they need to stay compliant and prepared.

How Safety PAL Supports RIDDOR Requirements:

• Real-Time Data: With its connected system, Safety PAL enables you to gather accurate, up-to-the-minute information on incidents, allowing you to generate advanced accident reports without delays.
• Proof of Compliance: The platform helps you document essential job and worker data, proving that you’ve acted “so far as is reasonably practicable” to reduce workplace risks.
• Improved Decision-Making: By capturing precise, real-time information, you can eliminate reporting errors and make informed decisions quickly when incidents occur.

Beyond Reporting

Safety PAL doesn’t stop at incident logging. It provides secure, auditable records fully aligned with health and safety regulations. Additionally, it enables you to identify safety gaps, implement new protective measures, and link directly with other features like action planning modules—all aimed at keeping your operations running seamlessly while enhancing safety standards.

For businesses looking to streamline their approach to RIDDOR reporting and beyond, Safety PAL offers a smart way to bridge the gap between compliance and proactive safety management.

Telephone Reporting

While most RIDDOR reporting is done online, there is a specific method reserved for the most critical cases. Telephone reporting is exclusively used to notify the HSE of fatalities or specified incidents that result in serious harm.

If your workplace experiences a fatal accident or an incident leading to specified injuries for a worker, you can contact the HSE directly via telephone at 0345 300 9923. This method ensures urgent incidents are reported immediately, allowing for faster intervention and response from the authorities.

It’s essential to use this approach only for incidents that meet the criteria, as other types of RIDDOR reports must be submitted through the online platform.

Legal Timeframes for Reporting

Timely reporting is a cornerstone of RIDDOR compliance, with clear deadlines set for different types of incidents. Meeting these legal timeframes not only ensures compliance but also helps enforcing authorities, such as the HSE, address workplace risks promptly.

General Reporting Deadlines:

• Most Incidents: Reports must be submitted to the HSE within 10 days of the incident.
• Over-Seven-Day Injuries: If an injury causes a worker to be unable to perform their normal tasks for more than 7 days, the report’s deadline is extended to 15 days.

Immediate Reporting:

• Fatal and Specified Injuries: Incidents involving fatalities or specified injuries, such as fractures or amputations, must be reported immediately.
• Dangerous Occurrences: These should be reported as soon as practicable, given their potential to cause significant harm despite the absence of injury.

Occupational Diseases:

If an occupational disease is diagnosed and is directly linked to workplace activities, it must be reported as soon as the diagnosis is confirmed by a medical professional.

Key Considerations:

A RIDDOR report is only required when the full extent of an injury is clear, avoiding the need for duplicate or provisional reporting. However, failing to adhere to these timeframes can lead to severe penalties from enforcing authorities, including fines or prosecution. Ensuring compliance with these deadlines protects your business from legal consequences and fosters a safer working environment.

Exemptions from Reporting

While RIDDOR establishes strict reporting requirements, there are specific exemptions designed to reduce redundancy and prevent overlap with other legislation. Understanding these exemptions can help responsible persons focus on incidents that truly fall under RIDDOR’s scope.

Common Exemptions:

• Incidents Covered by Other Legislation: Events governed by civil aviation, railway regulations, or nuclear installation laws are exempt from RIDDOR.
• Armed Forces Duties: Deaths or injuries linked to armed forces duty are not reportable under RIDDOR.
• Road Traffic Accidents: These are excluded unless they involve loading or unloading vehicles, work on or near roads, or exposure to harmful substances.
• Deaths Due to Medical or Dental Treatment: Such fatalities are beyond RIDDOR’s scope, focusing instead on incidents arising directly from workplace activities.
• General Illnesses: Conditions unrelated to occupational hazards, such as colds or common illnesses, are not reportable.
• Minor Accidents Without Injury: Events that do not result in injury or ill health do not require reporting.
• Non-Work-Related Incidents: Any situation occurring outside of work premises or unrelated to workplace activities is not reportable under RIDDOR.

Special Cases & Considerations

Industry-Specific Responsibilities:

• Early Years and Nurseries: If a self-employed person or contractor has an accident, the person in charge of the nursery or premises must report the incident.
• Offshore Installations: RIDDOR regulations designate the dutyholder to report incidents that occur offshore, such as on an oil rig.
• Quarries and Mines: The reporting responsibility often falls to managers or operators who are legally accountable for safety at such facilities.
• Gas Suppliers: If a gas supplier becomes aware of a situation where their product results in death, unconsciousness, or hospitalisation, they must report it under RIDDOR.
• Leisure and Hospitality: Reporting may be handled by local authorities rather than the HSE, depending on the incident’s specifics and location.

By highlighting these exemptions and special cases, RIDDOR ensures businesses focus on what matters most—reporting incidents with significant workplace impact—while reducing unnecessary regulatory burdens.

Tips for Preventing Reportable Incidents

Preventing reportable incidents requires a proactive approach to identifying risks, enforcing safety practices, and staying compliant with safety regulations. Here are actionable steps employers can take to minimize risks and enhance workplace safety.

Key Steps for Prevention:

1. Comprehensive Safety Training:
   • Deliver tailored safety training programs, especially in high-risk workplaces.
   • Use multilingual training tools to ensure accessibility for all team members.
2. Maintain Risk Assessments and Safety Plans:
   • Conduct regular risk assessments to identify potential hazards such as unsafe equipment or procedures.
   • Develop and update safety plans to address identified risks before they result in incidents.
3. Implement Incident Reporting Procedures:
   • Establish clear processes for timely reporting and logging of both near misses and incidents.
   • Use these reports to analyze trends and introduce preventative measures.
4. Regular Monitoring and Updating of Protocols:
   • Continuously monitor safety practices and adapt protocols in response to industry developments or workplace changes.
   • Include measures to prevent occupational diseases like HAVS or occupational asthma.
5. Proactive Actions on Near Misses:
   • Highlight and address near misses to identify potential dangers before they escalate.
   • Educate employees about recognizing warnings and taking preventive action.

How Safety PAL Supports Incident Prevention

Safety PAL’s HSE reporting solution simplifies workplace safety management with integrated tools that protect employees and reduce risks.

Key Features:

• Ensures Employee Safety: Offers multilingual training and feedback systems in 27 languages.
• Reduces Accident Risk: Provides auditable proof of compliance, lowering liability and legal exposure.
• 24/7 Real-Time Reporting: Tracks completed tasks and pending actions, keeping safety measures on track.

By using Safety PAL, employers can prevent incidents, improve efficiency, and minimize regulatory breaches.

See How Safety PAL Simplifies RIDDOR Reporting

Safety PAL makes RIDDOR reporting faster, easier, and more affordable. With real-time reporting, secure data, and automated compliance tasks, it reduces delays, errors, and costs while keeping operations efficient.

Book a Personalised Demo

Experience how Safety PAL transforms safety management and compliance with features like dynamic reporting, action planning, and seamless data collection. Book a Demo today to see how it can create a safer and more compliant workplace.