What UK Employers Must Know About Accident Reporting and Legal Duties

Although accident reporting is one of the most fundamental aspects of workplace safety, it is still one of the areas employers misunderstand the most. The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, better known as RIDDOR, set out exactly what must be reported to the Health and Safety Executive (HSE). Yet in 2025, many organisations continued to fall short, not because they are unwilling to comply but because they are unsure of the threshold for reporting, how to classify incidents correctly, or how to put an effective internal process in place.

RIDDOR exists for one reason: to ensure that serious workplace incidents, occupational diseases and dangerous occurrences are monitored so that risks can be understood and reduced across the UK workforce. When organisations fail to report what the law requires, it is not only a technical breach, it undermines the entire national system of data and prevention. This is why enforcement around RIDDOR is becoming increasingly strict, and why you must make sure your reporting procedures are accurate, timely and well-documented.

Why RIDDOR Still Causes Confusion

The most common misconception about RIDDOR is that “all accidents must be reported.” This is not the case. Only certain types of incidents fall within the legislation, and understanding this threshold is essential for compliance. Many employers under-report because they believe injuries must be severe to warrant reporting. Others over-report because they fear the consequences of making the wrong decision. Both responses stem from the same issue: a lack of clarity and confidence.

Another source of confusion is the distinction between internal incident reporting and statutory RIDDOR reporting. Every accident, near miss and unsafe condition should be recorded internally, but only a subset of these incidents must be reported to the HSE. When organisations blur the line between the two, they often lose track of what needs to be reported externally, or fail to gather the level of detail the HSE expects.

Understanding what must be reported under RIDDOR

While the legislation contains specific definitions, the principles themselves are straightforward. RIDDOR applies to incidents that meet legally defined criteria in areas such as specified injuries, occupational diseases, dangerous occurrences, gas incidents and deaths arising from work activities. These incidents must be reported within strict timeframes, and records must be kept for a minimum of three years.

The challenge for you is not usually in reading the regulations, but in assessing real-world incidents against these definitions. For example, not every broken bone is automatically reportable, but fractures other than toes, fingers and thumbs often are. Not every case of ill-health is a “work-related disease,” but conditions such as carpal tunnel syndrome or occupational dermatitis may be reportable if they arise from recognised workplace exposures. Dangerous occurrences, near misses that could have caused serious harm, require particular attention because they are often misunderstood and therefore missed entirely.

The importance of timely, accurate reporting

RIDDOR requires certain incidents to be reported without delay, and employers must be able to demonstrate that they have clear procedures for doing so. The HSE expects reports to be submitted promptly, and delays raise concerns about internal communication, supervision and management control.

Accurate reporting is equally important. The information provided must reflect what actually happened, who was involved, what the outcome was and what immediate steps were taken to make the environment safe. Incomplete or vague reports do not meet the legal standard and will almost always prompt further scrutiny.

Why RIDDOR matters for safety culture

A failure to report a RIDDOR-qualifying incident is a criminal offence. RIDDOR plays a significant role in shaping the safety culture of an organisation. When incidents are recorded properly, patterns become visible. These patterns allow employers to understand where controls may be failing, where additional training is needed, or where equipment or processes require redesign.

In many organisations, the true value of RIDDOR lies in this deeper insight. Reporting is not merely a regulatory burden, it is a tool for prevention. Organisations that take reporting seriously tend to have stronger safety cultures, fewer severe incidents and a more proactive approach to risk management.

Building an effective internal reporting framework

One of the most impactful steps an organisation can take is to strengthen its internal accident and near-miss reporting system. A strong internal framework ensures that managers recognise the signs of a RIDDOR-reportable incident, understand the criteria, and know exactly what steps to take. It also ensures that employees feel able, and encouraged to share information without fear of blame.

Well-designed reporting systems include clear definitions, straightforward reporting pathways, competent investigation procedures and consistent follow-up. They also depend on good communication between workers, supervisors and senior management. When these factors come together, RIDDOR compliance becomes simple rather than stressful.

Training, the key to consistent compliance

Many RIDDOR breaches occur because the individual witnessing or responding to the incident does not understand what they are seeing. This is why training is essential. Managers, supervisors and anyone responsible for accident investigation must have a working knowledge of the legislation. This training should be refreshed regularly to ensure it reflects the latest guidance and real-world examples.

In many cases, organisations underestimate how many people should be trained. Relying on a single “competent person” is rarely effective because incidents can occur anywhere, at any time, and reporting delays are common when only one individual holds the knowledge.

At Ranmoor Health and Safety we offer a wide range of online and in person training. See our training pages for more information.

Documentation and record-keeping - your legal safety net

The ability to demonstrate compliance is central to health and safety law. Proper documentation is not procedural red tape, it is your legal safety net. RIDDOR requires employers to keep detailed records of reportable incidents for at least three years, but in practice, many organisations keep them for longer to protect against claims, investigations or future queries.

These records should be clear, comprehensive and readily accessible. They also form part of the evidence base for risk assessments, training needs analysis and wider management reviews.

A more proactive approach to RIDDOR in 2026

As regulatory expectations continue to evolve, organisations are expected to act proactively, not reactively. RIDDOR is no longer viewed simply as a reporting mechanism. It is part of a much broader strategy to reduce harm, improve working conditions and strengthen organisational accountability. Employers who approach RIDDOR with this mindset find it easier to stay compliant and more effective at preventing incidents altogether.

If you would like to discuss RIDDOR and your obligations, call our expert team today.