Incidents & Accidents · Mandatory · Construction

Accident and Incident Report Form

A form for recording details of any accident or incident on site including the injured person, nature of injury, circumstances, and immediate actions taken. It triggers the investigation process and determines whether RIDDOR reporting is required.

Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. RIDDOR 2013 / HSWA 1974 remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.

1. Accident and Incident Recording — The First Response

The accident/incident report is the primary document capturing what happened, when, where, who was involved, and what immediate action was taken. It must be completed as soon as possible after the event — while facts are fresh, evidence is available, and witnesses are identifiable.

Every incident, however minor, should be recorded. Recording triggers the investigation process and the RIDDOR decision. A thoroughly completed form creates the foundation for the subsequent investigation, the RIDDOR report, the accident book entry, the insurance notification, and any civil claim defence.

Scene must be preserved after any serious or potentially RIDDOR-reportable incident

The instinct after an incident is to clear up and restore normal working. This destroys evidence. The scene must be physically secured until the investigation team has collected all evidence: photographs from multiple angles, measurements, positions of plant/materials/people, and equipment condition. HSE may attend for fatal incidents and direct that the scene not be disturbed.

2. Accident/Incident Report Form — What to Capture

Field	Content
Date/time/location	Exact date, time, and precise location on site.
Person(s) involved	Full name, employer, trade/role, age. Nature of injury. Part of body affected. First aid administered.
Witnesses	Names and contact details — record before they leave the site.
Description	Step by step. What the worker was doing. What went wrong. What injury/damage resulted. Worker’s own words where possible.
Immediate cause	What directly caused the incident: falling object, trip hazard, equipment failure, etc.
Immediate action	First aid given. Emergency services called. Area made safe. Management notified.
RIDDOR assessment	Is this reportable? Which category? Due date for reporting.
Photos/evidence	Photographs taken. Equipment preserved. CCTV preserved. Substance samples.
Reported by	Name, role, signature, date.
Management sign-off	Site manager / H&S advisor review and sign.

3. Common Mistakes

Completing the form days later from memory

The report must be completed on the same day as the incident. Memory deteriorates rapidly. Witnesses’ recollections change. Physical evidence is disturbed. A report completed three days later from memory is significantly less reliable and carries far less evidential weight.

Not collecting witness details before they leave site

Agency workers, subcontractor labourers, and delivery drivers become impossible to contact once they have left the site. Collecting witness names and contact details is an immediate priority after any significant incident.

Vague or incomplete description

‘Worker fell and hurt back’ provides no basis for investigation. The description must specify: what the worker was doing, where exactly, what led to the fall, what surface was involved, how far they fell, what they landed on, and the environmental conditions at the time.

Not making a RIDDOR assessment on the form

The RIDDOR assessment must be made as part of the initial reporting process. Missing the deadline is a criminal offence. The form needs a specific RIDDOR section with a named responsible person and a deadline for submission.

Not notifying insurers

Most employers’ liability and public liability policies require notification within 24–72 hours of a significant incident. Failing to notify can prejudice insurance cover. The reporting process should include an insurance notification step with a named responsible person.

4. Frequently Asked Questions

What is the difference between a specified injury and an over-7-day injury?▾

Specified injuries (RIDDOR Reg 4) are specific serious types: fractures (excluding fingers, thumbs, and toes), amputations, loss of sight, crush injuries to the torso, scalping, loss of consciousness, and hospital admissions exceeding 24 hours. These must be reported without delay. Over-7-day injuries are any injuries that incapacitate the worker for more than 7 consecutive days (excluding the day of the accident) and must be reported within 15 days. These are different categories — a specified injury does not also need to incapacitate for 7 days to be reportable.

Does a minor cut needing only a plaster need recording?▾

Yes. All workplace injuries must be recorded in the accident book (BI 510) regardless of severity. This is required under the Social Security Act 1979 and MHSWR Reg 5. Minor injuries may later become serious due to infection or delayed effects, and the initial record becomes relevant.

Who is the responsible person for RIDDOR reporting?▾

The employer of the injured person in most cases. For fatalities on construction sites, the principal contractor typically reports. The report must be made by the employer, not the injured worker. HSE must be able to identify who reported.

What happens if the RIDDOR reporting deadline is missed?▾

Missing the deadline is a criminal offence. HSE can prosecute and fines are potentially substantial. If a missed report is discovered, it should be submitted immediately — a late report is significantly better than no report. HSE may still investigate the original failure to report within the required timescale.

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