RIDDOR: Your guide to workplace incident reporting

For construction risk managers and health and safety leads, maintaining a safe workplace is a primary responsibility. A critical component of this is understanding and adhering to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, commonly known as RIDDOR.  

This guide provides: 

• a comprehensive overview of RIDDOR reporting to ensure your organisation remains compliant 
• types of reportable incidents and injuries 
• how to report them
• plus what you can do to help manage RIDDOR on-site

 

What is RIDDOR and why is it important?

RIDDOR is the UK law that requires employers, and other people in control of work premises, to report and keep records of: 

• Work-related accidents which cause certain serious injuries (reportable injuries)
• Diagnosed cases of specified industrial diseases
• Certain ‘dangerous occurrences’ (incidents with the potential to cause harm) 

Effective RIDDOR reporting is not just a legal requirement; it is a fundamental part of managing health and safety.  

The Health and Safety Executive (HSE) use this data to identify where and how risks arise, and to investigate serious incidents. For your organisation, accurate reporting helps to pinpoint weaknesses in your risk management processes, enabling you to implement corrective actions and prevent future occurrences. Ensuring total compliance with RIDDOR is essential for mitigating risk and protecting your workforce.

 

RIDDOR reportable incidents and injuries 

Understanding which events are reportable is the first step towards compliance. The reporting requirements are specific and cover several categories of incidents¹. 

 

Deaths and injuries 

Any death of a worker or non-worker arising from a work-related accident must be reported. Additionally, a range of specified injuries to workers must be reported. These include: 

• Fractures, other than to fingers, thumbs, and toes. 
• Amputation of an arm, hand, finger, thumb, leg, foot, or toe. 
• Any injury likely to lead to permanent loss of sight or reduction in sight. 
• Crush injuries to the head or torso causing damage to the brain or internal organs. 
• Serious burns (covering more than 10% of the body, or causing damage to the eyes, respiratory system or other vital organs). 
• Scalpings requiring hospital treatment. 
• Unconsciousness caused by head injury or asphyxia. 
• Any other injury arising from working in an enclosed space which leads to hypothermia, heat-induced illness, or requires resuscitation or hospital treatment for more than 24 hours. 

What happens when a worker is unable to work under RIDDOR? 

An incident must be reported if an employee or self-employed person is away from work, or unable to perform their normal work duties, for more than seven consecutive days as a result of their injury. This seven-day period does not include the day of the accident. 

Occupational diseases 

Employers must report diagnoses of certain occupational diseases² where they are likely to have been caused or made worse by their work. These include: 

• Carpal tunnel syndrome. 
• Severe cramp of the hand or forearm. 
• Occupational dermatitis. 
• Hand-arm vibration syndrome. 
• Occupational asthma. 
• Tendonitis or tenosynovitis of the hand or forearm. 
• Any occupational cancer. 
• Any disease attributed to occupational exposure to a biological agent.

 

Dangerous occurrences 

Dangerous occurrences are certain, specified near-miss events. They are reportable because they have the potential to cause significant harm. There are 27 categories³, including: 

• The collapse, overturning, or failure of load-bearing parts of lifting equipment. 
• Accidental release of any substance which could cause personal injury. 
• Electrical short circuit or overload causing fire or explosion. 
• Collapse of scaffolding.

Gas incidents 

For gas engineers and suppliers, there is a separate duty to report incidents where someone has died, lost consciousness, or been taken to hospital for treatment in connection with gas distributed or used. 

Who is responsible for reporting injuries and when should you report them?

The ‘responsible person’ is typically the employer, but it can also include self-employed individuals and people in control of premises, such as site managers. 

The timelines for reporting are strict: 

• Fatalities and specified injuries: Must be reported to the enforcing authority without delay, by the quickest practicable means. This is usually done by phone. A written report must follow within 10 days. 
• Over-seven-day injuries: A report must be submitted within 15 days of the incident. 
• Occupational diseases: A report is required as soon as the responsible person receives a diagnosis.

 

 

How to submit a RIDDOR report 

The primary method for reporting incidents is via the appropriate online form on the HSE website⁴. The system will guide you to the correct form based on the type of incident. 

• Online Forms: The HSE website has a suite of online forms for different reportable events. This is the standard method for most reports. 
• Telephone Reporting: A telephone service is available for reporting fatal and specified injuries only. The number is 0345 300 9923 (opening hours Monday to Friday, 8:30 am to 5 pm).

 

What to include in a RIDDOR report 

A RIDDOR report requires specific information to be useful for the HSE. Be prepared to provide: 

• Date and time of the incident. 
• Location of the incident (full address and specific area). 
• Personal details of the person(s) involved (name, job title, etc.). 
• A detailed description of what happened. 
• The nature of the injury or condition. 

It is also crucial to gather and retain internal evidence such as photographs, CCTV footage, and witness statements. While not submitted with the initial report, this information is vital for any subsequent investigation. 

Common pitfalls and how to avoid them

Pitfall	Solution
Under-reporting	Failing to report an incident that falls under RIDDOR. Solution: Ensure all managers and supervisors are trained to identify reportable events.
Late reporting	Missing the statutory deadlines. Solution: Establish a clear internal process for immediate escalation and reporting.
Inaccurate details	Providing incomplete or incorrect information. Solution: Conduct a thorough internal investigation immediately after an incident to gather accurate facts.
Confusing RIDDOR with internal accident logs. An internal accident book is for all incidents; RIDDOR is only for those that meet the specific legal criteria.	Maintain separate processes and ensure staff understand the difference.

 

RIDDOR examples 

Scenario 1: A slip leads to a fracture 

An employee in a kitchen slips on a wet floor, falls, and fractures their arm. As a fracture (other than to fingers/toes) is a ‘specified injury’, this is reportable. The report must be made without delay. 

Scenario 2: A contractor is off work 

A self-employed electrician working on your site receives an electric shock. They are not hospitalised but are advised by their doctor to rest for two weeks. As they are incapacitated for more than seven days, the incident must be reported within 15 days.

 

Simple step-by-step reporting checklist

1. Attend to the injured person and make the area safe. 
2. Identify if the incident is reportable under RIDDOR criteria. 
3. For fatal or specified injuries, report to the HSE immediately by phone. 
4. Gather all necessary information about the incident and the people involved. 
5. Submit the relevant online form to the HSE within the correct timeframe (10/15 days). 
6. Record the incident in your internal accident book. 
7. Conduct an internal investigation to understand the root cause. 
8. Implement corrective actions to prevent a recurrence.

 

How to stay compliant with workplace incident reporting 

Long-term compliance with RIDDOR involves more than just reporting. It requires a proactive safety culture. 

• Training: Regularly train staff, especially line managers and supervisors, on RIDDOR requirements and your internal reporting procedures. 

• Record-Keeping: Maintain detailed records of all reportable incidents for at least three years. This includes the report itself and the findings of any investigation. 

• Audits and Reviews: Periodically audit your incident logs and reporting procedures to ensure they are effective and compliant. Use this data to streamline your supply chain of safety procedures and identify trends. 

 

Mitigate on-site risk with Risk Radar 

Risk Radar is our advanced risk management solution, designed to help you get a better look of your supply chain’s adherence with RIDDOR compliance and mitigate risks before they escalate. You can even scan by SSIP core criteria. 

Our construction risk management solution enables you to: 

• See what’s really going on in your supply chain 
• Stay one step ahead of risk, before it disrupts your projects 
• Real-time insights, supported by a breadth of accurate datasets 
• Save time finding the right supplier 
• Protect brand reputation 
• And so much more… 

 

Key takeaways  

Mastering RIDDOR is essential for any manager responsible for health and safety in the UK. By understanding what to report, when, and how, you can reduce risk effectively and ensure your organisation meets its legal duties. A robust reporting process not only ensures compliance but also provides valuable management insights to build a safer workplace for everyone. 

 

FAQs 

What does RIDDOR stand for? 

RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. 

Do I need to report an incident involving a member of the public? 

Yes, if they are killed or taken directly from the scene of the accident to hospital for treatment of their injury, and it arose out of or in connection with work. 

What if an employee is off work for seven days, but they are not consecutive? 

The seven days must be consecutive for the incident to be reportable as an ‘over-seven-day’ injury. 

Is a work-related COVID-19 death reportable under RIDDOR? 

Yes, a work-related COVID-19 death is reportable as a death due to occupational exposure to a biological agent. You must also report cases of disease if there is reasonable evidence to suggest it was caused by occupational exposure.