RIDDOR Explained: What UK Businesses Need to Know About Workplace Incident Reporting

Running a business in the UK is about more than just keeping customers happy and balancing the books. If you have a team, their health and safety at work is one of your biggest responsibilities - both morally and legally.

But what happens when something goes wrong, and someone gets hurt or there’s a dangerous incident? That’s where RIDDOR comes in. You might have heard the term before (maybe during a staff induction or health & safety meeting), but knowing exactly what RIDDOR is, when it applies, and how to comply can feel a bit overwhelming.

Don’t stress - with the right information and systems in place, you can protect your staff, stay compliant, and avoid hefty fines. In this guide, we’ll explain RIDDOR in plain English, highlight when you need to report, break down your obligations, and offer practical steps for getting it right. Let’s get started.

What Is RIDDOR?

RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. It’s a UK law that requires employers, self-employed people and responsible persons (like site managers or landlords) to officially report certain workplace incidents to the Health and Safety Executive (HSE) or your local authority.

Think of RIDDOR as a reporting “safety net” - it helps the government collect vital data to monitor work-related risks, enforce safety standards, and understand how to make UK workplaces safer for everyone.

Who Needs to Follow RIDDOR?

If you’re an employer, self-employed, or in control of work premises (such as a landlord or facilities manager), you must comply with RIDDOR. This duty applies whether you have a small shop, a booming e-commerce business, or a big construction firm.

• Employers: Businesses or organisations with any number of staff.
• Self-employed: If your work could affect others or if you work in a shared workplace.
• People in control of premises: For example, a site manager, building owner, or landlord.

Not sure if your business needs to follow these rules? It’s best to check with a workplace health and safety legal expert before you start hiring or bring someone on site.

When Do You Need to Make a RIDDOR Report?

RIDDOR reporting isn’t required for every bump or scratch-only for certain defined events. You must report:

• Deaths: Any worker or non-worker who dies as a result of a work-related accident, even if death occurs within one year of the incident.
• Specified injuries to workers: These include fractures (except fingers, thumbs, toes), amputations, serious burns, loss of sight, and others.
• Over-seven-day injuries: If an employee or self-employed person is unable to work for more than seven consecutive days due to a workplace injury.
• Occupational diseases: Certain illnesses that are linked to workplace exposure, like carpal tunnel syndrome, occupational asthma, or certain cancers.
• Dangerous occurrences: These are “near-miss” events that could have caused serious harm - for example, the collapse of scaffolding, explosion, or accidental release of a hazardous substance.
• Gas incidents: If you’re a gas engineer or landlord and a gas-related issue causes death, major injury, or is discovered during service or installation.

Remember, minor injuries that can be dealt with by first aid, like a small cut or bruise, generally don’t need to be reported under RIDDOR - but they should still be recorded in your accident book.

Why Does RIDDOR Matter for Your Business?

RIDDOR isn’t just a bureaucratic checkbox - it’s about protecting your team, clients, and anyone else who comes into contact with your business. Here’s why you should take these rules seriously:

• Legal compliance: Failing to follow RIDDOR is a criminal offence. Penalties can range from fines of thousands of pounds to (in rare and serious cases) prosecution.
• Reputation management: If a reportable incident occurs and you fail to report it, your business reputation is quickly at risk - especially if regulators or insurers get involved down the line.
• Learn from incidents: Proper reporting means you’ll spot trends and make your workplace safer. Being proactive about RIDDOR shows you value a culture of safety.
• Insurance claims: Most insurers will check RIDDOR compliance if you ever make a claim for a workplace injury. No report can mean no payout.

By establishing the right processes from day one, you’ll avoid trouble and demonstrate professionalism to your team and customers alike.

What Types of Incidents Must Be Reported Under RIDDOR?

Let’s break down the most common types of reportable incidents in more detail:

1. Fatalities

If anyone (staff, contractor, or even a member of the public) dies as a result of a work-related incident, you must make a RIDDOR report immediately. This applies even if the person dies up to a year after the original event, as long as their death is linked to the workplace accident.

2. Specified Injuries

RIDDOR lists a range of serious injuries that must be reported right away, including:

• Fractures (other than fingers, thumbs, and toes)
• Amputations of a body part
• Serious burns (covering more than 10% of the body, or damaging eyes/airways)
• Loss or reduction of sight
• Injury leading to unconsciousness
• Crush injuries causing organ damage
• Scalping needing hospital treatment

If you’re unsure whether an injury is “specified”, consult a legal expert in workplace health and safety for clarity.

3. Over-Seven-Day Absences

If a worker is unable to perform their regular job for more than seven consecutive days due to a work-related accident or injury, that’s reportable. The “clock” starts the day after the accident.

4. Occupational Diseases

Certain illnesses due to workplace exposures are reportable under RIDDOR, including:

• Hand-arm vibration syndrome (HAVS)
• Carpal tunnel syndrome
• Occupational asthma
• Long-term illnesses linked to workplace risk factors

5. Dangerous Occurrences (Near Misses)

These are serious “near misses” - situations where, had circumstances been slightly different, major harm could have occurred. Examples include explosions, accidental release of dangerous chemicals, scaffolding collapse, or failure of lifts. Reporting these allows the HSE to spot wider safety issues across the UK.

6. Gas Incidents

If you supply gas, are a Gas Safe engineer, or you’re a landlord, you have extra duties to report gas leaks, carbon monoxide poisonings, or incidents due to unsafe gas appliances.

How Does the RIDDOR Reporting Process Work?

Making a RIDDOR report is straightforward. Here’s what you need to do:

• Online reporting: For most incidents, use the HSE’s official RIDDOR online form. Follow the prompts, fill in the details, and submit the report.
• Telephone: In the case of a fatality or a major incident, call the HSE Incident Contact Centre as soon as possible (the number is on the HSE website).
• Keep a copy: Save your completed report and keep it on file for at least three years - this is important for both compliance and if questions arise later.

After your report, the HSE (or local authority) may investigate. It’s crucial that your information is accurate and submitted promptly.

What Do You Need in Place for RIDDOR Compliance?

Getting RIDDOR right is all about strong processes and records. Here’s what your business should have in place:

• Accident book: Maintain a clear internal record of all workplace injuries and incidents - even those that aren’t strictly RIDDOR reportable. This is good practice and can help spot trends and prove you acted responsibly.
• Staff training: Train managers (and ideally all staff) on what sorts of incidents should be reported and who to tell.
• Written policies: Have a clear health and safety policy and incident reporting process that all employees are familiar with.
• Regular reviews: Spot-check your reporting procedure and accident records - you should update processes as your business grows or regulations change.
• Communication with contractors: If you use agency workers or subcontractors, make sure RIDDOR duties are understood by all parties. Sometimes the duty to report will fall on whoever is actually “in control” at the time of the incident.

Proper documentation, good communication, and up-to-date policies are the foundations of compliance. If you haven’t reviewed yours recently, now’s the time!

What If You Don’t Comply With RIDDOR?

Ignoring RIDDOR comes with serious risks. You could face:

• Large fines: Failing to report is a criminal offence. Fines can reach thousands of pounds, and there is technically no limit when it comes to Crown prosecution.
• Action by HSE: The HSE could investigate your business, leading to formal warnings, improvement notices, or further legal action.
• Insurance issues: Your insurance provider may refuse to pay out if you haven’t followed the law on incident reporting.
• Reputational damage: Non-compliance suggests a lack of care and responsibility - affecting staff loyalty, public image, and even future hiring.

If you’re unsure whether an incident is reportable, it’s always safer to check with a health and safety legal specialist.

How Does RIDDOR Relate to Other Health and Safety Law?

RIDDOR is just one part of your legal health and safety obligations in the UK. You also need to ensure you’re following laws like:

• Health and Safety at Work etc. Act 1974, which is the main law covering all workplace safety duties
• Control of Substances Hazardous to Health (COSHH) Regulations
• Management of Health and Safety at Work Regulations

Each of these has its own requirements for risk assessment, consultation with staff, and safe systems of work. Your workplace health and safety policies should reference all of these laws together, not treat them in isolation.

Best Practice Tips for RIDDOR Compliance

To make RIDDOR part of your everyday business safety culture, follow these top tips:

• Train your team regularly on spotting and reporting incidents.
• Keep clear, up-to-date accident records, even those not requiring formal reporting.
• Review your reporting forms and procedures every year, or after any incident.
• If in doubt, ask - consulting a legal expert can give you peace of mind.
• Remember, reporting isn’t about blame - it’s about building a safer business for everyone.

Key Takeaways

• RIDDOR is a legal requirement for UK businesses, covering specific workplace injuries, diseases, deaths, and dangerous occurrences.
• Reporting is essential for protecting staff, ensuring compliance, and avoiding costly fines or reputational damage.
• Know the incidents you must report, and use the HSE’s official online or telephone systems.
• Have a clear policy, train your team, and maintain detailed records to prove you took the right steps.
• Health and safety law is broad - RIDDOR is just one (crucial) part of your overall compliance duties.
• If you’re unsure whether RIDDOR applies, or need help setting up your policies and procedures, get expert advice early to avoid headaches later.

If you need help ensuring RIDDOR compliance or want to strengthen your health and safety legal foundations, reach out to our team at 08081347754 or team@sprintlaw.co.uk for a free, no-obligations chat. We’re here to make sure your business is protected from day one.