What Must Be Reported Under RIDDOR? Reportable Incidents in the UK

If you employ staff (or even if you’re self-employed and running a workplace), health and safety reporting isn’t just “nice to have” - it’s a legal obligation.

One of the biggest questions we hear from small business owners is what must be reported under RIDDOR.

It’s a fair question. When something goes wrong at work, you’re often juggling first aid, contacting family, preserving evidence, keeping the business running, and managing your team’s wellbeing. The last thing you want is uncertainty about whether you also need to file a formal report.

This guide breaks down (in plain English) what RIDDOR is, what needs to be reported, who is responsible, and how to set up a simple internal process so you can stay compliant from day one.

What Is RIDDOR (And Who Has To Comply)?

RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. In short, it’s the set of rules that says certain serious workplace incidents must be reported to the relevant enforcing authority - this could be the HSE (Health and Safety Executive) or, for some workplaces (like shops, offices and hospitality), the local authority.

RIDDOR doesn’t apply only to “big” businesses. If you’re a small business owner, a startup, a charity, a trades business, a shop, a café, a warehouse operator, or you run an office with a small team - you’re still very likely within scope.

Who Is Responsible For Making a RIDDOR Report?

Generally, the duty to report sits with the “responsible person” - usually the employer, the person in control of the premises, or the person in control of the work activity.

In practice, this often means:

• Employers (for incidents involving employees or workers under their control)
• People in control of a work premises (for incidents involving non-employees, like customers or visitors)
• Self-employed people (in limited cases - for example, where they are in control of the work activity and a reportable incident occurs to them or someone affected by their work)

Where contractors, agency workers or multiple dutyholders are involved, it isn’t always “who employs them” - it’s usually who is in control of the work and has the duty to report. RIDDOR reporting is just one part of your broader Health and Safety compliance. A strong baseline of policies, training and record-keeping can make these situations much easier to handle when they arise.

What Things Must Be Reported To RIDDOR?

Let’s get to the heart of it: what must be reported to RIDDOR?

RIDDOR reportable events generally fall into these categories:

• Work-related deaths
• Specified injuries to workers
• Over-7-day injuries to workers (incapacitation)
• Work-related injuries to non-workers (e.g. customers) where they are taken to hospital for treatment
• Occupational diseases
• Dangerous occurrences (certain serious near misses)
• Gas incidents (in certain circumstances)

Below we unpack each category with practical examples, so you can make quicker decisions when an incident happens.

1) Work-Related Deaths

You must report a death if it arises out of, or in connection with, work activities.

This can include deaths to:

• employees
• contractors
• members of the public (including customers and visitors)

The key issue is the link to work activity (for example, a fatal accident involving work equipment, workplace transport, falls from height, or structural collapse on site).

2) Specified Injuries To Workers

RIDDOR requires reporting of certain “specified injuries” to workers. These are injuries considered so serious that they must be reported even if the worker returns quickly.

Specified injuries include (among others):

• Fractures (other than to fingers, thumbs and toes)
• Amputation of an arm, hand, finger, thumb, leg, foot or toe
• Permanent loss or reduction of sight
• Crush injuries leading to internal organ damage
• Serious burns (covering a significant area or damaging eyes/respiratory system)
• Scalping requiring hospital treatment
• Unconsciousness caused by head injury or asphyxia
• Injuries arising from working in an enclosed space leading to hypothermia/heat-induced illness or requiring resuscitation/hospitalisation for more than 24 hours

If you’re unsure whether an injury fits the “specified” definition, it’s worth getting advice quickly - especially where hospital treatment is involved or the mechanism of injury is severe (falls, crushes, machinery, etc.).

3) Over-7-Day Injuries (Workers Off Work Or Unable To Do Normal Duties)

You must report an injury to a worker where it results in them being incapacitated for more than 7 consecutive days (not counting the day of the accident, but including weekends and rest days).

“Incapacitated” doesn’t always mean fully off sick. It can also mean they can’t do their normal work.

Example: a warehouse team member strains their back lifting stock. They return to work after a week, but for 10 days they can’t do lifting or manual tasks and need light duties. That can still be a RIDDOR reportable over-7-day injury.

From an employment perspective, these situations often overlap with sick leave processes and workplace documentation. This is where having a clear Employment Contract and practical internal policies can reduce confusion and inconsistent handling across your team.

4) Injuries To Non-Workers (Customers, Visitors, Members Of The Public)

If a non-worker (for example, a customer in your shop, a visitor at your office, or a client at your premises) is injured due to a work-related accident and is taken directly from the scene to hospital for treatment, it can be reportable under RIDDOR.

Two key points small businesses often miss here:

• It needs to be work-related (e.g. slip due to wet floor with no controls/signage, trip due to poor maintenance, being hit by workplace equipment).
• It’s about being taken to hospital for treatment (not merely being taken as a precaution or simply “checked over” - the distinction can matter).

If in doubt, document what happened carefully and get advice early. Also consider whether the incident indicates a wider safety issue you need to fix immediately (signage, cleaning schedule, floor repairs, staff training, etc.).

5) Occupational Diseases (Diagnosed Conditions)

RIDDOR also requires employers to report certain work-related occupational diseases once you receive a diagnosis (typically from a doctor) and you have reasonable evidence that it was caused or made worse by the person’s work.

Common examples (depending on your industry) can include:

• certain types of dermatitis from exposure to chemicals or frequent wet work
• occupational asthma
• carpal tunnel syndrome (linked to repetitive work processes)
• hand-arm vibration syndrome (e.g. regular use of vibrating tools)
• some infections where work involves exposure risk

This is one area where process really matters: you’ll want an internal escalation pathway so managers know what to do when an employee reports a diagnosis. A solid Staff Handbook can help you set expectations around incident reporting, medical evidence, and cooperation with investigations.

6) Dangerous Occurrences (Near Misses With Serious Potential)

Dangerous occurrences are essentially serious near misses. Even if nobody is injured, certain events must still be reported because they could have caused significant harm.

Examples can include:

• the collapse, overturning or failure of load-bearing parts of lifting equipment (e.g. cranes, hoists, forklift masts) or lifting accessories
• the accidental collapse of scaffolding (particularly where it’s over a set height) or a structural collapse related to construction/demolition work
• an explosion or fire caused by a work activity that results in a plant stopping or being suspended for more than 24 hours
• the accidental release or escape of a dangerous substance that could cause serious injury (including certain significant gas leaks)
• an electrical short circuit or overload causing fire or explosion that results in death or the potential for death

For many small businesses, the “near miss” category is the hardest to interpret because only specific events listed in RIDDOR count as “dangerous occurrences”. A good rule of thumb is: if it’s a serious failure of equipment/process and it looks like it might fall within the official dangerous occurrence list, treat it as potentially reportable and check the HSE guidance or get advice.

7) Gas Incidents

RIDDOR also covers certain gas-related events. In particular, a registered gas engineer must report certain gas incidents they discover (for example, where a gas appliance or fitting is so dangerous it could cause death, loss of consciousness or require hospital treatment). Separate reporting duties can also apply to gas suppliers/distributors in some circumstances.

If your business involves gas work (or you manage premises with gas installations), make sure responsibilities are crystal clear between you, landlords, contractors, and facilities management providers.

When Do You Have To Report (And How Do You Do It)?

Once you’ve identified a reportable event, the next issue is timing. RIDDOR has different reporting windows depending on what happened.

Key Reporting Timeframes (Practical Overview)

• Deaths and specified injuries: report without delay (typically as soon as practicable once the immediate emergency response is under control).
• Over-7-day injuries: report within 15 days of the accident.
• Occupational diseases: report once you receive a relevant diagnosis and believe it is work-related.
• Dangerous occurrences: report without delay.

In most cases, reports are made via the HSE’s online reporting system. Occasionally, there are phone reporting routes for the most serious incidents (for example, where there has been a fatality).

What Information Will You Usually Need?

To make a RIDDOR report efficiently, you’ll generally want:

• date, time and location of the incident
• who was involved (and whether they’re an employee, contractor, customer, etc.)
• a short description of what happened
• the nature of the injury/disease and immediate action taken
• details of any hospital treatment
• your business details and the “responsible person” submitting the report

Tip: try to keep descriptions factual and clear. This isn’t the place for blame or speculation. Your internal investigation can deal with those questions separately.

How To Set Up a Simple RIDDOR Process In Your Business

RIDDOR compliance is much easier when you’ve planned for it before an incident happens.

If you’re a small business, you don’t need a complicated system - but you do need a consistent one.

A Practical Step-By-Step Workflow

1. Make the site safe and provide first aid (your immediate priority).
2. Log the incident internally (accident book / incident register) with date/time, witnesses, and photos if appropriate.
3. Decide whether it is potentially RIDDOR reportable using a checklist (death, specified injury, over-7-day, hospital treatment for non-worker, disease, dangerous occurrence).
4. Escalate to a nominated person (even if you’re tiny, appoint someone - often the director/operations manager).
5. Submit the report (if required) within the relevant timeframe.
6. Run an internal investigation to understand root cause and corrective actions.
7. Implement fixes (training, maintenance, revised procedures) and document what you changed.

That internal investigation step is important not just for safety, but for reducing future legal risk. If you need a structured approach, a fair Workplace Investigation process can help you gather facts properly (especially where there may be misconduct, unsafe behaviour, or disputes about what happened).

Where Do Your Policies Fit In?

RIDDOR reporting isn’t just “a form you file” - it’s usually linked to training and workplace rules such as:

• accident/incident reporting procedures
• risk assessments and safe systems of work
• PPE rules
• manual handling processes
• equipment maintenance schedules

These are often captured in a broader Workplace Policy suite, so your team understands what to do and you have a paper trail showing you took reasonable steps to manage risks.

Common RIDDOR Mistakes Small Businesses Make (And How To Avoid Them)

Even well-run businesses can slip up with RIDDOR, usually because the incident is stressful and the rules are technical.

Here are some of the most common pitfalls we see (and how you can avoid them).

Mistake 1: Confusing “Accident Book” With RIDDOR Reporting

Recording an incident internally is not the same as reporting it under RIDDOR.

You usually need both:

• an internal record (for your own compliance and management), and
• a formal RIDDOR report (where the incident falls within the reportable categories).

Mistake 2: Missing The Over-7-Day Threshold

Businesses often track sick leave in weeks or shifts, not in “consecutive days” (and the law includes weekends/rest days).

To avoid missing it:

• set a diary reminder for day 7 after any workplace injury
• ask the manager to confirm whether the worker is back to normal duties
• document the decision either way

Mistake 3: Not Treating Contractors And Agency Staff As “Workers”

RIDDOR duties can still apply when the injured person isn’t on your payroll but is working under your control (or on your premises). This can include contractors, temps, and agency workers.

Clear agreements and onboarding matter here - including safety rules and reporting requirements - so it’s not ambiguous who does what if something goes wrong.

Mistake 4: Over-Reporting Or Under-Reporting Out Of Panic

Some business owners report everything “just in case”, while others avoid reporting because they’re worried it will “cause trouble”.

The smarter approach is to:

• assess whether it is reportable under the categories
• document your reasoning
• get advice if you’re genuinely unsure

Remember: RIDDOR reporting is a legal process. Getting it wrong can create unnecessary regulator contact, but failing to report when required can also lead to enforcement action.

Mistake 5: No Clear Ownership Internally

In small businesses, “everyone” thinks “someone else” is reporting.

Pick a role (not a person, ideally) responsible for:

• making RIDDOR decisions
• submitting reports
• maintaining the incident register
• leading follow-up actions

This can sit alongside broader compliance responsibilities, like keeping contracts and workplace documentation consistent as your team grows (often supported by an Employment Contract framework and a clear Staff Handbook).

Key Takeaways

• RIDDOR requires employers and those in control of work or premises to report certain serious work-related incidents, occupational diseases and specific dangerous occurrences.
• If you’re trying to work out what must be reported under RIDDOR, focus on the main categories: deaths, specified injuries, over-7-day injuries, non-worker hospital treatment, occupational diseases, and dangerous occurrences.
• Different RIDDOR events have different timeframes - some must be reported without delay, while over-7-day injuries must be reported within 15 days.
• A simple internal workflow (log the incident, assess reportability, escalate, report, investigate, fix) will keep you consistent and reduce stress when incidents happen.
• Strong documentation and policies help you manage incidents fairly and reduce risk, including your wider Health and Safety compliance and having clear workplace rules in place.
• If you’re unsure whether something is RIDDOR reportable, it’s worth getting advice early - especially where hospital treatment, serious injuries, or a serious “near miss” may fall within the dangerous occurrences list.

If you would like help with putting practical workplace policies in place or getting your legal foundations right as an employer, you can reach us at 08081347754 or team@sprintlaw.co.uk for a free, no-obligations chat.