At a glance
- To report an accident at work, get medical help if needed, tell your employer as soon as possible and make sure the incident is recorded in writing.
- Keep evidence like photos, witness details, medical records and copies of any reports or emails relating to the accident.
- Most workplace accidents should be reported internally, but only certain serious incidents need to be reported to HSE under RIDDOR.
- If there is no accident book or your employer refuses to record the accident, create your own written record and keep a copy.
- A missing accident report does not automatically prevent a claim, but strong supporting evidence becomes even more important.
- Agency workers, contractors, self-employed workers and people injured off-site should still report the accident promptly and keep clear records of what happened.
If you’ve been injured at work, it’s natural to feel unsure about what to do next. You might be worried about your health, your job or whether the accident needs to be formally reported.
Fortunately, the process is usually straightforward. The most important thing is to get medical help if you need it, tell your employer what happened and make sure there’s a written record of the incident.
This guide explains how to report an accident at work, what information should be recorded, when HSE reporting rules may apply and what to do if your employer refuses to record the accident.
What should you do straight after an accident at work?
Your health should always come first. If you’ve been injured at work, take these steps as soon as possible:
1. Get medical help
Seek first aid immediately if it’s available. If the injury is serious, call emergency services or go to hospital.
Even if the injury seems minor, it can still be worth seeing a GP or healthcare professional. Medical records can help document the injury and ensure you get the treatment you need.
2. Report the accident
Tell your manager, supervisor or the person responsible for the workplace what happened.
Do this as soon as you can. Prompt reporting creates a clearer record and reduces the risk of disputes later.
3. Make sure the accident is recorded
Ask for the incident to be entered into the accident book or recorded through your employer’s reporting system.
If there’s no formal system, create your own written record and send it to your employer.
4. Gather evidence
If it’s safe to do so, collect evidence including:
- Photographs of the scene
- Photographs of your injuries
- Witness names and contact details
- Details of any equipment involved
- Notes about what happened
5. Keep records
Keep copies of anything connected to the accident, including emails, messages, medical records and receipts.
Who should you report an accident at work to?
In most cases, you should report an accident to the person responsible for supervising or managing your work. This may include:
- Your line manager
- A supervisor
- A site manager
- HR
- Your employer
- A health and safety representative
If the accident happened away from your normal workplace, tell the person in charge at that location as well as your usual manager.
For example, if you’re visiting a client site and suffer an injury, report it to both the client contact and your own employer.
Who is responsible for what after an accident?
| Employee responsibilities | Employer responsibilities |
| Report the accident | Record the accident |
| Seek medical treatment | Provide suitable first aid arrangements |
| Keep evidence | Investigate incidents where appropriate |
| Report hazards | Manage workplace risks |
| Follow reporting procedures | Maintain safe systems of work |
| Cooperate with investigations | Report qualifying incidents under RIDDOR |
Employers are expected to take reasonable steps to keep workers safe. This includes providing suitable facilities, training and equipment. Understanding workplace welfare requirements and recognising health and safety breaches at work can help you understand whether safety standards were met.
How do you record an accident at work?
Recording the accident is one of the most important steps you can take. Many workplaces use an accident book. An accident book is a formal record used to document workplace accidents and injuries. A good accident report should include:
- Your name
- Date and time of the accident
- Location of the incident
- What happened
- Details of the injury
- Witness names
- Who the accident was reported to
- Any first aid or treatment provided
Keep the information factual and accurate.
What if there’s no accident book?
Not every workplace uses a traditional accident book. If there isn’t one available:
- Write down exactly what happened
- Include the date, time and location
- Record any witnesses
- Email the information to your manager or employer
- Keep a copy for your records
Creating your own written record is far better than relying on memory later.
Does every accident at work need to be reported to HSE?
No. One of the most common misunderstandings is that every workplace accident must be reported to the Health and Safety Executive (HSE). However, there are two separate processes:
- Reporting the accident to your employer
- Reporting certain serious incidents under RIDDOR
Most workplace accidents should be reported internally. Only certain incidents need to be reported to HSE.
What is RIDDOR?
RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations. It’s a legal framework that requires certain serious work-related incidents to be reported to the relevant authority.
RIDDOR reporting is about workplace safety and legal compliance. It’s not the same as making a compensation claim.
Who reports under RIDDOR?
In most situations, the injured employee does not make the RIDDOR report. Instead, reporting is usually carried out by:
- The employer
- The person responsible for the workplace
- Certain self-employed people
What incidents may be reportable?
Here are a few examples of incidents that must be reported under RIDDOR:
- Workplace deaths
- Certain serious injuries
- Injuries that prevent someone from working for more than seven days
- Certain dangerous occurrences
- Some work-related diseases
You don’t need to become an expert in RIDDOR to report an accident at work. Your priority is making sure your employer knows what happened and that the incident has been properly recorded.
What evidence should you keep after an accident at work?
Strong evidence can help show what happened and how the accident affected you. Try to keep:
- Accident reports
- Medical records
- Photographs
- Witness details
- Emails and messages
- Receipts
- Proof of lost earnings
- Your own notes about the incident
Whether the accident involved a slip, trip or fall, manual handling injury or faulty equipment, evidence is often important.
If your injury involved defective machinery, tools or protective equipment, information about injuries caused by faulty work equipment may also be relevant.
What if your employer refuses to record the accident?
If your employer refuses to record the accident, don’t panic. You can still take steps to create your own record.
- Ask for the accident to be recorded
- Send your own written account by email
- Keep copies of everything
- Speak to a health and safety representative if one is available
- Follow any workplace grievance procedure if necessary
A grievance procedure is a formal process used to raise workplace concerns.
If the accident isn’t recorded, that doesn’t automatically mean nothing can be done. Other evidence may still help establish what happened.
Can you still claim if the accident was not reported?
Potentially, yes. A missing accident report doesn’t necessarily prevent a claim. However, it may make the circumstances harder to prove. That’s why other evidence can be important, including:
- Medical records
- Witness statements
- Photographs
- Emails
- Financial records
The key question is often whether the accident can still be shown to have happened and whether someone else’s negligence contributed to it.
What if you are self-employed, an agency worker or injured off-site?
The reporting process can be slightly different depending on your working arrangement.
Agency workers
Report the accident to the person supervising you at the workplace and inform your agency as soon as possible.
Contractors
Tell the site manager or person responsible for the premises. You should also notify your own employer or contracting company if relevant.
Self-employed workers
If you’re self-employed, responsibility can depend on where the accident happened and who controlled the premises.
Off-site accidents
If you’re injured while working away from your normal workplace, report the accident both to the person in charge at the location and to your usual employer.
When should you speak to a solicitor after an accident at work?
It may be worth seeking professional legal advice if:
- Your injuries are serious
- You needed time off work
- You’ve lost income
- Your employer refuses to record the accident
- Unsafe working conditions may have contributed
- Responsibility for the accident is disputed
Accidents can happen in many environments, including warehouses, factories, shops and offices. If your injury occurred in an office setting, information about office accident claims may be relevant.
You don’t have to work everything out on your own. Getting advice can help you understand your options and what evidence may be useful.
Make a claim after an accident at work
If you’ve been injured at work, report the accident as soon as possible, make sure it’s recorded and keep evidence of what happened.
Remember that reporting the accident to your employer is different from reporting an incident under RIDDOR. In most cases, RIDDOR reporting is the responsibility of the employer or another responsible person.
Taking these simple steps can help protect your health, create a clear record of events and ensure you understand your rights moving forward.
To start a claim, start by getting in touch with Injury Lawyers for you. We’ll begin with a free consultation.
FAQs about reporting an accident
How soon should I report an accident at work?
You should report an accident as soon as possible after receiving any urgent medical treatment. Prompt reporting helps create a clear and accurate record.
Does every accident at work need to be reported to HSE?
No. Only certain serious work-related incidents need to be reported under RIDDOR. Most accidents only need to be reported internally.
What if my employer refuses to record the accident?
Create your own written record, send it to your employer and keep a copy. You can also follow any workplace grievance procedure if necessary.
Can I claim if my accident was not reported?
Potentially, yes. A claim may still be possible if there is enough evidence to show what happened and how you were injured.
Can someone else report the accident for me?
Yes. If you are unable to report the accident yourself, someone else can notify your employer on your behalf.
What if I am self-employed and injured at work?
The reporting process depends on where the accident happened and who controlled the premises. Reporting responsibilities can differ for self-employed workers.