Safety

Accident & Incident Register

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DATE, TIME, AND EXACT LOCATION: Record the date and time of the accident and the precise location on the premises (room, floor, area). Vague entries such as "on site" are inadequate for HSE inspection and will not support a civil defence. Enter within 24 hours of the incident.
FULL DETAILS OF THE PERSON INVOLVED: Record the injured person's full name, job title or role (or "visitor" / "contractor" / "member of public" where applicable), and contact details. Store this sheet face-down or in a sealed envelope immediately after completion: injury records are special-category health data under UK GDPR (Article 9, UK GDPR) and the ICO requires them to be kept separate from the open register.
DESCRIPTION OF WHAT HAPPENED: Write a factual, first-person account of how the accident occurred: the sequence of events, what the person was doing, what went wrong, and any equipment or substances involved. Use the person's own words where possible. Avoid opinion or blame at this stage.
NATURE AND BODY LOCATION OF INJURY OR HARM: Describe the type of injury (cut, fracture, burn, strain, etc.) and the body part affected. This field determines your RIDDOR duty: a fracture of any bone except fingers, thumbs, or toes is a "specified injury" under RIDDOR 2013 Regulation 4 and must be reported to HSE without delay.
RIDDOR CLASSIFICATION AND REPORTING DEADLINE: Mark each entry as one of four categories: (1) Specified injury (Reg. 4) or fatality (Reg. 6) -- report to HSE immediately by telephone or online; (2) Over-7-day incapacitation (Reg. 6) -- record the absence start date and report to HSE within 15 days of the accident; (3) Over-3-day incapacitation -- record only, no HSE report required; (4) Non-reportable accident, near miss, or dangerous occurrence -- record only. Tick the correct box and log the HSE reference number if a report is submitted.
WITNESS NAMES AND STATEMENTS: Record the full names of any witnesses and attach or cross-reference their signed statements. Witness details collected within hours are far more reliable than those gathered days later and are essential evidence in any subsequent enforcement action or civil claim.

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Safety

Accident & Incident Register

The Accident and Incident Register is the bound master log of every workplace accident, injury, near miss, and dangerous occurrence on the premises, maintained as the primary legal record under RIDDOR 2013 and the Social Security (Claims and Payments) Regulations 1979. Without it, you face criminal prosecution, unlimited fines, and no defence when an injured person brings a civil claim.

12 checksPDF + printReviewed August 2026

Built on published UK guidance Show sources

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (SI 2013/1471), Regulations 4, 6, and 12; Social Security (Claims and Payments) Regulations 1979 (SI 1979/628), Regulation 25; Health and Safety at Work etc. Act 1974, Sections 2 and 33; Management of Health and Safety at Work Regulations 1999 (SI 1999/3242), Regulation 5; Health and Safety (First-Aid) Regulations 1981 (SI 1981/917); UK General Data Protection Regulation (UK GDPR), Article 9; Limitation Act 1980, Section 11

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What’s on it

12 things to check.

Everything that matters, nothing that does not. Here is the full list, exactly as it appears on the template.

1DATE, TIME, AND EXACT LOCATION: Record the date and time of the accident and the precise location on the premises (room, floor, area). Vague entries such as "on site" are inadequate for HSE inspection and will not support a civil defence. Enter within 24 hours of the incident.
2FULL DETAILS OF THE PERSON INVOLVED: Record the injured person's full name, job title or role (or "visitor" / "contractor" / "member of public" where applicable), and contact details. Store this sheet face-down or in a sealed envelope immediately after completion: injury records are special-category health data under UK GDPR (Article 9, UK GDPR) and the ICO requires them to be kept separate from the open register.
3DESCRIPTION OF WHAT HAPPENED: Write a factual, first-person account of how the accident occurred: the sequence of events, what the person was doing, what went wrong, and any equipment or substances involved. Use the person's own words where possible. Avoid opinion or blame at this stage.
4NATURE AND BODY LOCATION OF INJURY OR HARM: Describe the type of injury (cut, fracture, burn, strain, etc.) and the body part affected. This field determines your RIDDOR duty: a fracture of any bone except fingers, thumbs, or toes is a "specified injury" under RIDDOR 2013 Regulation 4 and must be reported to HSE without delay.
5RIDDOR CLASSIFICATION AND REPORTING DEADLINE: Mark each entry as one of four categories: (1) Specified injury (Reg. 4) or fatality (Reg. 6) -- report to HSE immediately by telephone or online; (2) Over-7-day incapacitation (Reg. 6) -- record the absence start date and report to HSE within 15 days of the accident; (3) Over-3-day incapacitation -- record only, no HSE report required; (4) Non-reportable accident, near miss, or dangerous occurrence -- record only. Tick the correct box and log the HSE reference number if a report is submitted.
6WITNESS NAMES AND STATEMENTS: Record the full names of any witnesses and attach or cross-reference their signed statements. Witness details collected within hours are far more reliable than those gathered days later and are essential evidence in any subsequent enforcement action or civil claim.
7FIRST AID OR TREATMENT GIVEN: Note what treatment was administered, by whom (name and first-aid qualification), and whether the person was referred to hospital or an occupational health provider. This satisfies the Health and Safety (First-Aid) Regulations 1981 expectation that adequate provision is recorded.
8IMMEDIATE CORRECTIVE ACTION TAKEN: State what was done straight away to make the area or task safe (e.g. spill cleaned, machine isolated, area cordoned off). Name the person who carried out the action and the time it was completed. Leave this blank only if no action was required, and record the reason why.
9RESPONSIBLE MANAGER SIGNATURE AND DATE: The line manager or duty manager must sign and date every entry before the end of the working day on which the accident is reported. An unsigned entry has no evidentiary standing and signals to an HSE inspector that records are not actively managed.
10RIDDOR REPORT REFERENCE OR "NOT REPORTABLE" NOTATION: Once the RIDDOR classification is determined, add the HSE reference number for any submitted report, or enter "Not RIDDOR reportable" with the reason. This one field proves compliance and closes the loop during inspection.
11INVESTIGATION OUTCOME AND CORRECTIVE ACTIONS LOG: After the initial entry, return to the register within 7 days to record the root-cause findings and any longer-term corrective actions, with named owners and target dates. The Management of Health and Safety at Work Regulations 1999, Regulation 5 requires you to plan, monitor, and review preventive measures: the register is the evidence that this is happening.
12RETENTION FLAG: Every completed entry must carry the date after which it may be destroyed. The legal minimum is 3 years from the date of entry (RIDDOR 2013, Regulation 12; Social Security (Claims and Payments) Regulations 1979, Regulation 25). In practice, retain all records for at least 6 years to cover the civil personal injury limitation period under the Limitation Act 1980, Section 11. For injuries to persons under 18 at the time of the accident, retain until their 21st birthday at the earliest.

Good to know

Under RIDDOR 2013 Regulation 12, the duty to keep records is entirely separate from the duty to report to HSE: even incidents that are not reportable must still be recorded in your register. Failing to maintain adequate records is itself a criminal offence under the Health and Safety at Work etc. Act 1974, Section 33, with unlimited fines on conviction in the Crown Court.

Source: Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (SI 2013/1471), Regulations 4, 6, and 12; Social Security (Claims and Payments) Regulations 1979 (SI 1979/628), Regulation 25; Health and Safety at Work etc. Act 1974, Sections 2 and 33; Management of Health and Safety at Work Regulations 1999 (SI 1999/3242), Regulation 5; Health and Safety (First-Aid) Regulations 1981 (SI 1981/917); UK General Data Protection Regulation (UK GDPR), Article 9; Limitation Act 1980, Section 11

Good to know

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The PDF downloads the moment you check out, prints sharp in black and white, and opens on any phone. It is reviewed for August 2026 and you get any future update free when the official guidance changes.

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