How to Report a RIDDOR Incident
A step-by-step guide to RIDDOR reporting obligations for GB employers
Key takeaways
- ·RIDDOR 2013 requires employers to report specified injuries and fatalities to the HSE immediately, and over-7-day incapacitation injuries within 15 days.
- ·A "specified injury" includes fractures (other than fingers, thumbs or toes), amputations, loss of sight, crush injuries and burns causing hospital admission.
- ·The 7-day clock for over-7-day injuries starts the day after the accident, not on the day it occurs.
- ·In Ireland, the equivalent duty is the IR1 notification to the HSA — the threshold is 3+ days absence, not 7.
- ·Failure to report a RIDDOR-reportable incident can result in prosecution and a substantial fine.
What is RIDDOR?
RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. It is the primary GB statutory instrument that requires employers, the self-employed and those in control of premises to report certain workplace accidents, occupational diseases, and dangerous occurrences to the Health and Safety Executive (HSE).
RIDDOR serves two purposes: it creates a national picture of workplace injury and ill health trends that informs enforcement priorities and policy; and it triggers HSE investigation of serious incidents, giving inspectors the information they need to determine whether an investigation is warranted.
RIDDOR applies in Great Britain only. In Ireland, the equivalent is the requirement to notify the Health and Safety Authority (HSA) of certain injuries and dangerous occurrences under the Safety, Health and Welfare at Work (General Application) Regulations 2016 — the IR1 form. In the US, OSHA 300 log requirements cover similar ground but with different thresholds and categories.
Legal requirements in Great Britain and Ireland
Requires immediate reporting to the HSE where a worker dies or suffers a specified injury as a result of a work accident. Specified injuries include: fractures (other than to a finger, thumb or toe), amputations, any injury likely to lead to permanent loss of sight or reduction in sight, crush injuries causing damage to the brain or internal organs, burns covering more than 10% of the body or causing significant damage to the eyes, ears, respiratory system or vital organs, and any degree of scalping requiring hospital treatment.
Requires reporting to the HSE where a worker is incapacitated for more than 7 consecutive days as a result of a work accident (not counting the day of the accident itself). The report must be made within 15 days of the accident.
Requires reporting of dangerous occurrences — defined events that do not result in injury but had the potential to do so. Over 25 categories are listed, including scaffold collapses, pipeline explosions, and train derailments.
Requires notification to the HSA where a worker dies or is unable to work for more than 3 consecutive days (not counting the day of the accident). The IR1 form is submitted online. The threshold is 3 days absence, not 7 as in GB.
How to report a RIDDOR incident
Determine if the incident is RIDDOR-reportable
Not every workplace accident is RIDDOR-reportable. Work through the following questions: Has a worker died or suffered a specified injury? If yes, report immediately. Has a worker been incapacitated for work for more than 7 consecutive days (not counting the day of the accident)? If yes, report within 15 days. Has a dangerous occurrence (as defined in RIDDOR Schedule 2) taken place? If yes, report immediately. Has a worker been diagnosed with a reportable occupational disease (Schedule 3)? If yes, report when you receive written confirmation from a doctor.
A key distinction: the over-7-day threshold counts consecutive days including weekends and rest days. An accident on a Monday that keeps the worker off until the following Wednesday (10 days later) is reportable even if only 7 of those days were working days. The clock starts the day after the accident.
Identify the correct report type
RIDDOR has different report types for different events. For specified injuries and dangerous occurrences, use the online RIDDOR reporting system at hse.gov.uk/riddor. You will need to select the correct incident type: death or specified injury of a worker; dangerous occurrence; occupational disease; or injury to a member of the public requiring hospital treatment.
For over-7-day injuries, you can also report online. The system generates a reference number — keep this; it is your evidence of reporting. In rare cases where online reporting is not possible, you can report by telephone to the HSE infoline (0300 003 1647).
Gather the required information before submitting
Before logging onto the RIDDOR system, gather: the full name, date of birth and occupation of the injured person; the date, time and exact location of the accident; a clear description of what happened; the nature of the injury; the name and address of the employer (or the person in control of the premises if different); and the name and contact details of the person making the report.
For over-7-day injuries, you also need the date the worker became unable to perform their normal work as a result of the injury (this may differ from the accident date if symptoms developed later) and the expected return-to-work date if known. Preparing this information before starting the online submission avoids errors and partial reports.
Submit the report and record the reference number
Submit the report online at hse.gov.uk/riddor. Specified injuries and dangerous occurrences must be reported immediately — in practice, within the same working day. Over-7-day injuries must be reported within 15 days of the accident (note: within 15 days of the accident, not 15 days after the worker has been absent for 7 days).
Save or print the confirmation and reference number. Record the RIDDOR report number in your accident book alongside the investigation record for the incident. In Ireland, submit the IR1 form at hsa.ie. Keep the HSA reference number in the same way.
Investigate the incident and review your controls
RIDDOR reporting and investigation are separate obligations. Reporting tells the HSE the incident happened; investigation determines why it happened and what must change. Every RIDDOR-reportable incident should be investigated with a level of rigour proportionate to the severity and potential consequences.
Document the investigation: who was involved, what happened, what caused it, what immediate actions were taken, and what systemic changes are being made. Review the relevant risk assessment — if a RIDDOR-reportable injury has occurred, the assessment may no longer be suitable and sufficient and must be updated. Brief the wider workforce on what happened and what is changing; this is both a legal obligation (MHSWR reg 10) and the most effective way to prevent recurrence.
RIDDOR reporting checklist
- Incident type checked against RIDDOR 2013 schedules to confirm it is reportable
- For specified injuries and dangerous occurrences: reported to HSE same working day
- For over-7-day injuries: reported to HSE within 15 days of accident date
- Online report submitted at hse.gov.uk/riddor and reference number recorded
- RIDDOR reference number filed with accident investigation record
- Injured person's details, accident description and injury nature all recorded accurately
- Accident book entry completed separately (this is a distinct requirement)
- Incident investigation initiated
- Risk assessment reviewed in light of the incident
- Workforce briefed on findings and changes
- In Ireland: IR1 form submitted to HSA for 3+ day absences
Common mistakes to avoid
Counting the day of the accident when calculating the 7-day threshold
RIDDOR 2013 reg 6 explicitly states the 7 days are counted from "the day after the accident". Counting from the accident day itself will cause you to report one day early or miss the deadline.
Only reporting if the worker was on duty when injured
RIDDOR applies to accidents at work and also to some accidents to members of the public on premises under your control. Work-related road accidents while driving for work are also potentially reportable.
Assuming a doctor's fit note is sufficient reporting
A fit note is evidence of the worker's incapacity; it is not a RIDDOR report. The employer must separately report to the HSE using the RIDDOR online system.
Not investigating because the incident was already reported
Reporting and investigation are separate duties. Reporting notifies the HSE. Investigation determines cause and prevents recurrence — both are required.
Applying GB thresholds in Ireland (7 days vs 3 days)
The Irish threshold for IR1 notification to the HSA is more than 3 consecutive days absence, not 7. Applying the GB threshold will result in under-reporting in Ireland.
GB, Ireland and OSHA: key differences
RIDDOR 2013: specified injuries and dangerous occurrences — report immediately; over-7-day absence — report within 15 days of accident. Online at hse.gov.uk/riddor. Failure to report is a criminal offence and can result in prosecution. HSE may investigate RIDDOR-reportable incidents.
IR1 form submitted to HSA: fatalities — immediate notification; injuries resulting in 3+ consecutive days absence from normal work — report within 10 working days. Online at hsa.ie. The 3-day threshold is stricter than the GB 7-day threshold. Dangerous occurrences are separately notifiable.
OSHA 300 log: employers with 10 or more employees must maintain a log of all recordable injuries and illnesses (any case involving days away from work, restricted work, or medical treatment beyond first aid). Fatalities must be reported to OSHA within 8 hours; inpatient hospitalisations within 24 hours. Different thresholds and categories from RIDDOR — do not apply GB figures to US operations.