How to Report a Workplace Accident
(Step-by-Step Guide)

Experiencing an accident at work can be shocking, painful and disruptive. In the immediate aftermath, it is normal to feel overwhelmed or unsure what to do next. However, the steps you take in the minutes, hours and days following an incident can make a significant difference to your health, your rights, and the safety of your colleagues. This guide explains exactly how to report a workplace accident, what to record, and why accurate reporting is so important. Whether your injury is minor or serious, following these steps will help ensure your employer is aware of the risks, the incident is properly investigated, and your legal protections are preserved.

Why Reporting a Workplace Accident Matters

Reporting is more than a formality — it is a crucial part of protecting your health, ensuring workplace safety, and safeguarding your right to claim compensation if needed. When an accident is recorded:

• There is an official record of what happened
• It helps your employer identify hazards
• It may trigger legal reporting duties under RIDDOR
• It supports any future insurance or compensation claim
• It allows proper investigation

Even if your injury seems minor at first, symptoms may worsen in the following days. Reporting promptly protects your position regardless of how your recovery progresses.

Step 1: Get Safe and Seek First Aid

The priority after any workplace accident is your immediate safety. Stop work straight away and remove yourself from any ongoing danger.

Alert a First Aider

A trained first aider can assess your injury, provide initial treatment, and record what happened.

Call Emergency Services if Needed

Dial 999 for serious injuries such as fractures, heavy bleeding, head injuries, or breathing difficulties. For less urgent issues, use urgent care, NHS 111, or your GP.

Seeking medical treatment early provides both health protection and an official record of your injury.

Step 2: Tell Your Manager and Record the Accident

Report the incident as soon as possible. Most workplaces have an accident book, and entering your details creates an official, time-stamped record.

What to Include in the Report

• Date, time, and location
• What you were doing at the time
• Equipment or substances involved
• Environmental or safety conditions
• A clear, factual description of what happened
• Immediate symptoms or injuries
• Names of any witnesses

If your employer has a digital reporting system, follow the procedure and keep a saved copy for your records.

Step 3: Secure the Scene and Collect Evidence

Gather evidence quickly before conditions change.

Take Photos and Videos

Capture:

• Hazards such as spillages or obstructions
• Faulty or damaged equipment
• The surrounding area
• Signage (or lack of signage)
• Lighting conditions

Preserve Physical Evidence

Keep damaged PPE or broken equipment (where safe) as it may support your account.

Identify Witnesses

Collect names and contact details of anyone who saw the incident.

Request CCTV

If cameras were present, ask your manager or HR to preserve any relevant footage.

Step 4: Understand RIDDOR Duties

RIDDOR — the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations — requires certain workplace incidents to be formally reported to the HSE.

Incidents That Must Be Reported

• Specified injuries such as fractures, amputations, or serious burns
• Over-seven-day incapacitation from normal work duties
• Dangerous occurrences, e.g., equipment failures or explosions
• Certain occupational diseases
• Fatalities

Ask your employer for the RIDDOR reference number if a report is submitted.

Step 5: Keep a Recovery and Costs Diary

A recovery diary helps you track how your injury develops and provides evidence of the impact on your daily life.

Record:

• Changes in symptoms
• Medical appointments and treatment
• Medication or therapy costs
• Travel expenses for medical visits
• Time off work and any loss of earnings
• Difficulties with daily tasks, such as driving or lifting

This helps build a clear picture of how the accident has affected you physically, emotionally and financially.

Step 6: Get Legal Help Early

A specialist adviser can help you understand liability, obtain evidence, and handle communication with insurers.

Benefits of Early Legal Advice

• Identifying who is responsible
• Understanding time limits (usually three years)
• Accessing interim payments if you cannot work
• Securing expert medical evidence

Most workplace injury claims are handled on a no-win, no-fee basis, meaning you do not pay upfront for advice or representation.

Final Thoughts

Reporting a workplace accident promptly ensures your safety, protects your rights, and helps prevent future incidents. By taking the steps in this guide, you create a clear and accurate record of what happened and ensure you receive the support you need during your recovery.