Complete Guide to RIDDOR Reporting in the UK

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) is a legal requirement that every UK employer must understand and comply with. Failure to report incidents correctly can result in enforcement action from the Health and Safety Executive (HSE) and substantial fines.

What is RIDDOR?

RIDDOR requires employers, the self-employed, and people in control of work premises to report certain serious workplace accidents, occupational diseases, and specified dangerous occurrences (near misses) to the HSE or the relevant enforcing authority.

The purpose of RIDDOR is twofold: to enable the HSE to identify where risks arise and to investigate serious accidents, and to maintain a statistical record of workplace incidents across the UK.

What Must Be Reported?

Not every workplace incident requires a RIDDOR report. The regulations specify exactly which events must be reported:

• ▸Deaths: All work-related deaths must be reported immediately
• ▸Specified Injuries: Including fractures (except fingers, thumbs, and toes), amputations, permanent loss of sight, crush injuries to the head or torso, and serious burns
• ▸Over-7-Day Incapacitation: Injuries where an employee is unable to perform their normal work duties for more than seven consecutive days
• ▸Occupational Diseases: Specific diseases linked to workplace exposure, such as occupational asthma, dermatitis, or hand-arm vibration syndrome
• ▸Dangerous Occurrences: Near-miss events with the potential to cause serious harm, such as collapse of scaffolding or explosion of a pressure vessel

Reporting Timelines

Understanding reporting deadlines is critical for compliance. Missing a deadline can be considered a breach of regulations:

• ▸Deaths and Specified Injuries: Report by "the quickest practicable means" (telephone or online) and submit a written report within 10 days
• ▸Over-7-Day Incapacitations: Report within 15 days of the accident
• ▸Dangerous Occurrences: Report immediately when discovered
• ▸Occupational Diseases: Report as soon as diagnosis is confirmed

How to Report

The HSE provides an online reporting system accessible at www.hse.gov.uk/riddor. Reports can also be made by telephone (0345 300 9923) for deaths and specified injuries only. The online system is available 24/7 and provides immediate confirmation of submission.

Your report must include: Date, time, and location of the incident; details of the person affected; nature of the injury or disease; and a brief description of what happened and the work activity involved.

Record Keeping Requirements

Beyond reporting to the HSE, employers must maintain their own records of RIDDOR incidents. These records must be kept for a minimum of three years and should include: the date and method of reporting, the date, time and place of the event, personal details of those involved, and a brief description of the nature of the event or disease.

Common Compliance Pitfalls

Many organisations struggle with RIDDOR compliance due to confusion over what qualifies as a reportable incident, missed reporting deadlines, or incomplete documentation. The seven-day incapacitation rule is particularly prone to error—remember that this counts consecutive days the worker was incapacitated, not necessarily working days, and the day of the accident is not included in the count.

Leveraging Technology for Compliance

Modern safety management platforms can automate much of the RIDDOR process. When an incident is logged, AI-powered systems can assess whether it meets RIDDOR criteria, calculate reporting deadlines, pre-fill report forms with captured data, and maintain compliant records automatically. This reduces the administrative burden while virtually eliminating the risk of missed reports or incomplete documentation.

RIDDOR compliance doesn't have to be complicated. With clear processes, proper training, and the right tools, you can ensure your organisation meets its legal obligations while maintaining a comprehensive record of workplace safety performance.