What incidents must be reported under RIDDOR?

Under RIDDOR 2013, the following workplace incidents must be reported to the HSE: deaths arising from work-related accidents; specified injuries (fractures other than fingers, thumbs and toes, amputations, permanent loss of sight, crush injuries, scalping, severe burns, and injuries causing hypothermia, unconsciousness or requiring resuscitation); over-7-day incapacitation (where a worker cannot perform their normal duties for more than seven consecutive days, not counting the day of the accident); dangerous occurrences listed in Schedule 2 (such as scaffold collapse, unintended explosion, release of biological agents, and failure of pressure systems); and certain occupational diseases (including carpal tunnel syndrome, occupational dermatitis, hand-arm vibration syndrome, occupational asthma and tendon disorders diagnosed by a doctor).

Who is responsible for submitting RIDDOR reports?

The responsible person for RIDDOR reporting is the employer, the self-employed person, or the person in control of the premises where the incident occurred. In practice, this duty is often delegated to a health and safety manager, site manager or HR department, but the legal responsibility remains with the duty holder. For incidents involving members of the public, the person in control of the premises must report. The responsible person should be named on the incident report template and should retain the HSE reference number for the organisation records.

What is an over-7-day incapacitation under RIDDOR?

An over-7-day incapacitation occurs when a worker is unable to carry out their normal work duties for more than seven consecutive days as a result of a workplace injury. The count starts from the day after the accident, not the day of the accident itself. The worker does not need to be absent from work entirely; if they are at work but cannot perform their normal duties for more than seven consecutive days, it is still reportable. This must be reported to the HSE within 15 days of the incident via the online RIDDOR portal.

How long must RIDDOR records be kept?

Under RIDDOR 2013, the responsible person must keep a record of any reportable injury, dangerous occurrence or case of disease for at least three years from the date the record was made. This can be a copy of the report submitted to the HSE, or a record kept in an accident book or incident management system. Best practice is to retain records for longer (typically six years) to align with the Limitation Act 1980 for personal injury claims. Digital records are acceptable provided they are accessible and retrievable.

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Free RIDDOR incident report template (PDF-ready). Covers specified injuries, dangerous occurrences, over-7-day incapacitation and diseases.

Jarrod Milford

Commercial Director

Updated 3 May 2026

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What is a riddor incident report template?

A RIDDOR incident report template is a structured document used to record and report workplace incidents that fall under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) in the United Kingdom. RIDDOR requires employers, the self-employed and people in control of work premises to report certain serious workplace incidents to the Health and Safety Executive (HSE). Reportable incidents include deaths, specified injuries (fractures other than fingers, thumbs and toes, amputations, permanent loss of sight, crush injuries, scalping, burns covering more than 10% of the body, and any injury leading to hypothermia, unconsciousness or resuscitation), over-7-day incapacitation (where a worker is incapacitated for more than seven consecutive days, not counting the day of the accident), dangerous occurrences (near-miss events listed in Schedule 2, such as collapse of scaffolding, unintended explosion, release of a biological agent, or failure of pressure systems), and occupational diseases (including carpal tunnel syndrome, occupational dermatitis, hand-arm vibration syndrome, occupational asthma and tendon disorders). The template captures the injured person details, date, time and location of the incident, a description of what happened and how, the type of RIDDOR category, immediate actions taken, witnesses, and the responsible person who will submit the report to the HSE. Reports must be submitted online via the HSE RIDDOR reporting portal, and the responsible person must do so without delay for deaths and specified injuries, or within 15 days for over-7-day incapacitation incidents.

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Benefits of using this riddor incident report template

Regulatory compliance: meet RIDDOR 2013 reporting obligations to the HSE and demonstrate due diligence in incident management.
Timely reporting: the structured template prompts the responsible person to capture all required information quickly, helping meet the reporting deadlines (without delay for deaths and specified injuries, within 15 days for over-7-day incapacitation).
Accurate categorisation: clear prompts for RIDDOR incident categories (specified injury, over-7-day, dangerous occurrence, occupational disease) reduce the risk of mis-classification or under-reporting.
Investigation support: the detailed incident description, witness statements and immediate actions section feeds directly into follow-up incident investigations.
Audit trail: completed RIDDOR reports provide documented evidence for HSE inspections, insurance claims and internal safety reviews.
Continuous improvement: tracking RIDDOR-reportable incidents over time helps identify patterns, high-risk activities and areas where controls need strengthening.

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Maintain an auditable safety register that satisfies WHS regulator requests.
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What to include in a riddor incident report template

This riddor incident report template covers 10 key areas:

Report details: report reference number, date of report, responsible person (name, position, contact details).
Injured person details: full name, date of birth, occupation, employer (if different from the reporter), employment status (employee, self-employed, member of the public).
Incident details: date, time, exact location (site, building, area), what the injured person was doing at the time.
RIDDOR category: specified injury (with type), over-7-day incapacitation, dangerous occurrence (with Schedule 2 reference), occupational disease (with disease type), or death.
Description of incident: what happened, how it happened, what went wrong, equipment or substances involved.
Injury or condition details: nature of injury, body part affected, first aid or medical treatment given, hospital attended.
Immediate actions taken: first aid, area secured, equipment isolated, witnesses identified, supervisor notified.
Witness details: names, contact details, statements (attach separately if needed).
HSE notification: method of reporting (online portal), date submitted, HSE reference number (when received).
Follow-up actions: investigation assigned to, corrective actions identified, target completion dates.

How to use this riddor incident report template

As soon as a reportable incident occurs, secure the scene, administer first aid and call emergency services if needed. Begin completing the template while details are fresh.: The immediate priority is the safety of the injured person and bystanders. Administer first aid, call 999 if the injury is serious, and secure the scene to prevent further harm. Do not disturb the scene unnecessarily, as it may need to be preserved for investigation. Once the scene is safe and the injured person is receiving care, begin completing the template. Recording details while they are fresh produces a more accurate and complete report than relying on memory hours or days later.
Fill in the report details and injured person information. Record the date, time and exact location of the incident.: Enter the report reference number (from your internal incident log), the date the report is being compiled, and the responsible person details (name, position, contact number). Record the injured person full name, date of birth, occupation, employer (if different from the reporting organisation) and employment status (employee, self-employed or member of the public). Note the exact date and time of the incident and the precise location, including the site name, building, floor, area and any grid reference or what3words location if applicable.
Determine the correct RIDDOR category. For specified injuries and deaths, the report must be submitted without delay. For over-7-day incapacitation, report within 15 days of the incident.: Review the injury details against the RIDDOR 2013 categories. Specified injuries include fractures (other than fingers, thumbs and toes), amputations, permanent loss of sight, crush injuries, scalping, burns covering more than 10% of the body, and injuries leading to hypothermia, unconsciousness or requiring resuscitation. If the worker is incapacitated for more than seven consecutive days (not counting the day of the accident), it is an over-7-day incapacitation. For dangerous occurrences, check Schedule 2 of RIDDOR 2013. For occupational diseases, a medical diagnosis from a doctor is required. Record the category on the template, as it determines the reporting deadline.
Write a clear, factual description of what happened, how it happened, what equipment or substances were involved, and what went wrong. Avoid speculation or blame.: Describe the sequence of events leading up to the incident in plain, factual language. State what the injured person was doing at the time, what task was being performed, what equipment or substances were involved, and what deviated from normal. Include specific details such as the make and model of equipment, the chemical name of any substance, the height of a fall or the weight of an object. Do not include opinions, blame or conclusions about fault at this stage; those belong in the subsequent investigation. The HSE needs a clear, objective account to assess the incident.
Record witness details and gather statements. Note any CCTV footage or photographs of the scene.: Record the name, contact details and role of every person who witnessed the incident. Ask each witness to provide a written statement as soon as practical, while their recollection is fresh. Note whether CCTV cameras cover the incident location and arrange for the footage to be preserved before it is overwritten. Take photographs of the scene, the equipment involved, any damage and the surrounding area. These records support the RIDDOR report, the internal investigation and any potential enforcement or insurance proceedings.
Submit the report to the HSE via the online RIDDOR reporting portal (www.hse.gov.uk/riddor/report.htm). Record the HSE reference number on the template.: For deaths and specified injuries, submit the report to the HSE without delay. You can report online via the RIDDOR portal or by telephone to the Incident Contact Centre on 0345 300 9923. If reported by telephone, a written report must follow within 10 days. For over-7-day incapacitation, submit the online report within 15 days. Once submitted, the HSE issues a reference number. Record this reference number on the template and in your incident register. Retain a copy of the submitted report as proof of compliance.
Assign follow-up actions: initiate a formal incident investigation, identify corrective actions and set target completion dates. Retain the completed report for a minimum of three years.: Assign a lead investigator and initiate a formal incident investigation to determine the root cause. Identify corrective and preventive actions, assign responsible persons and set target completion dates. Track these actions to close-out in your safety management system. File the completed RIDDOR template, witness statements, photographs and HSE reference number together as a single incident record. Under RIDDOR 2013, records must be retained for a minimum of three years. Best practice is to retain records for at least six years to align with the Limitation Act 1980 for personal injury claims.

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How often should you complete this report?

A RIDDOR report must be submitted whenever a reportable incident occurs. Deaths and specified injuries must be reported without delay (by telephone to the HSE Incident Contact Centre or online). Over-7-day incapacitation incidents must be reported within 15 days. Dangerous occurrences must be reported without delay. Occupational diseases must be reported when a doctor notifies the employer of a diagnosis. There is no routine schedule for RIDDOR reporting, but organisations should review their RIDDOR log at least quarterly to identify trends and ensure all reportable incidents have been submitted. The responsible person should keep the completed template and HSE reference number on file for a minimum of three years.

Frequently asked questions

What incidents must be reported under RIDDOR?: Under RIDDOR 2013, the following workplace incidents must be reported to the HSE: deaths arising from work-related accidents; specified injuries (fractures other than fingers, thumbs and toes, amputations, permanent loss of sight, crush injuries, scalping, severe burns, and injuries causing hypothermia, unconsciousness or requiring resuscitation); over-7-day incapacitation (where a worker cannot perform their normal duties for more than seven consecutive days, not counting the day of the accident); dangerous occurrences listed in Schedule 2 (such as scaffold collapse, unintended explosion, release of biological agents, and failure of pressure systems); and certain occupational diseases (including carpal tunnel syndrome, occupational dermatitis, hand-arm vibration syndrome, occupational asthma and tendon disorders diagnosed by a doctor).
How quickly must a RIDDOR report be submitted?: Deaths and specified injuries must be reported to the HSE without delay, either by telephone to the Incident Contact Centre (0345 300 9923) or online through the RIDDOR portal. A written report must follow within 10 days if initially reported by phone. Over-7-day incapacitation incidents must be reported within 15 days of the incident. Dangerous occurrences must be reported without delay. Occupational diseases must be reported as soon as the employer receives a diagnosis from a doctor. Failure to report within the required timeframes is a criminal offence.
Who is responsible for submitting RIDDOR reports?: The responsible person for RIDDOR reporting is the employer, the self-employed person, or the person in control of the premises where the incident occurred. In practice, this duty is often delegated to a health and safety manager, site manager or HR department, but the legal responsibility remains with the duty holder. For incidents involving members of the public, the person in control of the premises must report. The responsible person should be named on the incident report template and should retain the HSE reference number for the organisation records.
What is an over-7-day incapacitation under RIDDOR?: An over-7-day incapacitation occurs when a worker is unable to carry out their normal work duties for more than seven consecutive days as a result of a workplace injury. The count starts from the day after the accident, not the day of the accident itself. The worker does not need to be absent from work entirely; if they are at work but cannot perform their normal duties for more than seven consecutive days, it is still reportable. This must be reported to the HSE within 15 days of the incident via the online RIDDOR portal.
How long must RIDDOR records be kept?: Under RIDDOR 2013, the responsible person must keep a record of any reportable injury, dangerous occurrence or case of disease for at least three years from the date the record was made. This can be a copy of the report submitted to the HSE, or a record kept in an accident book or incident management system. Best practice is to retain records for longer (typically six years) to align with the Limitation Act 1980 for personal injury claims. Digital records are acceptable provided they are accessible and retrievable.

Applicable regulatory standards

This template aligns with the following regulations and standards:

RIDDOR 2013 - Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
HSWA 1974 - Health and Safety at Work etc. Act, Section 2 (general duties of employers)
Management of Health and Safety at Work Regulations 1999, Regulation 3 (risk assessment)

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