Accident Reporting

Safety guidance on the reporting and investigation of accidents

All accidents and near misses must be reported and recorded. Some accidents will need to be reported to the relevant authority and some will require a formal investigation to analyse the cause in order to prevent a recurrence and determine preventative measures.

Employees duties

If you have an accident it must be reported to your manager and, when working away from your place of work, the client or main contractor on whose site you have had the accident.

Ensure that your accident is recorded in the accident book.

Near misses should be reported to your manager without undue delay. Reports can be made verbally, verbally at the monthly safety meeting or you may complete an accident book entry marked clearly as a “Near Miss” and hand this to your manager.


Managers duties

Accident book

All accidents must be recorded in the accident book.

The book must be available to employees at all reasonable times

The injured person or their representative (first-aider, colleague, manager, etc) can make the entry.

Managers must ensure that the accident book entry is analysed for potential future HSE or Insurance company interest and must be satisfied that the entry is accurate, and factual. Check that the description of events represents what actually happened, and does not contain embellishments. This analysis must take place as soon as possible after the accident and Managers may seek the assistance of the Health and Safety Manager in this regard. If such an entry is in question it will be necessary to conduct a thorough investigation backed by a written report and supported by signed witness statements and photographs.

All accident book entries must be removed from the book for data protection reasons and kept by you in a confidential file.

A copy of the entry must be sent to the Safety Manager under separate cover, marked “private and confidential”, for accident statistical analysis purposes.


Near misses

Record all near misses in the safety meeting minutes. Near misses recorded on accident book forms should be sent to the safety manager once they have been discussed at the safety meeting.

Serious near misses should be reported without delay to the Safety Manager or a Director.


All Accidents and Near Misses

All accidents and near misses must be thoroughly discussed as soon as possible after the accident but no later than the next safety meeting in order to promote awareness and discuss preventative measures.

The subsequent entry in the minutes (assuming that there has not been a thorough investigation and written report already completed) must be thorough enough to be used in criminal or civil actions. Therefore, if detail is lacking in the original accident book entry then the extra actual, factual description must be written in the minutes and it must be established if there were any witnesses if so the minute must include their names, and any comments that they may make during the meeting.


More serious accidents, certain diseases and dangerous occurrences

More serious accidents which result in hospitalisation, lost time in excess of three days, broken bones, unconsciousness, temporary or permanent loss of sight, certain diseases and some dangerous occurrences may need reporting to the relevant authority under RIDDOR, please refer to Schedule 1 below for details.

While reporting must not be delayed, the Health and Safety Manager, a Managing Director or in their absence the Group Managing Director or the Operations Executive Director, must be telephoned for guidance and information.

Guidance on reporting RIDDOR accidents can also be found at

Last modified: Wednesday, 28 November 2012, 2:13 PM