Accidents, dangerous occurrences, and work-related illnesses happen, even in the most safety-conscious environments. What truly defines a responsible employer is how these events are reported, managed, and learned from.
Robust RIDDOR reporting procedures not only help organisations comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, but also enable proactive risk management, reduce future harm, and create a stronger safety culture.
A clear, compliant approach ensures the right people are notified, incidents are fully understood, and preventative measures are implemented. With proper documentation, training, and policy support, businesses can protect their workforce and reputation.
Kingfisher Professional Services works with employers across industries to develop tailored reporting frameworks, from flowcharts and templates to GDPR-compliant storage systems and targeted training.
Understanding RIDDOR: What, Who & When
What is RIDDOR & Why It Matters
RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) is a key piece of health and safety legislation that places a legal duty on employers, the self-employed, and those in control of work premises to report certain serious incidents to the Health and Safety Executive (HSE) or local authority.
RIDDOR applies across all industries and helps regulatory bodies monitor trends, investigate systemic failings, and ensure that workplaces take appropriate steps to prevent recurrence.
Failing to comply with RIDDOR can result in legal penalties, enforcement action, or reputational damage, but compliance is not just about avoiding fines. It’s an opportunity to reflect, learn, and strengthen your health and safety practices.
Who Must Report?
The ‘responsible person’ must complete and submit RIDDOR reports. This may include:
- Employers or senior managers
- Anyone in control of work premises (such as site managers, landlords or building operators)
- Self-employed individuals, particularly where the work affects others
In multi-contractor or shared premises environments, determining responsibility can be complex. It is essential that roles and responsibilities are clearly defined in your internal health and safety documentation.
When to Report & Timeframes
Different categories under RIDDOR have different reporting deadlines:
- Immediate Reporting: Fatalities, specified major injuries, or serious, dangerous occurrences must be reported immediately, usually via phone, followed by an online form.
- Within 10 Days: Most other reportable incidents, including occupational diseases and certain injuries, must be submitted online within 10 days of the incident.
- Over-7-Day Injuries: If an employee or self-employed worker is unable to perform their normal work duties for more than 7 consecutive days due to a work-related injury, it must be reported. The 7-day period excludes the day of the incident.
Organisations must maintain clear internal timelines and assign responsibility to ensure legal timeframes are met.
What to Report: Categories & Examples
Reportable Events
RIDDOR identifies three main types of reportable events:
1. Deaths and Specified Injuries
These include:
- Fatalities arising from work activities
- Fractures (excluding fingers, thumbs, toes)
- Amputations
- Permanent or temporary loss of sight
- Crush injuries leading to internal organ damage
- Burns covering more than 10% of the body or affecting eyes, respiratory system or other vital organs
- Scalping injuries requiring hospital treatment
- Unconsciousness caused by head injury or asphyxia
- Injuries from enclosed space incidents (e.g. loss of consciousness or resuscitation requirement)
2. Dangerous Occurrences
These are near-miss events with the potential to cause serious harm, such as:
- Structural collapses
- Explosions or fires resulting in suspension of normal work for over 24 hours
- Equipment failure (e.g. lifting equipment, pressure systems, electrical systems)
- Accidental release of biological agents or hazardous substances
- Gas incidents (leaks, exposure, carbon monoxide poisoning)
3. Occupational Diseases
These are conditions caused or worsened by work, and must be diagnosed by a medical practitioner. Examples include:
- Carpal Tunnel Syndrome (due to repetitive movements)
- Hand-Arm Vibration Syndrome (HAVS)
- Occupational asthma
- Dermatitis due to known irritants or allergens
- Tendonitis or tenosynovitis of the hand or forearm (from repetitive forceful work)
- Occupational cancers linked to substances such as asbestos or benzene
2.2 Near-Misses & Learning
Although near-misses are not legally reportable under RIDDOR, they are a key opportunity for learning. Businesses should develop a near-miss reporting culture that captures:
- Unsafe acts or conditions
- Failed safety procedures
- Equipment malfunctions
This data allows for root-cause investigations, trends analysis, and targeted interventions, stopping minor issues before they lead to serious harm.
Internal Process: Flowchart, Templates & Documentation
An effective RIDDOR reporting system involves several key stages. Having a visual flowchart available to staff can clarify the process:
Step 1: Immediate response
Ensure any injured persons receive medical treatment. Secure the area and preserve evidence.
Step 2: Preliminary internal report
Use internal templates to gather facts quickly: who, what, when, where, and how.
Step 3: Determine RIDDOR relevance
Assess whether the incident is reportable under RIDDOR. Seek advice if unsure.
Step 4: Submit report
If reportable, complete the F2508 form via the HSE online portal or call if urgent.
Step 5: Investigate
Assign a competent person/team to conduct a formal investigation, identify root causes, and propose corrective actions.
Step 6: Record & Retain
Log the incident and actions taken in your safety management system or document repository.
Kingfisher provides a suite of ready-made tools to support this process:
- Incident/near-miss reporting templates
- Detailed example narratives
- Corrective action log templates with responsibility tracking
These resources make compliance easier and more consistent across your teams.
Evidence, Data Protection & Record-Keeping
Evidence Gathering
Comprehensive evidence collection supports investigations and can protect the business in the event of enforcement action or litigation. Types of evidence include:
- Photographs and video footage
- Witness accounts (preferably written and signed)
- Interview transcripts
- Maintenance and inspection records
- Method statements and risk assessments
- Site logs and access records
Evidence should be collected promptly, with minimal disruption to business operations.
GDPR & Sensitive Data
Accident and incident records often contain sensitive personal data, including medical information and witness statements. Under the General Data Protection Regulation (GDPR), employers must:
- Limit access to authorised personnel only
- Store documents securely (e.g. encrypted or password-protected digital files)
- Define retention periods in line with legal or business need
- Anonymise or redact personal data when sharing case studies or lessons learned
Failure to protect this data may result in GDPR breaches and ICO enforcement.
Record Retention Requirements
All RIDDOR reports and related records must be kept for a minimum of 3 years from the date of the event. For high-risk industries or where litigation is possible, longer retention periods may be appropriate.
Records may include:
- HSE RIDDOR confirmation receipts
- Internal investigation documentation
- Corrective action logs
- Staff communications or briefings related to the event
Root-Cause Learning & Corrective Action Planning
Understanding the underlying causes of incidents, not just what went wrong, but why, is key to improving safety performance.
Root-cause analysis (RCA) should be collaborative and methodical. Use established techniques such as:
- 5 Whys
- Fishbone (Ishikawa) diagrams
- Fault tree analysis
Once causes are identified, corrective actions should be logged and tracked. A strong corrective-action system includes:
- Clear action titles
- Responsible persons assigned
- Due dates and completion dates
- Evidence of completion (e.g. photos, sign-off forms)
Disseminating learning is equally important. Use methods such as:
- Toolbox talks
- Safety alerts or bulletins
- Refresher training sessions
This creates a feedback loop where every incident contributes to better prevention.
How Kingfisher Can Help
Kingfisher Professional Services offers practical, hands-on support to help you implement and manage your RIDDOR reporting process effectively. Our services include:
- Custom reporting policies that reflect your operations, staffing, and site types
- Pre-built templates for incident reports, near-miss logs, and corrective actions
- Narrative guidance and case examples to support staff in creating quality reports
- GDPR-compliant data handling advice and systems setup
- Training sessions and workshops on RIDDOR, accident investigation, and proactive risk management
We equip your team with the knowledge, confidence, and tools they need to meet legal duties and build a culture of safety.
Conclusion
RIDDOR reporting is not just about meeting regulatory obligations. It’s a critical mechanism for safeguarding your employees, preventing future harm, and promoting continuous improvement.
With the right support, you can turn a reactive process into a proactive strength. Kingfisher Professional Services delivers tailored guidance and tools that make RIDDOR reporting clear, consistent, and compliant.
Get in touch today to learn how we can help your organisation develop robust policies, upskill your team, and embed a safety-first mindset.