When a serious incident hits at work, the initial priority is always on people - getting medical help sorted, securing the site, and stopping the damage from getting worse. And yet, after all that, comes the uncertainty - do we really have to report this incident?, who does the reporting , when is it even due to be done?
It's at this point that RIDDOR reporting really matters. For many organisations, mistakes with RIDDOR aren't due to being careless, but down to not fully understanding the rules. This guide aims to cut through the jargon and explain what RIDDOR reporting is all about, what you have to report, and how to get it right - all using real-life examples from the world of work rather than just the law.
What Is RIDDOR Reporting?
RIDDOR reporting is the bit of the law that says employers and people in charge of work in the UK have to tell the Health and Safety Executive (HSE) about serious incidents that happen at work, under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).
In short, a RIDDOR report is for serious incidents - the ones where someone's health and safety is at real risk - not just a minor knock or scrape. The idea behind RIDDOR reporting of injuries, diseases and near misses is to let regulators see where the problems are, go in and investigate, and prevent similar incidents from happening again in other workplaces.
For HSE managers, operations people and site leaders, knowing what is RIDDOR reportable is a core part of their job, because it keeps them compliant.
Why RIDDOR Reporting Matters in Real Operations
In industries like construction, manufacturing, oil & gas, utilities and facilities management, incidents usually don't happen in isolation - they tend to be the tip of the iceberg. Getting RIDDOR reporting right helps turn individual incidents into sector-wide learning.
From a business point of view, reporting RIDDOR accurately shows that you take safety seriously, can help with legal defence in case something goes wrong, and helps your audits and insurance policies look better. Regulators are getting more and more keen for organisations to show them that they can keep accurate records of incidents, just like they do with safety management systems like ISO 45001.
Missing or late RIDDOR reporting is one of the top reasons why organisations get in trouble with the law - even if the original incident couldn't have been prevented.
What Must Be Reported Under RIDDOR?
One of the biggest headaches for people in charge is trying to figure out what has to be reported under RIDDOR. The key thing is the severity of the incident, not how many there are.
The following types of incidents are reportable under RIDDOR:
- Fatalities - so if someone dies at work, it has to be reported
- Serious injuries - like broken bones, amputations, serious burns, eye injuries, crush injuries or heat/cold injuries bad enough to need hospital treatment
- Injuries that stop someone from doing their job for more than 7 days in a row
- Occupational diseases that are connected to work - like asthma caused by dust in the workplace
- Near misses - the ones that are so close to going wrong that they are really worrying - like a piece of kit collapsing, or an explosion
This is why loads of people ask "Is a near miss reportable under RIDDOR?" - the answer is yes, if it's a "dangerous occurrence" - just not all near misses have to be reported.
Who Should Submit a RIDDOR Report?
Another question that comes up a lot is who should do a RIDDOR report. In most cases, it's the employer, who is in charge of the workplace, who has to do it.
Employees don't usually have to report incidents to the HSE, but the incident does have to be recorded so that the employer can report it correctly and on time.
RIDDOR Reporting Timescales: When to Report
Just as important as knowing what to report is knowing when. Fatalities, serious injuries and near misses have to be reported right away. Injuries that keep someone off work for more than 7 days have to be reported within 15 days, while occupational diseases are reported when a doctor says they've got one.
Loads of organisations get in trouble with audits because they don't know when to report things to RIDDOR.
How to Report RIDDOR Correctly
Most organisations now report RIDDOR online, using the HSE's reporting system. It's a 3-step process - confirming that you have to report, filling out the right form and submitting it online, and keeping all the records handy.
For many organisations, the biggest problem is trying to find all the information you need - the facts of the incident, witness statements, and what lessons you've learned from it - which can slow things down and make it harder to get it right.
Common RIDDOR Reporting Mistakes
Even when people mean well, organisations often get RIDDOR reporting wrong . This can happen because they make avoidable mistakes, like:
- misclassifying an injury that turns out to be a serious one
- missing near misses that are actually reportable
- missing deadlines
- using old-fashioned paperwork without any proper records or evidence
These weaknesses usually come to light after a serious incident or during a HSE investigation.
The Role of Digital Tools in Modern RIDDOR Reporting
Modern safety management is all about having the right systems in place, not just filling in forms after the event. Digital HSE platforms help organisations spot RIDDOR reportable incidents, track deadlines, keep all the evidence in one place and link it up to risk assessments, audits and other safety systems.
This approach lends itself to continuous perfecting rather than a one-off tickbox exercise.
Where ToolKitX Fits Naturally
Digital platforms like ToolKitX make life easier for frontline teams by providing a neat way to capture incident details, send off accurate RIDDOR reports, and get a clear line of sight on compliance - without bogging them down with extra paperwork.
RIDDOR reporting isnt just about filling out forms; its really about spotting a serious risk and doing something about it. Knowing what you need to report under RIDDOR, when to do it, and how to do it right keeps workers safe, puts compliance on a firmer footing, and safeguards the business as a whole.
FAQs: RIDDOR Reporting
What is RIDDOR reporting?
Its the law that you've got to report specific workplace injuries, diseases, fatalities, and near-misses to the Health and Safety Executive (or in a nutshell, the HSE).
What must be reported to RIDDOR?
You've got to report fatalities, certain types of injuries, any illness that's been caused by work, and pretty much any incident that puts people's lives at risk.
Is a near miss reportable under RIDDOR?
The answer to that is - only if its a close call that goes and happens to fall into one of the RIDDOR categories - a 'dangerous occurrence.
Who reports a gas incident under RIDDOR?
Its your employer - or you if you're the one in charge - who's got to tell the HSE about it.
How long do you have to report RIDDOR?
You've got to get in touch with the HSE straight away if its a serious incident, and then you've got 15 days to let them know about any injuries that keep someone out of work for more than 7 days