Report a workplace accident – step by step

2026-03-15

Reporting a workplace accident is essential – but preventing them is even more important. With the right procedures and solutions, you protect both staff and your business.

When must you report a workplace accident?

As an employer you must report a workplace accident when an employee is injured at work, on the way to or from work, or develops an illness caused by their work [1].

This applies to both acute accidents and long-term occupational diseases.

In lone working situations this is especially critical, since an incident is often discovered later – which can worsen the injury and complicate both the report and the investigation.

What counts as a workplace accident?

A workplace accident can include:

  • Accidents on the premises
  • Diseases caused by work
  • Injuries on the way to or from work
  • Repetitive strain injuries over time

In lone working, even minor incidents can develop into serious situations because help is not close at hand.

Report a workplace accident – step by step

1. Make sure the employee receives help

When an accident occurs, the most important thing is to provide the right support and treatment quickly.

In lone working this is one of the biggest challenges. If no one has seen what happened, it can take a long time before help arrives.

Employers must therefore ensure that staff always have the means to raise an alarm.

2. Document the incident

Gather information as early as possible:

  • What happened?
  • When and where did it occur?
  • Who was involved?
  • What were the circumstances?

In lone working this can be harder because there are often no witnesses. This places higher demands on technology and traceability.

3. Report the accident

In the UK, workplace accidents must be reported under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) to the HSE.

Employers are required to report deaths, specified injuries, over-seven-day injuries and dangerous occurrences [1][2].

The faster an incident is discovered, the faster the report can be submitted – another reason to have working alarm procedures.

4. Assess whether it is a serious incident

All workplace accidents should be recorded in the accident book.

But the following must be reported to the HSE:

  • Deaths
  • Specified injuries (fractures, amputations, loss of sight etc.)
  • Over-seven-day incapacitation injuries
  • Dangerous occurrences
5. Save and follow up

Keep the report confirmation and all documentation.

Also ensure you:

  • follow up on the incident
  • analyse the root cause
  • implement corrective measures

For businesses with lone working, follow-up is particularly important to understand what went wrong and how to prevent recurrence.

6. Prevent future workplace accidents

Reporting a workplace accident is only the beginning.

The most important steps are:

Lone working demands extra safety

In lone working the risk is not just that a workplace accident occurs – but that it is not discovered in time. Read more about lone working accidents.

Personal alarm – an important part of the solution

For businesses with lone working, a personal alarm for lone workers is often a decisive safety solution. It enables fast alerting, real-time location sharing and help even when the person cannot make a phone call.

A personal alarm with man-down alert increases workplace safety

Sensorem’s personal alarm has an automatic man-down alert that calls alarm recipients via the watch’s built-in speakerphone with two-way communication. The personal alarm works outdoors and has built-in GPS positioning.

 

 

READ ABOUT SENSOREM’S PERSONAL ALARM FOR LONE WORKERS

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