Access a quick summary of workplace accidents with AI
What is a workplace accident?
A workplace accident refers to an incident that occurs during the course of work and results in physical or mental injury, ill health, or, in the most severe cases, death. A workplace accident can occur on-site or off-site while work activities are being carried out.
Key elements of a workplace accident:
- Work-related link: The incident must be connected to a person’s role, duties, or working conditions.
- Unexpected occurrence: A specific, unplanned event, rather than a condition that develops gradually over time.
- Resulting harm: Leads to physical injury, psychological harm, illness, or death.
- Location: May occur at the usual workplace or another location where work is being undertaken.
What are the most common workplace accidents?
According to the HSE, the five most common non-fatal workplace injuries in Great Britain for the year 2024/25 were:
1.) Slips, trips, or falls (30%)
2.) Handling, lifting, or carrying injuries (17%)
3.) Being struck by a moving object (10%)
4.) Acts of violence (10%)
5.) Falls from height (8%)
It is important to note that the most common workplace accidents vary by industry. For example, workers in manufacturing environments are far more likely to be struck by moving objects than those working in office-based roles.
Other common workplace accident examples include:
- Overexertion and muscular strains
- Noise-induced hearing loss
- Inhalation of dust, fumes, vapours, or hazardous substances
- Burns
- Vehicle collisions or impact injuries
- Cuts and lacerations
The difference between a workplace accident and a workplace incident
A workplace incident is an event that has the potential to cause harm, even if no injury actually occurs. Two common examples include:
- Near miss or close call: An unplanned event that did not result in injury or damage but could have done so. These should be reported and investigated internally.
- Dangerous occurrence: A serious incident with the potential to cause severe injury or death. These must be reported to the HSE under RIDDOR, usually within 10 days.
A workplace accident is an event that results in harm, injury, illness, or damage.
All accidents are incidents, but not all incidents are accidents.
Collecting and reviewing reports of both accidents and incidents is a critical part of effective health and safety management. Incident reporting is an important proactive measure, as it provides valuable data that helps organisations identify risks and prevent future events.
Example of a workplace incident: A forklift strikes a shelving unit, causing heavy equipment to fall, but no one is injured.
Example of a workplace accident: A builder falls from scaffolding and breaks their arm.
What to do if an accident occurs in the workplace
From an employee’s perspective:
- Seek medical attention immediately, depending on the severity of the injury (first aid, GP, A&E, or emergency services).
- Report the accident as soon as possible, in line with your organisation’s reporting procedures. This may involve using incident reporting software or completing an accident book.
- Provide as much detail as possible, including photos, location information, and contextual notes about the hazard and injuries sustained.
- Your manager should support you through the reporting process and advise on next steps.
What are employers’ responsibilities for accidents at work?
Employers are legally responsible for the health and safety of their employees. This includes taking reasonable steps to prevent workplace accidents by:
- Providing a safe working environment
- Supplying appropriate training, equipment, and information
If a workplace accident does occur, employers have specific responsibilities regarding response and reporting.
In the immediate aftermath, employers must ensure injured individuals receive first aid or medical assistance and take action to remove or control any immediate hazards that could pose further risk.
All workplace accidents must be formally documented, either in an accident book or via incident reporting software. Records should clearly capture what happened, including the date, time, location, and hazards involved. This enables a thorough investigation and is a legal requirement.
If the accident involves death, serious injury, or a dangerous occurrence, it must be reported to the HSE under RIDDOR, usually within 10 days.
During internal investigations, employers should gather all relevant information (who, what, where, when, and why). This may include reviewing the initial report, interviewing those involved, examining procedures, and analysing historical incident data.
Why should workplace accidents be reported?
Reporting workplace accidents is essential for protecting people, meeting legal obligations, and preventing repeat incidents.
1.) To prevent future accidents
Every accident highlights weaknesses in systems, training, equipment, or the working environment. Reporting and investigation allow organisations to identify root causes and implement corrective actions.
2.) To protect employee health and wellbeing
Timely reporting ensures injured workers receive appropriate care and support, and helps employers determine whether additional controls or adjustments are required.
3.) To meet legal and regulatory obligations
Accurate reporting demonstrates compliance with health and safety legislation and reduces the risk of fines, prosecutions, or reputational damage.
4.) To improve safety culture
Encouraging open reporting reinforces that safety is taken seriously and empowers employees to speak up about hazards and near misses.
5.) To support data-driven safety improvements
Accident data helps organisations identify trends, prioritise interventions, and allocate resources effectively.
6.) To support insurance and compensation claims
Clear, timely records are essential for insurance claims, workers’ compensation, and any subsequent investigations.
How soon after an accident at work must it be reported?
Reporting timelines depend on whether you are an employee or an employer.
Employees: Accidents should be reported to the employer as soon as possible. Prompt reporting supports accurate records and future insurance claims.
Employers (RIDDOR reporting):
- Fatalities, major injuries, and dangerous occurrences must be reported immediately (no later than 10 days after the event).
- Injuries resulting in over seven days’ incapacitation must be reported within 15 days of the event.
- Occupational diseases must be reported as soon as a doctor confirms the diagnosis is work-related.
Failure to report under RIDDOR within the required timeframe can result in legal consequences.
Note: injuries causing more than three days’ absence but fewer than seven do not need to be reported to the HSE but must be recorded internally.
Learn more about who, when, and how you should make a RIDDOR report.
Do all workplace accidents need to be reported?
Not all workplace accidents need to be reported to the HSE under RIDDOR. The following must be reported:
- Deaths
- Major injuries
- Occupational diseases
- Dangerous occurrences
However, all workplace accidents (including minor injuries) should be reported internally. This supports proactive risk management and helps prevent repeat incidents.
Why do workplace accidents happen?
Workplace accidents are rarely caused by a single factor. Common contributing causes include:
- Poor hazard identification or risk control
- Gaps in training or competence
- Unsafe behaviours becoming normalised
- Weak communication and reporting
- Lack of visible leadership commitment to safety
- Inadequate systems and processes
- Failure to learn from past incidents
Understanding these causes is essential to reducing risk and preventing recurrence.
How can workplace accidents be prevented?
Workplace accidents usually result from a combination of unsafe conditions, behaviours, and system failures. Effective prevention requires an ongoing, proactive approach.
- Identify and assess risks through regular risk assessments and review of near misses.
- Implement effective controls, such as engineering measures, procedures, or PPE.
- Provide clear training and information so employees understand risks and safe working practices.
- Encourage early reporting of hazards and near misses.
- Build a strong safety culture led by visible leadership commitment.
- Learn from incidents through investigation and shared learning.
- Use data and technology to identify trends and support preventative action.
FAQs
Notify Technology’s incident management software, supported by a free mobile app, provides a practical solution for small businesses looking to improve how workplace accidents are recorded and managed.
Employees can quickly log hazards, near misses, observations, injuries, or accidents from anywhere – whether online or offline – in a few seconds.
Priority incidents can trigger automatic alerts, while built-in workflows allow actions to be created, assigned, and monitored immediately. This enables investigations, corrective actions, and root cause analysis to begin without delay, with full visibility through to closure.
Using a simple one-time login, employees and supply chain partners can easily submit reports and upload photos, with GPS location data adding valuable context to each incident.
Standardised pick lists such as hazard categories and common contributing factors support consistent data capture, while speech-to-text functionality makes reporting quicker and more accessible for frontline workers.
All incidents are stored in a single, centralised system, making it easier to generate reports for senior leadership and meet external reporting requirements, including those from regulators such as the HSE.
By maintaining accurate, real-time records and a complete digital audit trail, organisations can strengthen compliance, reduce exposure to legal claims and fines, and protect their people and reputation.
If you are looking for an app that supports instant reporting and documentation of workplace accidents, the following features are particularly valuable:
- Real-time data capture
- Mobile functionality, including offline mode
- Automated notifications and alerts
Notify’s Incident Reporting Software and mobile app is widely used across industries such as construction, manufacturing, and transport. It enables individuals to report any safety, health, environmental, or quality event in real time from any device or location.
Automated notifications for high-priority incidents ensure remediation, investigations, and root cause analysis can begin immediately.
Yes. In the UK, organisations with 10 or more employees, as well as factories, mines, and quarries (regardless of employee numbers), are legally required to keep a readily accessible record of workplace accidents under the Social Security (Claims and Payments) Regulations 1979.
For organisations with fewer than 10 employees, an accident book is not a strict legal requirement. However, under the Health and Safety at Work etc. Act 1974, employers still have a duty to protect the health and safety of their workforce. Keeping accurate accident records helps demonstrate compliance with this duty.
It is considered best practice for all organisations to maintain a clear and accessible record of workplace accidents. This does not need to be a physical book – approved digital systems (such as Notify’s Incident Reporting Software) can also be used. In fact, digital records often provide additional benefits, including improved data security, easier GDPR compliance, and better visibility of safety trends.
When choosing workplace accident reporting software, small businesses typically benefit from solutions that are easy to use, mobile-friendly, and quick to implement.
Notify Technology is a highly rated incident and accident reporting platform that simplifies how workplace safety issues are logged and managed. It allows employees to submit near misses, hazards, observations, and accident reports in real time.
Ideal for:
Businesses seeking simple, mobile-first reporting without unnecessary complexity. Teams can capture rich contextual information, such as photos and GPS location data quickly and easily.
Key features and benefits include:
- Real-time incident reporting via an intuitive mobile app, with offline functionality
- Photo and location capture to add context at the point of reporting
- Corrective actions built directly into workflows, ensuring issues are tracked to closure
- A free-to-use mobile app, helping reduce costs for smaller organisations
- Strong user ratings for usability and efficiency
While Notify Technology is a popular choice, there are other workplace safety and incident reporting tools available that may suit different industries, budgets, or operational needs. When evaluating options, organisations should consider what matters most – such as simplicity, cost, mobile access, or integration with wider health and safety processes.