RIDDOR Reports

Workplace incident reporting is one of the most important tools we have for keeping people safe. The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) define when and how employers must report certain incidents, helping the Health and Safety Executive (HSE) track patterns, investigate serious cases and adapt guidance to ensure legislation keeps pace as workplaces evolve.

However, despite being a cornerstone of health and safety compliance, RIDDOR remains one of the most misunderstood areas of regulation and despite recent improvements to its reporting process, grey areas remain.

PROGRESS, NOT PERFECTION

In April 2024, the HSE updated its RIDDOR guidance and online forms to make the reporting process clearer and more intuitive. They were designed to help answer the two key questions that determine whether an incident is reportable:

• Does the incident meet one of the criteria set out in the legislation?
• Is the incident genuinely work-related?

The updates include clearer definitions of what constitutes a work-related accident, along with refined guidance on occupational diseases – specifying when they must be reported, and outlining situations where reporting isn’t required.

These changes, shaped by feedback from businesses and safety professionals, have made compliance more accessible. But they haven’t removed all uncertainty.

WHY MORE REPORTS DON’T MEAN MORE RISK

RIDDOR is one of the most frequent areas the Citation health and safety team is asked to advise on, ranked second only to general health and safety policies in 2024, up from fifth in 2023. We’re on track for another rise, with nearly 400 RIDDOR cases already recorded in 2025.

But this isn’t a warning sign, in fact it’s the opposite. Even highly compliant employers will have questions about RIDDOR. More queries don’t always mean more accidents; they reflect stronger awareness, proactive engagement, and better compliance overall. The HSE estimates that only 30-50 per cent of reportable incidents are reported across the UK, so more organisations seeking guidance is a positive step toward safer workplaces.

RIDDOR regulations are complex, and updates were introduced precisely because interpretation can be tricky. That RIDDOR is a common advice topic shows employers are engaged and committed to reporting correctly. In fact, our experience shows those who actively seek guidance are less likely to experience accidents or fatalities, demonstrating that proactive advice and oversight improve safety outcomes.

RIDDOR’S GREY AREAS

The increased number of RIDDOR cases should be seen as positive evidence that the updates are working, compliance is rising and businesses are increasingly turning to health and safety experts like us for practical support on a more robust and comprehensive reporting process.

But a great deal of this support focuses on incidents and absences that fall into the grey areas of the rules, with help needed to determine whether an incident is truly reportable under RIDDOR.

The common reality for facilities managers and businesses of all kinds is that many incidents simply don’t fit neatly into the examples provided by the HSE.

For example:

• A worker reports an injury that only becomes apparent several days after a workplace incident but has taken part in other activities since, for example, sport or manual work. Should this be reported?
• An employee returns to work within seven days but can only perform light duties. Does that count as a reportable seven-day absence?

In both cases, a RIDDOR report may be required – but it depends on the details.

• In the first example, unless medical evidence or investigation confirms the injury clearly stemmed from a work-related incident, it would not normally be reportable under RIDDOR.
• In the second, the key factor is whether the employee was unable to perform their normal duties for more than seven consecutive days (not counting the day of the incident). Any combination of time off and/or time on light or modified duties during this seven-day period would be classed as reportable under RIDDOR.

These examples show how nuanced reporting can be – often depending on subtle details like timing, medical confirmation, and establishing a clear link to work activity. That’s why expert advice makes such a difference. It’s about giving employers the confidence to interpret the rules correctly and make decisions that protect their people as well as their compliance position.

STAYING RIDDOR-READY

RIDDOR is an essential tool for protecting workers and enabling the HSE to respond effectively to workplace safety trends over the short and long term. The 2024 updates provided important context and guidance, and the rise in reported cases shows businesses are engaging more fully – improving compliance and making workplaces safer.

But navigating the legislation remains a challenge. Penalties for non-compliance can be significant, and grey areas confuse even experienced managers, which is why practical advice is key.

For facilities managers, now’s the time to make sure your reporting processes are watertight – and that your teams understand what does (and doesn’t) need to be reported.