Vol. 1, Issue 34 (Dec 06) Accident Reporting

“If you think health and safety is expensive try having an accident” Bill Callaghan “Health and Safety Commission”

It is a legal requirement that a suitable accident report book be retained at the workplace. All work related incidents and accidents must be recorded no matter how minor (it appears) the injury seems.

The requirements of “Reporting Injuries Dangerous Diseases and Occurrences Regulations” (RIDDOR) must be considered and whether the incident is reportable. All incidents resulting in absence from work in excess of three days must be reported to the enforcing authority under these regulations.

It is advised that separate accident/incident form be used in order that the circumstances of any incident be recorded in as much detail as possible and that the information be used to prevent a similar occurrence. Insurers must be notified of incidents in particular any that involves bodily harm. The Data Protection Act also applies.

Workplace Claims.

The following may be required to be produced for insurers or others (i.e. enforcing authority).

“Workplace (Health, Safety and Welfare) Regulations”.

Regulation 5 – Maintenance of workplace and of equipment devices and systems – repair and maintenance records, inspections etc.

Regulation 9 – Cleanliness and waste materials – cleaning and/or house-keeping records.

Regulation 11 – Workstations and seating – are they set out suitably and in good repair.

Regulation 12 – Conditions of floors and traffic routes – Good state of repair, are they slippery due to weather, leaks, spills etc, free from obstructions and well drained.

Regulation 13 – Falls or falling objects – systems in place to prevent etc.

Regulation 14 – Windows, and transparent or translucent doors, gates and walls – are they of a suitable safety material etc, marked etc.

Regulation 17 – Organisation etc of traffic routes – are hazard warning signs been provided, separation from vehicles (fork lifts etc), wide enough etc.

Accident Statistics.

Can be calculated using the following formula.

Frequency rate is calculated by the following: –

Number of injuries X 1000
Total number of employed during the period.

Accident rate is calculated by the following

Number of injuries X 1000
Average number of employees during the period.

Accident Costs.

Include directly dealing with the incident-getting injured persons to and from hospital, lost production, local clearing, re-assurance to employees.

Investigation of the incident (internally and externally) – meeting with insurers, enforcing authorities etc.

Getting back to business, recovery costs (including wage etc), repairs after damage etc.

Action to safe guard future business, re-assurance to clients. out-sourcing etc.

Sanctions and penalties, compensation claims, employees times, fines in Court.

Information from HSE publication INDG355


  • When and where? Day or night?
  • How did it occur?
  • What activities at the time?
  • Anything unusual?
  • Adequate safe working (lone worker)?
  • What injuries?
  • How occurred – what happened?
  • Were risks controlled?
  • Organisation and arrangements
  • effective?
  • Maintenance and cleaning?
  • Competence and training?
  • Workplace layout?
  • Nature, shape of material (effect)?
  • Difficulties using equipment?
  • Safety equipment (PPE etc)?
  • Other conditions (environment).
  • Immediate / underlying / root causes?

The above provides a check-list. Accident costs are great and have many hidden costs.

Send an e-mail and we will send you a cost calculator and a comprehensive check list.

Accident Reporting

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