Accident Book & Incident Report Form Template (UK, Free Printable)

Q: Is an accident book a legal requirement in the UK?

Employers with 10 or more employees must keep an accident book under the Social Security (Claims and Payments) Regulations 1979. Smaller employers are not strictly required to, but it is strongly advised, because RIDDOR and the first aid regulations assume injuries are recorded and the record is your evidence if a claim is made.

Q: What should an incident report form include?

Who was hurt and their role, the date, time and place, what happened, the injury and body part, any witnesses, the first aid given and by whom, what happened next (back to work, home, hospital), who completed the form, whether the incident is RIDDOR-reportable, and what will be done to stop it happening again.

Q: How do you keep an accident book GDPR-compliant?

Accident records contain personal and health data, so one person's entry must not be readable by the next person who writes in the book. Use one form per incident, file completed forms securely with restricted access, and keep any shared log free of names by using a reference number instead.

Q: How long should accident book records be kept?

Keep accident book entries and RIDDOR records for at least three years from the date of the entry. Many employers keep them longer to cover possible injury claims.

Free template from kitcompliance.com. Guidance, not legal advice. Keep records for at least 3 years.

1. Person involved	Details
Full name
Job title / department
Employee, contractor, visitor or member of the public?
Contact phone or address

2. What happened	Details
Date and time
Exact location
What happened and how (short, factual)
Injury or illness, and part of the body
Witnesses (names)

3. First aid and outcome	Details
First aid given, and by whom
Then: back to work / sent home / GP / hospital / ambulance
First aid kit items used (to restock)

4. Completed by	Details
Name and role (if not the injured person)
Signature and date

5. Manager follow-up	Details
RIDDOR-reportable? (death, specified injury, over 7 days off or on light duties, disease, dangerous occurrence) Y / N
If yes: date reported to HSE and reference
Action taken to stop it happening again
Manager name, signature and date

How to use this accident book template

One report form per incident. Fill it in as soon as possible after the event, and give it a reference number.
Keep completed forms confidential. They hold personal and health data, so file them where only the people who need them can see them. That is why the old paper BI 510 book has tear-out pages.
Use the log page as your register. It lists every incident by reference number, date and type, with no names, so it can be reviewed for patterns without exposing anyone's details.
Check RIDDOR every time. Deaths and specified injuries must be reported to the HSE without delay, and over-seven-day injuries within 15 days. See accident book and RIDDOR: what to record and report.
Restock the kit. Note the items used and replace them. A printable kit checklist helps.
Keep records for at least three years. Clinical notes from a first-aider belong in a separate first aid treatment record.

Frequently asked questions

Is an accident book a legal requirement in the UK?

Yes, if you have 10 or more employees, under the Social Security (Claims and Payments) Regulations 1979. Smaller employers aren't strictly required to keep one, but it is strongly advised: RIDDOR and the first aid regulations assume injuries are recorded, and the record is your evidence if a claim is made.

What should an incident report form include?

Who was hurt and their role; the date, time and place; what happened; the injury and body part; witnesses; the first aid given and by whom; what happened next; who completed the form; whether it is RIDDOR-reportable; and what will be done to prevent a repeat. The form above covers all of these.

How do you keep an accident book GDPR-compliant?

Don't let one person's entry be read by the next person writing in the book. Use one form per incident, file completed forms securely, and keep any shared log free of names by using reference numbers.

How long should accident book records be kept?

At least three years from the date of the entry, including RIDDOR records. Many employers keep them longer to cover possible claims.

Accident and incident report form