How to Record an Accident Reporting Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your accident reporting video needs to immediately establish why this topic matters so much. Accident reporting is not just paperwork—it is a legal requirement under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), and failure to comply can result in serious consequences for your organisation.

Why This Topic Matters

Start your video by explaining the fundamental purpose of accident reporting. When your team understands why these requirements exist, they are far more likely to follow them correctly.

Sample opening script:

"In this video, I'm going to explain our accident reporting procedures and your legal obligations under RIDDOR. Proper accident reporting is not optional—it is the law. The Health and Safety Executive requires us to report certain types of injuries, diseases, and dangerous occurrences. Getting this right protects you, protects your colleagues, and protects our organisation from legal action."

What You Will Cover

Tell your viewers what they will learn from this video. This helps set expectations and keeps them engaged throughout.

Key points to preview:

• What types of incidents must be reported under RIDDOR
• Who is responsible for making reports
• How and when reports must be made
• What records we must keep and for how long
• The consequences of failing to report

The Legal Framework

Explain that RIDDOR is the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. This replaced earlier regulations and sets out specific requirements for what must be reported and when.

Sample script:

"RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. Under these regulations, we have a legal duty to report certain workplace incidents to the enforcing authority. This applies whether the incident involves an employee, a self-employed person working with us, or a member of the public. The key thing to understand is that not every accident needs to be reported externally, but every accident needs to be recorded internally—and some absolutely must be reported to the authorities."

Where Reports Go

Explain that reports are made to the Incident Contact Centre via the HSE website at www.hse.gov.uk. This is the central point for all RIDDOR notifications.

Sample script:

"When we have a reportable incident, we notify the Incident Contact Centre through the HSE website. This generates a formal record and sends confirmation back to us for our files. The responsible persons in our organisation—who are identified on our house responsibility chart—are the ones authorised to make these reports. If you are involved in an incident or witness one, your job is to ensure the responsible person is informed immediately."

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Step 2: Plan What to Record vs Write

Before you start filming, plan what content works best on camera versus what should be provided as written supporting materials.

Best for Video (On Camera)

The following content is most effective when explained and demonstrated on camera:

Explaining what RIDDOR is and why it matters

Your team needs to understand the purpose behind the regulations, not just memorise rules. Use your video to explain the "why" in a way that makes the requirements memorable.

Walking through the types of reportable events

Listing the categories of reportable incidents on camera helps your team recognise when something needs to be escalated. Use clear examples for each category.

Explaining the reporting process

Show how the process works from start to finish—who to tell, what happens next, and what the outcome looks like.

Demonstrating how to complete an accident record

If you use accident books or digital forms, show how to fill them out correctly. Walk through each field and explain what information is needed.

Explaining responsibilities

Make clear who is responsible for what. Your team needs to know their role in the reporting chain.

Best for Supporting Written Text

The following content works better as written reference materials that accompany your video:

The full list of specified injuries

The complete list of reportable injuries is detailed and specific. Provide this as a written checklist your team can refer back to.

Reporting timeframes

Create a quick-reference table showing what must be reported and by when.

The accident record requirements

List the specific information that must be recorded for each incident.

Contact details for responsible persons

Provide names and contact information for who to notify in your organisation.

Links to official forms and the HSE website

Give your team direct access to the resources they need.

Sample Content Split

On camera: "A specified injury is one of the serious injuries listed under RIDDOR that must be reported immediately. This includes fractures—but not to fingers, thumbs, or toes—amputations, injuries causing permanent loss of sight, crush injuries to the head or torso, serious burns covering more than ten percent of the body, and several others. I've included the complete list in the written materials that go with this video, so you can refer back to it anytime."

In written materials: Provide the full list of specified injuries with clear formatting so staff can quickly identify whether an injury is reportable.

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Step 3: Explain the Core Rules and Requirements

This is the heart of your video. You need to cover what must be reported, to whom, and when—using only the technical content provided in your safety arrangements.

Events That Must Be Reported

Walk your viewers through each category of reportable event. For each one, explain what it means in practical terms.

Deaths

Sample script:

"Any death that results from a workplace accident must be reported. This applies to employees, self-employed people working with us, and members of the public. It also includes cases where an employee dies within one year of a reportable injury that was caused by a workplace accident. The key phrase is 'arising out of or in connection with work'—if the work activity contributed to the death, it is reportable."

Specified Injuries to Workers

Explain that certain serious injuries to people at work must be reported. These are called "specified injuries" and include:

Fractures (excluding fingers, thumbs, and toes)

"If someone breaks a bone at work—other than a finger, thumb, or toe—that is a specified injury and must be reported. This includes fractures to arms, legs, ribs, the spine, the skull, and any other major bone."

Amputations

"Any amputation resulting from a workplace accident is reportable. This includes traumatic amputations that happen at the time of the accident."

Permanent loss or reduction of sight

"If an injury is likely to lead to permanent loss of sight or permanent reduction in sight, that is a specified injury."

Crush injuries to the head or torso

"Crush injuries that cause damage to the brain or internal organs are specified injuries. These are serious incidents that require immediate reporting."

Serious burns and scalds

"Burns or scalds are reportable if they cover more than ten percent of the body, or if they cause significant damage to the eyes, respiratory system, or other vital organs."

Scalping requiring hospital treatment

"Any scalping injury that requires hospital treatment is a specified injury."

Loss of consciousness

"Loss of consciousness caused by head injury or asphyxia is reportable. This also includes injuries from working in enclosed spaces that lead to hypothermia, heat-induced illness, or require resuscitation or hospital admission for more than 24 hours."

Over-7-Day Injuries

This is an important category that many organisations get wrong. Explain it carefully.

Sample script:

"An over-7-day injury is when someone is incapacitated from their normal work for more than seven consecutive days as a result of a workplace accident. The seven days do not include the day of the accident. So if someone is injured on Monday and cannot do their normal work until the following Wednesday, that is more than seven days and must be reported.

The deadline for reporting over-7-day injuries is 15 days from the day of the accident. This gives you time to assess whether the injury will result in more than seven days' absence.

There is also a category of over-3-day injuries. These do not need to be reported to the authorities, but they must be recorded internally. If you keep an accident book, that record is sufficient."

Injuries to Non-Workers

Sample script:

"If a member of the public—someone who is not at work—is injured as a result of our work activities and is taken to hospital for treatment, that must be reported. The key point is that they must be taken from our premises to hospital. If they later decide to go to hospital themselves, that does not trigger the reporting requirement, but if we call an ambulance or take them to hospital, it does."

Dangerous Occurrences

Sample script:

"Dangerous occurrences are specific types of incidents defined in RIDDOR that might not have caused injury but had the potential to. These include things like the collapse of lifting equipment, the unintentional release of hazardous substances, and equipment failures that could have caused serious harm. The full list is in the RIDDOR regulations, and I've included the key ones relevant to our work in the written materials."

Occupational Diseases

Sample script:

"Certain occupational diseases must be reported when they are diagnosed and are linked to workplace activities. These are specific diseases listed in RIDDOR, such as occupational dermatitis, occupational asthma, and various others depending on the type of work. If an employee is diagnosed with a reportable disease and their work involves the activities known to cause that disease, we must make a report."

Gas Incidents

Sample script:

"Any gas incidents as defined in RIDDOR must be reported. This applies to incidents involving gas fittings, flues, or ventilation systems that result in death, loss of consciousness, or require hospital treatment."

Who Is Responsible

Explain clearly who in your organisation is responsible for making RIDDOR reports.

Sample script:

"The persons responsible for reporting accidents in our organisation are identified on our house responsibility chart. If you are involved in an accident or witness one, your responsibility is to ensure these people are informed immediately. They will then assess whether the incident is reportable and make the notification if required.

In the event of any serious incident, the person with ultimate responsibility for health and safety within our organisation will be informed. They will oversee the investigation and ensure all legal requirements are met."

The Investigation Process

Explain what happens after a serious incident.

Sample script:

"Every serious incident will be thoroughly investigated. The purpose of the investigation is to identify the cause of the incident and to plan and implement measures to prevent it happening again. This is not about blame—it is about learning and improving. The investigation findings will be shared with senior management and used to update our risk assessments and procedures where necessary."

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Step 4: Demonstrate or Walk Through the Process

Now walk your viewers through exactly how the reporting process works in your organisation.

What to Do When an Accident Happens

Sample script:

"Let me walk you through what happens when there is an accident in our workplace.

First, deal with the immediate situation. Make sure the injured person gets appropriate first aid or medical attention. Secure the area if there are any ongoing hazards.

Second, notify the responsible person. As soon as practically possible, inform the designated responsible person about the incident. Give them all the details you can—what happened, who was involved, what injuries occurred, and where it happened.

Third, the responsible person will assess the incident. They will determine whether it is reportable under RIDDOR and, if so, ensure the report is made within the required timeframe.

Fourth, complete an accident record. Every accident—whether reportable or not—must be recorded internally."

Recording an Accident

Walk through what information must be captured for every accident.

Sample script:

"The law requires us to make and keep a record of all reportable injuries and dangerous occurrences. Here is the information that must be recorded:

One—the date and time of the accident that caused the injury.

Two—the details of the person affected. This includes their full name, their occupation or job role, and the nature of the injury or condition they suffered.

Three—the place where the accident happened. Be specific about the location within our premises.

Four—a brief description of the circumstances. What was happening? How did the accident occur?

The regulations do not specify exactly what form this record must take. We use [describe your system—accident book, digital form, etc.]. The important thing is that the information is captured accurately and kept securely."

Making a RIDDOR Report

Explain how the formal notification process works.

Sample script:

"When an incident is reportable, the responsible person will submit the report through the HSE website at www.hse.gov.uk. They will enter all the required details about the incident, the injured person, and the circumstances. Once submitted, the system sends back a confirmation which we keep for our records.

The report goes to the Incident Contact Centre, which processes notifications for the enforcing authority. For most workplaces, this is the Health and Safety Executive, though in some cases it may be the local authority."

Timeframes for Reporting

Make the deadlines absolutely clear.

Sample script:

"Different types of incidents have different reporting deadlines.

Deaths and specified injuries must be reported without delay. In practice, this means as soon as you know it has happened.

Over-7-day injuries must be reported within 15 days of the accident.

Dangerous occurrences must be reported without delay.

Occupational diseases must be reported when you receive a diagnosis from a doctor confirming the disease and its link to workplace activities."

Keeping Records

Explain the record-keeping requirements.

Sample script:

"We must keep records of all reportable incidents. The records from our RIDDOR submissions form part of this, but we also need to ensure our internal accident records are maintained properly.

If you use an accident book that complies with the Social Security (Claims and Payments) Regulations 1979, that record is sufficient for accidents that result in more than three consecutive days' incapacitation but do not reach the seven-day threshold.

All records should be kept securely and retained for at least three years."

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Step 5: Highlight Common Mistakes and How to Avoid Them

This section helps your team avoid the errors that can lead to non-compliance.

Mistake 1: Not Recognising a Reportable Injury

Signs this is happening:

• Staff assume an injury is not reportable because it does not seem serious enough
• Fractures are not reported because they involve fingers or toes (correctly not reportable) but the same logic is incorrectly applied to other fractures
• The "over 7 days" rule is misunderstood—staff count from the wrong day or include weekends incorrectly
• Burns are not reported because they did not seem severe at the time

How to avoid it:

• Train all supervisors and managers on the specific categories of reportable injuries
• Provide a clear checklist that can be consulted after any accident
• When in doubt, escalate to the responsible person for a decision
• Review near-misses regularly to identify patterns before serious incidents occur

Sample script:

"One of the most common mistakes is failing to recognise when an injury is reportable. The categories are specific, and it is easy to misjudge. For example, a fracture to a finger does not need to be reported—but a fracture to any other bone does. The safest approach is to check the list every time and, if you are unsure, ask the responsible person to make the call."

Mistake 2: Missing the Reporting Deadline

Signs this is happening:

• Over-7-day injuries are not identified until the employee returns to work, by which time the 15-day deadline has passed
• Staff assume someone else has made the report
• Paperwork gets delayed or lost in internal processes
• The responsible person is away and no one covers their duties

How to avoid it:

• Track all accidents from day one, even if they initially seem minor
• Set calendar reminders to check on injured employees' recovery
• Have a clear deputy system when the responsible person is unavailable
• Review the status of all open accidents weekly

Sample script:

"Missing the reporting deadline is a serious compliance failure. The most common scenario is over-7-day injuries—an employee is hurt, takes a few days off, and then the days keep adding up without anyone tracking them. By the time we realise they have been off for more than seven days, we've missed the 15-day window. Avoid this by tracking every injury from the moment it happens."

Mistake 3: Incomplete or Inaccurate Records

Signs this is happening:

• Accident records are missing key information like the time of the incident or the specific location
• Descriptions are vague and would not allow someone to understand what happened
• Records are completed days or weeks after the incident when memories have faded
• Different versions of events exist in different records

How to avoid it:

• Complete accident records as soon as possible after the incident
• Use a structured form that prompts for all required information
• Have a second person review the record for completeness
• Interview witnesses while events are fresh in their minds

Sample script:

"Poor record-keeping undermines the whole system. If an inspector asks to see our accident records and they are incomplete or contradictory, that raises serious questions about our safety management. Complete records promptly, include all the required information, and make sure the description accurately reflects what happened."

Mistake 4: Failing to Report Injuries to Non-Workers

Signs this is happening:

• Staff focus only on employee injuries and overlook incidents involving visitors, contractors, or members of the public
• Incidents where someone is taken to hospital are not escalated because "they were not one of us"
• The distinction between going to hospital voluntarily and being taken to hospital is not understood

How to avoid it:

• Train staff that RIDDOR covers anyone affected by our work activities, not just employees
• Include all incidents involving non-workers in your incident reporting process
• Make sure the "taken to hospital" criterion is clearly understood

Sample script:

"Remember, RIDDOR is not just about our employees. If a visitor, contractor, or member of the public is injured because of our work activities and has to be taken to hospital, that is reportable. The test is whether they were taken to hospital from our premises for treatment. Train your team to report all incidents, regardless of who was hurt."

Mistake 5: Not Informing Senior Management

Signs this is happening:

• Serious incidents are handled at supervisor level without escalating
• The person with ultimate responsibility for health and safety is not kept informed
• There is no clear chain of communication for incident reporting
• Lessons from incidents are not shared across the organisation

How to avoid it:

• Define clear escalation criteria for different types of incidents
• Ensure the chain of reporting is documented and understood
• Hold regular reviews of incidents with senior management
• Create a culture where reporting is seen as positive, not punitive

Sample script:

"Senior management must be informed of all serious incidents. This is not about creating extra bureaucracy—it is about ensuring the people with authority to make changes are aware of what is happening. Every serious incident should trigger an investigation overseen by senior management, leading to improvements that prevent recurrence."

Mistake 6: Confusing Recording with Reporting

Signs this is happening:

• Staff think that filling in the accident book means the incident has been reported to the authorities
• RIDDOR reports are not made because "we wrote it down"
• The difference between internal records and external notifications is not understood

How to avoid it:

• Clearly distinguish between internal recording (accident book) and external reporting (RIDDOR notification)
• Train staff that the accident book is not a substitute for a RIDDOR report
• Make the responsible person's role in making RIDDOR reports clear

Sample script:

"There is an important difference between recording an accident internally and reporting it to the authorities under RIDDOR. Every accident should be recorded in our accident book. But some accidents also need to be reported externally through the HSE website. Writing it in the book is not the same as making a RIDDOR report. If an incident is reportable, the responsible person must submit the online notification."

Mistake 7: Not Maintaining Records Long Enough

Signs this is happening:

• Old accident records are destroyed during office clear-outs
• Digital records are deleted when systems are upgraded
• There is no clear policy on record retention

How to avoid it:

• Establish a clear record retention policy for accident and incident records
• Keep records for at least three years, longer for serious incidents
• Include accident records in your document retention schedule
• Back up digital records appropriately

Sample script:

"Accident records must be kept securely and retained for at least three years. If there is an investigation, a claim, or an inspection, you need to be able to produce these records. Do not delete or destroy accident records as part of routine housekeeping. They are legal documents and must be retained."

Mistake 8: Failing to Investigate Serious Incidents

Signs this is happening:

• Incidents are reported but no investigation follows
• The same types of accidents keep happening
• Risk assessments are not updated after incidents
• There is no formal process for learning from accidents

How to avoid it:

• Establish a clear investigation process for all serious incidents
• Use investigation findings to update risk assessments and procedures
• Share lessons learned across the organisation
• Track whether recommended actions are implemented

Sample script:

"Reporting an incident is not the end of the process—it is the beginning. Every serious incident must be thoroughly investigated to understand why it happened and what we can do to prevent it happening again. If we just file the paperwork and move on, we have missed the whole point. Investigations should lead to concrete improvements in how we work."

Mistake 9: Retaliation Against People Who Report

Signs this is happening:

• Employees are reluctant to report accidents or near-misses
• There is a perception that reporting leads to blame or discipline
• Minor incidents go unreported because people fear the consequences
• The true accident rate is much higher than the recorded rate

How to avoid it:

• Create a positive reporting culture where honesty is valued
• Make clear that the purpose of reporting is learning, not blame
• Thank people for reporting incidents and near-misses
• Never discipline someone simply for being involved in or reporting an accident

Sample script:

"We need everyone to report accidents honestly and promptly. That will only happen if people trust that reporting is safe. Our approach is to focus on learning from incidents, not punishing individuals. If you are involved in an accident or witness one, report it. You will not face negative consequences for being honest."

Mistake 10: Not Having Cover for the Responsible Person

Signs this is happening:

• The responsible person goes on holiday and no one is authorised to make reports
• Incidents pile up waiting for one person to return
• Reporting deadlines are missed because of absence
• Knowledge of the reporting process is concentrated in one individual

How to avoid it:

• Designate deputies who can make RIDDOR reports in the responsible person's absence
• Ensure multiple people are trained on the reporting process
• Cross-train supervisors and managers on RIDDOR requirements
• Document the process so anyone authorised can follow it

Sample script:

"What happens when the responsible person is on holiday or off sick? We need to have cover in place. Accidents do not wait for convenient timing. Make sure there is always someone available who is authorised and trained to make RIDDOR reports if needed."

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Step 6: Summarise the Key Takeaways

End your video with a clear summary of the most important points.

The Legal Obligation

Sample script:

"Let me summarise the key points you need to remember.

First, accident reporting is a legal requirement. Under RIDDOR, we must report deaths, specified injuries, over-7-day injuries, injuries to non-workers who are taken to hospital, dangerous occurrences, occupational diseases, and gas incidents. Failure to report is a criminal offence."

The Key Categories

Sample script:

"Know the categories. Deaths and specified injuries must be reported immediately. Over-7-day injuries must be reported within 15 days. All accidents—whether reportable or not—must be recorded internally."

Your Responsibilities

Sample script:

"Know your role. If you are involved in or witness an accident, your job is to report it to the responsible person immediately. They will assess whether it needs to be reported under RIDDOR and make the notification if required. The responsible persons in our organisation are identified on our house responsibility chart."

Recording and Reporting

Sample script:

"Remember the difference between recording and reporting. Every accident goes in our internal records. Only some accidents need to be reported externally via the HSE website. Make sure you understand which is which."

Investigation and Learning

Sample script:

"Reporting is just the start. Every serious incident will be investigated to find the cause and prevent recurrence. This is how we continuously improve our safety performance and protect everyone who works here."

Final Message

Sample script:

"Accident reporting might seem like paperwork, but it serves a vital purpose. It ensures the authorities can monitor workplace safety across the country, identify trends, and target enforcement where it is needed. It helps us learn from incidents and prevent them happening again. And it protects individuals by creating a record of what happened. Take it seriously, follow the procedures, and ask for help if you are ever unsure."

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Bringing It All Together

Your accident reporting video should leave your team with a clear understanding of:

• What RIDDOR is and why it exists
• Which incidents must be reported and which must only be recorded
• The timeframes for reporting different types of incidents
• Their personal responsibilities in the reporting chain
• How to complete accident records properly
• The importance of investigation and learning

Pair your video with written reference materials including the full list of specified injuries, reporting deadlines, accident record requirements, and contact details for responsible persons. This combination of engaging video content and practical reference materials will give your team the knowledge they need to handle accident reporting correctly.