An accident book is a workplace record of accidents and injuries that happen at work. Employees, or someone on their behalf, use it to write down what happened, when, where and how they were hurt. In the UK, many employers are legally required to keep one, and every employer relies on accident records to manage risk, decide whether an incident must be reported to the HSE under RIDDOR, and defend claims.
This guide explains what an accident book is, who needs one, what goes in it, how it links to RIDDOR, and the choice between a paper book and a digital one.
What is an accident book used for?
An accident book creates a clear, factual record of a workplace accident while the details are fresh. That one record does several jobs:
- Evidence for the injured person. It gives employees a record they can rely on if they later claim industrial injuries benefits, which is why the law requires it.
- Evidence for the employer. A record made at the time is often the first thing an insurer, solicitor or HSE inspector asks for.
- RIDDOR decisions. It is the starting point for deciding whether an incident is reportable. See what accidents are RIDDOR reportable.
- Preventing the next accident. Reviewing entries shows patterns, such as repeated slips in the same place. See why it's important to review the accident book.
An accident book is not about assigning blame. Entries should describe the facts as known at the time, not opinions about fault.
Is an accident book a legal requirement?
Yes, for many employers. Under the Social Security (Claims and Payments) Regulations 1979, you must keep an accident book if you normally employ 10 or more people at the same time on or about the same premises, or if you own or occupy a factory, mine or quarry. The book must be easy for employees to get to, and kept for at least 3 years after the last entry.
Every employer, whatever its size, must also keep records of RIDDOR-reportable incidents and over-3-day injuries. So even very small businesses need some form of accident record. Full detail: is an accident book a legal requirement in the UK?
Which businesses keep an accident book?
In practice, any organisation with employees, premises or visitors keeps one: offices, shops, warehouses, schools, nurseries, care homes, hospitality venues, construction sites and manufacturing sites. Low-risk workplaces still have accidents, and the record matters most when you didn't expect one.
Who fills it in? Usually the injured person, or a first aider, manager or colleague on their behalf. See who is responsible for filling in the accident book.
What goes in an accident book?
The law requires each entry to include the injured person's name, address and occupation; the date, time and place of the accident; the cause and nature of the injury; and, if someone else makes the entry, their details. Most employers also record witnesses, first aid given and follow-up action.
Keep entries short, factual and specific. Vague entries such as "hurt hand" cause problems later. For a full list and real examples, see what must be recorded in an accident book and accident book entry examples.
Accident books and RIDDOR
The accident book and RIDDOR are linked but different. The accident book records all workplace accidents, however minor. RIDDOR only covers specific serious incidents that must be reported to the HSE, such as specified injuries, over-7-day injuries, certain diseases and dangerous occurrences.
Most accidents go in the accident book and no further. Some need both an entry and a RIDDOR report, and the accident record is the evidence behind the report. Writing in the accident book does not report an incident to the HSE. See accident book vs RIDDOR, or check an incident with our free RIDDOR checker.
The HSE accident book (BI 510) and digital accident books
The traditional paper accident book is the HSE's BI 510, with tear-out pages so each record can be stored away from the book. Paper is still allowed, but it is easy to lose, often filled in inconsistently, and hard to review across several sites.
A digital accident book records the same details in a secure system. It is lawful in the UK as long as the records are complete, can't be quietly altered, are available when needed and are stored securely. See is a digital accident book legally compliant? and digital vs paper accident books. Prefer paper? Download our free accident book template.
Accident books and GDPR
Accident records contain personal and health data, so UK GDPR applies. Only authorised people should be able to see entries, which is why the BI 510 uses tear-out pages and why open, shared books cause problems. See accident book GDPR requirements and can employees see accident book entries?
How long should accident records be kept?
At least 3 years from the date of the last entry, under the 1979 Regulations, and at least 3 years for RIDDOR records. Many employers keep them longer because of the time limits for personal injury claims, especially where children or long-term health effects are involved. Whatever period you choose, apply it consistently. See how long accident book records should be kept.
Accident books across multiple sites
With several locations, the usual problems are inconsistent entries, late reporting and no central view of what is happening. A digital accident book with a reporting point at each site solves most of this: incidents are recorded the same way everywhere, and managers see them straight away. That is how Accident Book works, with a QR code for each site.
Key points
- An accident book is a record of workplace accidents and injuries.
- It is a legal requirement for employers with 10 or more people on the same premises, and for factories, mines and quarries.
- All employers must keep records of RIDDOR-reportable incidents.
- Entries must be factual and include the details set out in law.
- Paper and digital are both fine, but keep records secure, private and for at least 3 years.