Construction incident report template: near miss, RIDDOR and what to include featured image
Templates & Resources

Construction incident report template: near miss, RIDDOR and what to include

TrainAR Team 27 days ago 5 min read

Construction incident report template: near miss, RIDDOR and what to include

Category: Templates & Resources - Niche: incident reporting, RIDDOR, near miss, toolbox talks, micro teams

Two site workers completing an incident report on clipboard and phone on a small construction site

Contents

Quick answer

  • Capture facts the same day: who, what, where, when, weather, witnesses, photos, immediate actions taken. Keep it factual.
  • Near misses should be logged internally and turned into a quick learning point. Only certain near miss events are reportable to HSE as dangerous occurrences.
  • RIDDOR applies to deaths, specified injuries, over 7 day injuries, certain diseases, dangerous occurrences and some gas incidents. Use HSE online forms to report. See Types of reportable incidents and How to make a report.
  • Keep records for at least 3 years. See HSE guidance What records do I need to keep?.

What to include in any incident report

Include these sections on every report, whether injury, near miss or property damage:

  • Basic details: date, time, exact location (area, floor, grid or postcode), job reference.
  • People involved: name, role, employer, contact details, supervisor.
  • Description: short timeline of events in plain English. Stick to observable facts.
  • Injury details (if any): body part, type of injury, first aid given, hospital treatment.
  • Immediate actions: made safe, isolated services, barricaded, stopped work.
  • Root cause notes: hazard, unsafe act or condition, equipment failure, environment.
  • Photos and sketches: marked up where helpful. Capture scene before tidy up if safe.
  • Witness statements: names and brief factual statements.
  • Follow up actions: repairs, training, toolbox talk, RAMS update, PPE change.
  • RIDDOR check: is this reportable? If yes, reference the HSE submission ID.

Good references:

Near miss vs RIDDOR: what you must report

  • Near miss: an event that had the potential to cause injury or ill health but did not. HSE encourages internal recording and learning. Only report to HSE if it meets the dangerous occurrence definitions. See HSE Dangerous occurrences.
  • RIDDOR reportable:
    • Deaths and specified injuries to workers.
    • Over 7 day incapacitation for workers.
    • Injuries to non workers taken directly to hospital for treatment.
    • Reportable occupational diseases once diagnosed (for example carpal tunnel, dermatitis, occupational asthma, HAVS).
    • Dangerous occurrences (certain near miss events with high potential harm).
    • Certain gas incidents.

See HSE: Reportable incidents and Key definitions.

Reporting timelines:

  • Fatalities, specified injuries, non worker hospital treatment and dangerous occurrences: without delay, submit report within 10 days.
  • Over 7 day injuries: within 15 days of the incident.
  • Occupational diseases: as soon as diagnosed. See HSE When to report and How to report.

Downloadable templates

  • Official HSE investigation forms inside HSG245: Download PDF
  • CITB GA18 incident form covering near misses and cable strikes: Download PDF
  • HSE online RIDDOR forms (injury, dangerous occurrence, disease): HSE forms

Fast workflow for micro teams

A simple on site routine that works for crews of 1 to 10:

  1. Make safe, first aid, stop the job if needed.
  2. Take 6 photos: wide scene, hazard close up, equipment, controls in place, any injury, and final made safe state.
  3. Capture facts on your phone notes or the printed form. Stick to facts.
  4. Decide: near miss or injury or damage. If near miss, log and brief the team. If injury or damage, complete the report.
  5. RIDDOR check using the HSE pages above. If reportable, submit online and record the reference number.
  6. Close out: add a quick toolbox talk topic and update the RAMS if needed.

Related reading in the Academy:

Tip: Set a recurring calendar reminder to review incident actions weekly and chase close outs.

Flowchart: simple reporting path

Flowchart of UK construction incident reporting and RIDDOR decisions

Watch: step by step RIDDOR form walkthrough

Build skills with toolbox talks

Turn incidents and near misses into learning within 48 hours:

  • Do a 5 minute talk at the van: what happened, what went well, what we change.
  • Add one control into your RAMS or site rules (barriers, lock off, better signage).
  • Rotate who leads the talk so it sticks.

Useful links:

FAQs

Is a near miss reportable to HSE?

Not usually. Only if it meets the RIDDOR list of dangerous occurrences (specified high risk events). See HSE Dangerous occurrences.

How fast do I have to submit a RIDDOR report?

Without delay for fatalities, specified injuries, injuries to non workers needing hospital treatment, and dangerous occurrences. Submit within 10 days. Over 7 day injuries must be reported within 15 days. See HSE When to report.

What should I keep on file for 3 years?

The incident report, any investigation notes, photos, witness statements, RIDDOR submission references, and actions taken. See HSE Records to keep.

Where do I actually submit a RIDDOR report?

Use the HSE online forms here: Incident reporting - HSE Forms. For immediate fatal or specified injury notifications, phone options are listed on the same page.

What counts as a specified injury?

Examples include fractures (excluding fingers, thumbs or toes), amputations, permanent loss of sight, serious burns, scalping requiring hospital treatment, loss of consciousness, and injuries from working in an enclosed space. See HSE Specified injuries.

Does the Building Safety Act change incident reporting for small contractors?

On higher risk buildings, duty holders must also run a mandatory occurrence reporting system for structural and fire issues. See GOV.UK guidance on operating a mandatory occurrence reporting system.