An accident book is the simple, everyday record of who was hurt at work, when, and how. For a warehouse, workshop or stores, it is the first document anyone reaches for after a trapped finger, a slip on a loading bay or a strain from lifting. This guide explains when an accident book is a legal requirement in Great Britain, what has to be written in it, and how long to keep it. It is general information and not legal advice; check the HSE website for the current detail.
Do you legally need an accident book?
Under the Social Security (Claims and Payments) Regulations, an employer with 10 or more employees at one location must keep an accident book, or an approved electronic equivalent, where entries can be made and read. HSE publishes a standard accident book (BL510), and employers with fewer than 10 staff are still advised to keep a record of accidents because it supports risk assessment and any later claim.
Keeping a record is separate from reporting. The accident book is your own register of incidents. Serious incidents must also be reported to the regulator under RIDDOR, which applies to employers of every size.
What to record in an accident book
Each entry should be clear enough that someone who was not there can understand what happened. A complete entry includes:
- The date and time of the accident.
- The full name, address and occupation of the injured person.
- The nature of the injury or ill health.
- Where the accident happened and what caused it.
- The name and address of the person making the entry, if it is not the injured person.
Stick to facts. Record what was seen and what the person reports, not opinions about who was to blame.
How long to keep accident records
Keep accident records for at least three years from the date of the entry. Many employers hold them for longer, because a personal injury claim can be brought after that period, and records of exposure to hazardous substances may need to be held for much longer under other regulations.
Accident book, near-miss log and RIDDOR: what is the difference?
An accident book records injuries that have happened. A near-miss log records incidents where nobody was hurt but could have been, such as a pallet falling from racking or a fork truck clipping an upright. Neither replaces a RIDDOR report, which is only for the categories the regulations define. Used together, the three give you the evidence to spot patterns and fix them.
Keeping accident records private
An accident record contains personal data. Store the book somewhere accessible but not open to casual reading, and share entries only with people who need them. Books with perforated, tear-off pages let you remove completed entries and file them securely. If you use an electronic system, control who can view and edit it.
Using accident records to prevent the next one
An accident book is only useful if someone reads it. Review entries regularly, look for repeated locations, equipment or tasks, and feed what you find into your risk assessment under the Management of Health and Safety at Work Regulations 1999. Typical fixes in warehouses and workshops include separating pedestrians from vehicles with safety barriers, protecting and inspecting pallet racking, using suitable pallet trucks to reduce manual handling, keeping spills contained with spill containment, and giving staff proper lockers so personal items are not left in walkways.
For the wider picture on employer duties, see our guides to the Health and Safety at Work Act 1974 and warehouse health and safety.
Accident book FAQs
Is an accident book a legal requirement?
Under social security law, employers with 10 or more employees at a single location must keep an accident book or an approved electronic equivalent. HSE also recommends that smaller employers keep accident records, and RIDDOR reporting applies to employers of every size.
What must be written in an accident book?
The date and time of the accident, the full name, address and occupation of the injured person, the nature of the injury and the circumstances of the accident, and the name and address of the person making the entry if it is not the injured person.
How long must accident records be kept?
At least three years from the date of the entry. Many employers keep them longer because personal injury claims can be brought after that period.
Is an accident book the same as a RIDDOR report?
No. The accident book is your internal record of incidents. A RIDDOR report is a separate notification to HSE or the local authority, needed only for incidents in the defined reportable categories.
Who can fill in the accident book?
The injured person, or someone on their behalf such as a first aider or supervisor. Entries should be made promptly while the details are fresh.
Where should the accident book be kept?
Somewhere readily accessible to all staff, such as a first aid room or reception, and it should be easy for anyone to find and use.
Does data protection apply to accident records?
Yes. Accident records contain personal data, so they should be stored securely and shared only with people who need them. Books with tear-off pages keep earlier entries confidential.
Can I use an electronic accident book?
Yes, provided it is an approved equivalent that captures the same information and can be kept for the required period.