Accident and incident management templates toolkit

What ?

Accident and incident management refers to the procedures organisations use to respond to and learn from workplace accidents, near-misses, and unexpected events. It includes reporting, investigating, and documenting incidents to ensure appropriate action is taken.

Employers have a legal obligation to keep employees safe and to investigate workplace incidents thoroughly. A clear process ensures that risks are identified, root causes are addressed, and steps are taken to prevent future harm.

Effective accident and incident management not only supports health and safety compliance but also builds a culture of trust and accountability. It shows employees that their wellbeing is taken seriously and that the organisation is committed to continuous improvement.

Accident and incident management templates are essential for managing a low-risk, compliant Accident and incident management process.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Failing to report incidents – Not recording accidents, near misses or other events that could provide useful safety information.
• Investigating to assign blame – Focusing on who was at fault rather than understanding why the incident occurred.
• Failing to preserve evidence – Allowing important information, photographs or witness accounts to be lost.
• Ignoring near misses – Treating incidents without injury as unimportant.
• Not identifying underlying causes – Stopping at the immediate cause without considering systems, training or workplace conditions.
• Failing to implement actions – Completing an investigation but not addressing the identified risks.
• Not checking for recurring incidents – Treating each accident separately instead of looking for patterns.
• Keeping incomplete records – Failing to document the incident, investigation, actions and follow-up adequately.

What is a typical accident and incident management process workflow?

Here we show you which resources to use to effectively investigate a workplace accident, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.

FAQs

What is an accident or incident at work?

A workplace accident or incident is an event connected with work that causes or could cause injury, ill health, damage or another undesirable outcome.

What should happen immediately after an accident?

The immediate priority should be to protect people from further harm, provide appropriate first aid or emergency assistance and make the area safe where necessary.

Should workplace accidents be recorded?

Employers should maintain appropriate records of workplace accidents and incidents, including information required for applicable reporting obligations.

When should an accident be investigated?

Investigation is appropriate where it can help establish what happened, identify underlying causes and prevent recurrence. The extent should be proportionate to the incident.

What is RIDDOR?

RIDDOR is the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations. Certain serious workplace incidents, injuries, diseases and dangerous occurrences must be reported where the requirements apply.

Why use HRDocBox to support accident and incident management?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective accident and incident management with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.