This policy procedure sets out what to do when an accident or incident happens, how it is reported and investigated, and points to the forms and register that record it.

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This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

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Further Reading

Further guidance on accidents and incidents:

• Accidents, Incidents and Near Misses
• ISO 45001 Clause 10.2 - Incident, Nonconformity and Corrective Action
• First Aid at Work
• Health and Safety knowledge base

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Accident and Incident Reporting Policy Procedure Template

The Accident and Incident Reporting Policy Procedure is a Word template that sets out how a business responds to and records accidents, incidents and near misses. It covers immediate action to contain the risk, reporting and recording, reporting serious accidents and dangerous occurrences where the law requires it, employee reporting duties, investigation and review, and how findings feed back into risk assessments.

It is written around the company management system, with investigation information summarised for management review. Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use classification in the footer support document control.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of the policy, its scope across all company activities and locations, who it applies to and how guidance sections are marked
• In the event of an accident or incident - immediate action to contain the situation and remove further risk, including whether work or the site should close, before any investigation
• Accident and incident reporting - investigation by the health and safety lead, the forms and register used, corrective action, and reporting serious accidents where the law requires it
• Employee and worker responsibility - the duty to report every accident, near miss, disease or dangerous occurrence arising from work, even where no one is injured
• Investigation and review - finding causes and root cause, involving relevant people, examining risk assessments and methods of work, and keeping records for at least seven years
• Managing the risks - reviewing risk assessments periodically and after an accident or incident, with findings considered when assessments are completed

Built for Reporting and Learning from Incidents

• Containment and removal of further risk before any investigation begins, including whether to close the work or site
• Near misses recorded and investigated alongside accidents and incidents
• Risk assessments and methods of work examined after any incident or near miss, minor or major
• Accident and incident investigation records kept for a minimum of seven years
• Information summarised to provide data for the next management review

Who Needs an Accident and Incident Reporting Policy Procedure?

Any business that needs a clear route for reporting and investigating accidents, incidents and near misses. It is written for the health and safety lead who investigates and for every employee and worker who must report.

How the Policy Fits Together

Accidents, incidents and near misses are documented on the appropriate form or register, from the F-HS6 Near Miss Reporting Form and F-HS13 Accident Report Form to the F-Q10 Significant Problem, Incident and Complaint Form and the ER1 Issues Actions Register, and reviewed by the health and safety lead.

Using the Policy

Edit the roles to match your business, such as who acts as health and safety lead and who approves changes to risk assessments, and set how long records are kept. Name the person in the Controlled By field, give it top level approval and brief employees and workers on their duty to report.

Related Documents

The GG-7-04 Accident and Incident Reporting Guidance and TT-7-04 Accident and Incident Reporting Training Talk can be used to brief staff on reporting accidents and incidents.