Skip to main content
Book a call — £89
Menu

First Aid & Accident Forms UK: Workplace Guide

We're not a law firm — we help you find the right legal support. For advice on your situation, speak to a legal adviser or find a solicitor.

Part ofUK Health & Safety Law

Written by Brad Askew Solicitor (non-practising)
Brad is on the roll of solicitors of England & Wales but does not hold a practising certificate and does not provide legal advice.
Updated June 2026 · England & Wales
Every UK employer carries a responsibility to look after the wellbeing of staff and visitors while they are on site. That means having sensible first aid arrangements in place, keeping proper records when something goes wrong, and understanding which incidents need to be flagged to the authorities. This guide walks through the paperwork and policies that sit behind those obligations, including the accident book, first aid policies, and reporting forms used in workplaces across England and Wales. Whether you run a small office, a construction site, or something in between, getting these basics right protects your people and keeps your business on the right side of health and safety law. We will look at what the main regulations require, how to build a first aid policy that actually works, and what good accident documentation looks like in practice.

What this document is

First aid and accident forms are the written records a workplace uses to log injuries, near-misses, and illnesses that happen on the premises or during work activities. They cover things like the accident book (often referred to by its old BI 510 reference), internal incident reports, first aid treatment logs, and RIDDOR notifications to the Health and Safety Executive.

The Health and Safety (First-Aid) Regulations 1981 require employers to provide appropriate equipment, facilities, and trained personnel so that employees who become injured or unwell at work can receive immediate help. Separately, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (known as RIDDOR) set out which incidents must be formally reported to the HSE.

Together, these rules shape what you need to write down and who needs to see it. The forms themselves serve several purposes: they create a legal record, they help you spot patterns before a serious accident happens, and they support any insurance claim or investigation that follows an incident.

How to use this document

  1. Carry out a first aid needs assessment. Look at the kind of work your team does, the hazards involved, the size of your workforce, and how your premises are laid out. A quiet office carries different risks to a warehouse or a catering kitchen, and your first aid provision should reflect that. Write the assessment down so you can justify the decisions you have made. 2. Put the right people and kit in place. Based on your assessment, appoint enough first aiders or appointed persons, book them on recognised training courses, and make sure your first aid kits are stocked and accessible. Display notices that tell staff who the first aiders are and where to find the nearest kit. Review this whenever your workforce or activities change significantly. 3. Write and share a first aid policy. A short, clear policy should explain who is responsible for what, how staff raise the alarm in an emergency, what equipment is available, and how records are kept. Share it during induction and keep a copy somewhere everyone can find it. Revisit the wording at least annually, or sooner if something changes. 4. Record every incident properly. When an accident or injury happens, complete your accident book or internal form while the details are still fresh. Capture the date, time, location, names of those involved, what happened, any injuries, and what was done in response. Keep these records secure because they contain personal data and may be needed later for insurance or legal purposes. 5. Decide whether RIDDOR applies and report if needed. Certain injuries, occupational diseases, and dangerous occurrences must be reported to the HSE within set timeframes. Work related deaths, specified serious injuries, injuries that keep someone off work for more than seven days, and some diagnosed conditions all fall within scope. If in doubt, check the HSE guidance before deciding not to report.

Common questions

If you're dealing with this kind of situation, speak to an experienced legal adviser who can walk you through it — from £89.

Common questions

Q How many first aiders does my workplace need?
There is no fixed number set in law. The Health and Safety Executive expects you to work it out through a first aid needs assessment that considers your hazards, the number of staff, shift patterns, and whether visitors or members of the public are on site. A low risk office with a handful of employees will need far less provision than a manufacturing site running multiple shifts. Document your reasoning so you can show why your arrangements are appropriate.
Q What is the difference between a first aider and an appointed person?
A qualified first aider has completed a recognised training course such as First Aid at Work (FAW) or Emergency First Aid at Work (EFAW) and can give hands on treatment. An appointed person has not done full first aid training but takes charge of calling emergency services, looking after the first aid kit, and coordinating the response. Lower risk workplaces may only need appointed persons, while higher risk sites usually require trained first aiders.
Q Do I legally have to keep an accident book?
Employers with ten or more staff have historically been required to keep records of reportable injuries, and in practice nearly every business keeps an accident book to satisfy social security, insurance, and health and safety requirements. The book must comply with data protection rules, which means individual entries should be stored so that one person's details cannot be seen by others. Records should usually be retained for at least three years from the date of the entry.
Q Which accidents have to be reported to the HSE under RIDDOR?
RIDDOR covers work related deaths, specified injuries such as fractures (other than to fingers, thumbs, and toes), amputations, serious burns, and loss of consciousness, injuries that result in someone being unable to do their normal work for more than seven consecutive days, certain diagnosed occupational diseases, and dangerous occurrences like structural collapses or gas incidents. Reports are made online through the HSE website. Timeframes vary depending on the category of incident.
Q What should an accident report form actually capture?
A useful form records the date and time of the incident, where it happened, the name and role of the injured person, what they were doing at the time, a factual description of what occurred, any injuries sustained, first aid or medical treatment given, names of witnesses, and any immediate steps taken to prevent a repeat. Keep the language neutral and stick to facts rather than opinions about blame.
Q How often should I review my first aid policy?
A sensible rhythm is a formal review at least once a year, but you should also revisit the policy whenever something material changes. That includes moving premises, taking on new types of work, significant changes to staff numbers, incidents that reveal gaps in your arrangements, or updates to HSE guidance. Keep a note of when reviews took place and what was changed so you have an audit trail.
Q Can employees be first aiders on a voluntary basis?
Yes, staff often volunteer to take on the role, but the employer remains responsible for making sure they are properly trained, that their training stays current (typically three yearly refreshers for the main qualifications), and that they are supported while carrying out first aid duties. You should also think about cover during holidays and sickness so there is always someone available during working hours.
If you're dealing with this kind of situation, speak to an experienced legal adviser who can walk you through it — from £89.

Sources

This guide is based on primary UK law and official guidance.

Brad Askew, Solicitor (non-practising)

Written & reviewed by

Brad Askew Solicitor (non-practising)

Brad is on the roll of solicitors of England & Wales but does not hold a practising certificate and does not provide legal advice. LegalDocuments.co.uk is not a law firm and does not provide regulated legal advice.

Full profile →SRA register ↗
Legal disclaimer
This article is for general information only. It is a tool to help you find your way — not legal advice, and not a substitute for speaking to a qualified adviser about your situation.