Free tools · Great Britain
Accident book template. The five particulars.
The law asks an accident record for five particulars. Fill them in and the entry builds itself, with the date it can be discarded no earlier than.
- The legal particulars
- Your keep-until date
- Nothing leaves your browser
How it works1Enter the particulars2Check the entry3Download the PDF
- 1Enter the particularsThe injured person, when and where it happened, and the cause and nature of the injury.
- 2Check the entryIt builds alongside, with the keep-until date worked out for you.
- 3Download the PDFPrint it for the book, or keep it as a digital record stored securely.
The rules it follows
- Who must keep one: employers with 10 or more people normally employed at the same premises, and factories, mines and quarries.
- Five particulars: the injured person’s full name, address and occupation; the date and time; the place; the cause and nature of the injury; and the name, address and occupation of the person giving the notice, if not the injured person.
- Keep each record for at least three years from the date it was made.
- Paper or digital: the law allows a book or electronic means, in a form approved by the Secretary of State, provided it is readily accessible.
Checked September 2026 against: Social Security (Claims and Payments) Regulations 1979, regulation 25 · Schedule 4: particulars of accidents. A guide, not legal advice.
What is an accident book?
Who must keep one, what goes in it, how it differs from RIDDOR, and the data protection problem with paper books.
Read the guideFrequently asked questions
Who has to keep an accident book?
Employers with 10 or more people normally employed at the same premises, and owners or occupiers of factories, mines and quarries, under regulation 25 of the Social Security (Claims and Payments) Regulations 1979.
How long must accident book records be kept?
At least three years from the date each entry was made. Many organisations keep them longer, because a personal injury claim can be brought up to three years from the date of knowledge.
Can the accident book be digital?
Yes. The regulation allows records to be kept in a book or by electronic means, in a form approved by the Secretary of State, as long as they are readily accessible.
Is an accident book entry the same as a RIDDOR report?
No. The accident book records injuries for social security purposes. RIDDOR is a separate duty to report specific serious incidents to HSE. The RIDDOR checker tells you whether that applies.
Is anything I type saved?
Nothing is uploaded or sent. While you work, the text is kept in this browser tab so a refresh does not lose it; closing the tab or pressing Clear removes it. If you accept analytics cookies, we count when the tool is used and a PDF is made, never what you type.
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