The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) place a legal obligation on employers, the self-employed, and people in control of premises to report certain workplace incidents, injuries, diseases, and dangerous occurrences to the Health and Safety Executive (HSE).
For property managers and landlords, this means certain incidents in common areas, during maintenance work, or involving contractors on your property may need to be reported. Failure to report is a criminal offence.
When Does RIDDOR Apply to Property Managers?
RIDDOR applies to you as a property manager or landlord when:
- You employ staff (cleaners, maintenance workers, site managers)
- You control common areas or shared spaces
- Contractors are working on your property
- A member of the public (including tenants) is injured in an area you are responsible for
You are the "responsible person" for incidents that occur in areas under your control — typically common areas, car parks, gardens, stairwells, lifts, and external areas.
What Must Be Reported?
Deaths
Any death arising from a work-related accident must be reported immediately by telephone (0345 300 9923) and followed up with an online report within 10 days.
Specified Injuries
These include fractures (other than fingers, thumbs, and toes), amputations, crush injuries to the head or torso, loss of consciousness caused by a head injury or asphyxia, and any injury requiring hospital admission for more than 24 hours.
Over-7-Day Incapacitation
If an employee is incapacitated for more than 7 consecutive days (not counting the day of the incident), you must report within 15 days.
Non-Worker Injuries
If a tenant, visitor, or member of the public is injured in an area under your control and is taken directly to hospital for treatment, this must be reported.
Dangerous Occurrences
Certain near-misses must be reported even if no one was injured. Examples relevant to property management include: collapse or partial collapse of scaffolding, structural collapse, electrical incidents causing fire or explosion, and gas incidents.
How to Report
Reports should be submitted online at www.hse.gov.uk/riddor. Fatal and specified injuries must also be reported by telephone immediately. Keep a copy of your report — you will need it for your records and potentially for insurance and legal purposes.
Record-Keeping
You must keep records of all RIDDOR reports for at least 3 years. Records should include:
- Date, time, and location of the incident
- Details of the injured person
- Nature of the injury or dangerous occurrence
- What happened and any immediate actions taken
- Your HSE report reference number
Managing Incident Records
Keyvant's incident management module lets you log all H&S incidents with full details — severity, RIDDOR flag, root cause analysis, corrective actions, costs, and deadlines. For RIDDOR-reportable incidents, you can generate a branded PDF report suitable for HSE, insurers, and legal advisors.