Using the Accident Book Correctly
When someone slips, trips, or falls, your immediate priorities are to assist the casualty and secure the hazard. But once the scene is under control, your job isn’t over. What you write in the Accident Book can be just as important as your actions at the scene.
This isn’t about “paperwork for paperwork’s sake.” A properly completed Accident Book entry protects people, supports investigations, fulfils legal duties, and shows your professionalism as an SIA-licenced officer.
Why the Accident Book Matters
Health & Safety (HSE): Employers with 10 or more staff must legally maintain an official Accident Book. This ensures compliance with the Health and Safety at Work Act 1974 and RIDDOR 2013. The information is also used to spot recurring risks.
SIA Standards: Security officers are expected to be accountable, professional, and accurate. Recording incidents proves you’re taking your duties seriously.
BSI & NSI Guidance: Consistency and quality in documentation underpin safe site management and professional security service delivery.
Did you know? Over 111,000 non-fatal injuries were reported to the HSE in 2022/23. Slips, trips, and falls accounted for more than 30% of these. Every entry you write is part of building safer workplaces.
Tip: If it’s not written down, it didn’t happen. That single entry could make the difference between your employer winning or losing a legal claim.
How to Use the Accident Book Correctly
1. Record the Right Details
Don’t overcomplicate, but don’t leave gaps either. At a minimum, you should capture:
What happened: Stick to facts, e.g., “Visitor slipped on wet floor.” Avoid language like careless, clumsy, or at fault.
Where: Be exact—“main reception, by revolving doors,” not just “lobby.”
When: Time and date. If it’s late at night or during an event, note that context.
Who: Name and role (staff, visitor, contractor), and contact details if required.
Action taken: First aid delivered, hazard removed, wet floor signs placed, ambulance called.
Witnesses: Names and what they observed.
Tip: Use short, simple sentences. If a lawyer, HSE inspector, or manager reads it, they should instantly understand the sequence of events.
2. Maintain Confidentiality
The Accident Book isn’t public property—it contains sensitive personal details.
Under the Data Protection Act 2018 / UK GDPR, you must only share entries with those who need to know.
Don’t discuss details with bystanders, or worse—post about them online.
Always secure the book after making an entry.
Tip: Treat the Accident Book like CCTV footage—you wouldn’t leave that lying around, so don’t leave the book either.
3. Link It to Reporting Requirements
Your Accident Book entry may trigger further action:
Under RIDDOR, your employer must report certain incidents to the HSE (e.g., fractures, hospital treatment, or over-seven-day absences).
Your record provides the initial evidence and timeline.
Accurate details help managers decide quickly whether external reporting is needed.
Warning: If your entry is vague or incomplete, your employer could miss a RIDDOR duty—resulting in fines or prosecution.
Real-World Example
It’s a busy Friday evening at a shopping centre. Rainwater has collected inside the entrance. A customer slips, landing awkwardly and injuring their wrist.
You secure the scene, comfort the casualty, and call for first aid.
You direct cleaning staff to mop the area and place extra signage.
Later, you log the incident in the Accident Book with full details: casualty’s name, exact location, witness names, and what actions were taken.
Two months later, the customer files a compensation claim. Because your report was clear, detailed, and factual, your employer demonstrates that the hazard was dealt with swiftly and correctly. The claim is dismissed, saving the company time, money, and reputation.
Common Mistakes to Avoid
Even experienced officers can make errors when filling in the Accident Book. Here are the pitfalls to watch out for:
Being too vague: Writing “person fell” without explaining where, how, or what was done makes the record useless.
Adding opinions or blame: Statements like “the visitor wasn’t looking where they were going” damage professionalism and could backfire in court.
Leaving out witnesses: Without names or contact details, valuable evidence is lost.
Delayed entries: Waiting until the end of a shift risks forgetting key details and looks suspicious if timings don’t match CCTV.
Messy or rushed writing: If your entry can’t be read clearly, it may be ignored by investigators.
Tip: Imagine every Accident Book entry being read by an HSE inspector, a solicitor, or even in court. Would they understand what happened without asking you?
Consequences of Poor or Missing Records
For the casualty: Without a proper record, they may not get correct follow-up care or support.
For you: Investigators may view gaps or mistakes as negligence, which could affect your SIA licence and job security.
For your employer: Poor records weaken legal defences, leading to claims, HSE investigations, and costly fines.
For safety overall: Without entries, repeat hazards go unnoticed—putting more people at risk.
Tip: Write every entry as though it will be read in a courtroom.
How Good Records Protect You and Others
Filling in the Accident Book properly isn’t just a duty—it’s a form of protection:
Protects the casualty: Ensures they get proper follow-up care and helps prevent similar accidents.
Protects you: Demonstrates professionalism and accountability, showing you did your job properly.
Protects your SIA licence: Inconsistent or sloppy reporting could be seen as negligence. Accurate records keep you compliant.
Protects your employer: Provides clear evidence for insurance, investigations, and legal claims.
Protects the public: By spotting patterns (e.g., same entrance slippery when wet), your entries help stop accidents before they happen.
Tip: Think of the Accident Book as a shield—for the casualty, for you, and for your employer. Every good entry strengthens that shield.
Key Considerations for Officers
Act quickly: Complete the entry as soon as possible while details are fresh.
Stay neutral: Avoid blame or personal opinions. Stick to what you saw and did.
Clarity matters: Write legibly and use straightforward language.
Teamwork: If multiple officers were involved, agree the sequence of events so records match.
Professional presence: Remember, the way you record incidents reflects your competence and reliability as a security professional.
Reflection Question: Imagine a colleague forgets to log a slip incident, and weeks later the casualty claims serious injury. How would that affect the casualty, your team, and your employer’s ability to defend itself?
