This guide explains the purpose of health and safety reports, what types of concerns should be reported, legal requirements, and the steps that can be taken if a serious risk remains unresolved.
Quick summary: how to report a health and safety concern
| If… | What you should do |
| You identify a hazard, unsafe condition, or near miss | Report it immediately to your line manager, supervisor, or employer and explain who may be affected and why it presents a risk. |
| The issue needs to be formally recorded | Follow your organisation’s reporting procedure, such as completing a hazard, near-miss, or incident report form, or using an online reporting system. |
| The concern affects multiple people or requires specialist input | Raise it with a health and safety adviser, representative, safety committee member, or trade union safety representative where available. |
| The hazard remains unresolved | Follow up and request an update. If necessary, escalate the concern through your organisation’s management structure. |
| Your employer fails to address a significant health and safety risk | Consider reporting the concern to the Health and Safety Executive (HSE) or the relevant local authority. |
| The issue involves a reportable injury, disease, or dangerous occurrence | The employer may have legal duties under RIDDOR to notify the relevant enforcing authority. |
| You are concerned about raising a safety issue | Employees are protected by law when raising genuine health and safety concerns and should not be subjected to detriment or dismissal for doing so. |
What is a health and safety report?
A health and safety report is a formal record of a workplace hazard, near miss, unsafe condition, incident, injury, or occupational health concern. It helps ensure health and safety issues are investigated, addressed, and acted upon to improve workplace safety.
Why is health and safety reporting important in the workplace?
Health and safety reporting helps organisations to:
Prevent accidents by identifying risks early
Many incidents are preceded by warning signs such as unsafe conditions, hazardous behaviours, equipment defects, or near misses. Reporting these issues enables organisations to take corrective action before someone is injured.
For example, a warehouse worker reports a near miss after a pallet falls from a racking system but does not strike anyone. An investigation reveals that pallets are being stored incorrectly and that employees require refresher training. The organisation updates its storage procedures and retrains employees, preventing a potentially serious injury or fatality in the future.
Reduce injuries and ill health across the workforce
Reporting systems help organisations identify recurring causes of injury and ill health so they can target resources where they are most needed.
For example, repeated reports of manual handling difficulties may indicate a need for additional training or mechanical lifting aids, while reports of excessive workload may highlight a risk of work-related stress.
It is estimated that 964,000 workers suffered from work-related stress, depression, or anxiety in 2024/25 and 511,000 workers suffered from work-related musculoskeletal disorders in 2024/25. Effective reporting helps employers identify these issues early and implement measures to reduce their impact.
Meet legal obligations under UK health and safety law
Employers have a legal duty under the Health and Safety at Work etc. Act 1974, Section 2 to ensure, so far as is reasonably practicable, the health, safety, and welfare of their employees. They must also comply with the Management of Health and Safety at Work Regulations 1999, which by assessing risks and implementing appropriate control measures.
Without effective health and safety reporting, employers may be unaware of hazards that require action. Reporting systems provide evidence that risks are being identified, investigated, and managed appropriately.
In certain circumstances, incidents must also be reported externally under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).
Improve safety culture through open communication
A positive safety culture depends on employees feeling able to report hazards, near misses, and safety concerns without fear of blame or negative consequences. When workers raise concerns and employers respond appropriately, organisations gain a better understanding of workplace risks and can act before incidents occur.
The HSE emphasises the importance of consulting and involving workers in health and safety matters, noting that employee involvement can help organisations identify risks, develop practical control measures and reduce accidents.
Demonstrate due diligence during investigations or inspections
Health and safety reports create a documented record of hazards, incidents, investigations, and corrective actions. This information can be invaluable if an organisation is inspected by the HSE, investigated following an accident, or required to defend a claim.
Maintaining accurate records demonstrates that the organisation has taken reasonable steps to identify and control risks. It can also help show that concerns were addressed promptly and appropriate action was taken to prevent harm.
Protect business reputation and reduce financial losses
Workplace accidents and ill health can have significant financial and reputational consequences. Costs may include lost productivity, sickness absence, staff turnover, legal fees, enforcement action, compensation claims, increased insurance premiums, and damage to customer confidence.
The HSE estimates that workplace injuries and new cases of work-related ill health cost the UK economy approximately £22.9 billion in 2023/24. Effective reporting enables organisations to identify problems early, reduce incidents, and avoid many of the direct and indirect costs associated with poor health and safety performance.
What are health and safety reporting requirements for employers?
While there are no prescribed legal requirements for how a reporting system should be structured, HSE guidance recommends having clear arrangements for reporting, investigating, recording, and acting on health and safety concerns.
Depending on the nature and size of the organisation, these arrangements may include:
- Clear reporting procedures so employees know how, when, and to whom hazards, incidents, near misses, and health and safety concerns should be reported.
- Incident and near-miss investigation processes to identify immediate and underlying causes, learn lessons, and prevent similar incidents from occurring in the future.
- Mechanisms for monitoring and addressing reported issues to ensure concerns are reviewed promptly, corrective actions are assigned, and identified risks are effectively controlled.
- Record-keeping arrangements to maintain evidence of reported concerns, investigations, and actions taken, helping to demonstrate compliance and identify recurring trends or problem areas.
- Escalation procedures for serious, urgent, or unresolved concerns, ensuring significant risks are brought to the attention of appropriate managers or decision-makers without delay.
- Worker consultation and feedback processes to encourage employees to participate in health and safety management, raise concerns, and receive updates on the actions taken in response to their reports.
Creating a positive reporting culture encourages employees to report health and safety concerns promptly and helps organisations identify risks before incidents occur.
What health and safety issues should be reported?
Employees should report health and safety concerns whenever they identify a hazard, unsafe condition, or deficiency in safety arrangements.
Employees have duties under the Health and Safety at Work etc. Act 1974, Section 7 and the Management of Health and Safety at Work Regulations 1999, Regulation 14 to cooperate on health and safety matters and report serious and immediate dangers.
Common examples of health and safety issues are:
- Physical hazards such as slips, trips, falls, uneven flooring, or unsafe working at height.
- Equipment faults including defective machinery, damaged tools, or electrical hazards.
- Fire safety issues such as blocked fire exits, missing extinguishers, or faulty alarms.
- Hazardous substances that could expose workers to harmful chemicals, dusts, or fumes.
- Manual handling risks involving unsafe lifting, carrying, or repetitive movements.
- Poor housekeeping that creates unnecessary hazards.
- Inadequate PPE where suitable personal protective equipment is unavailable or defective.
- Violence or aggression that threatens employee safety and wellbeing.
Incidents should be reported as soon as possible and often straightaway. For example, if an employee notices exposed electrical wiring, a missing machine guard, or a fire exit blocked by stored materials, the issue should be reported immediately.
What if the issue involves a serious injury or dangerous incident?
Some workplace accidents, occupational diseases, and dangerous occurrences must be reported to the relevant enforcing authority under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). This includes incidents such as work-related fatalities, specified serious injuries, certain occupational diseases, dangerous occurrences, and injuries resulting in more than seven consecutive days’ absence from work.
For a detailed explanation of what must be reported, who is responsible, and why RIDDOR reporting is important, read our guide: What Is RIDDOR and Why Is RIDDOR Reporting Important?
How to report health and safety concerns at work
Most organisations have established procedures for reporting health and safety concerns. While the exact process may vary, the following steps are common:
1. Report the concern to your manager or supervisor
The first step is usually to inform your line manager, supervisor, or employer. Explain what you have observed, where the issue is located, who may be affected, and why you believe it presents a risk.
Many hazards can be resolved quickly once management becomes aware of them. For example, a damaged electrical cable may be removed from use immediately, or a spillage may be cleaned up before someone slips and falls.
2. Record the issue through your organisation’s reporting process
Most organisations have formal health and safety reporting procedures. This may involve:
- Completing a hazard, near-miss, or incident report form.
- Submitting a report through an online reporting system.
- Recording the issue in an accident or near-miss log.
- Reporting the concern through a dedicated health and safety app or portal.
Providing clear information, including photographs where appropriate, can help ensure the issue is investigated and resolved efficiently.
3. Notify the appropriate health and safety representative
Depending on your organisation, you may also be able to raise concerns with:
- A health and safety adviser or manager.
- A health and safety representative.
- A safety committee member.
- A trade union safety representative.
This can be particularly helpful if the issue has not been addressed promptly or if it affects multiple employees.
4. Follow up on the concern
Reporting a concern should not be the end of the process. If the hazard remains unresolved, ask for an update on the actions being taken and whether any additional control measures have been implemented.
Where necessary, concerns should be escalated through the organisation’s management structure until an appropriate response is received.
When to report a health and safety issue externally
The HSE advises that employees should normally give their employer the opportunity to address concerns first. However, there may be circumstances where internal reporting is ineffective or inappropriate. In these situations, concerns can be raised with the relevant enforcing authority, usually the Health and Safety Executive (HSE) or the local authority.
Reporting health and safety issues externally is appropriate where:
- A serious health and safety risk remains unresolved despite being reported internally and there is no evidence that appropriate action is being taken.
- There is a risk of serious injury, ill health, or death to employees, contractors, visitors, or members of the public if the situation continues.
- The employer is failing to comply with health and safety law, such as not carrying out suitable and sufficient risk assessments, failing to provide adequate information, instruction, training, or supervision, or not implementing appropriate control measures.
- Unsafe working practices continue despite repeated reports, complaints, or previous incidents.
- Employees are prevented from raising concerns, discouraged from reporting hazards, or fear retaliation for speaking up about safety issues.
- The concern relates to a matter of public interest, which may qualify as a protected disclosure under whistleblowing legislation.
To find the reporting authority for a concern, visit the HSE’s webpage, Is HSE the correct enforcing authority for you?
How to report a concern to the HSE
The HSE provides an online service for reporting concerns about workplace health and safety. Before submitting a report, it is helpful to gather as much information as possible to help the regulator understand the nature and seriousness of the risk. The information you need to provide is listed on the website.
What happens after you submit a report to HSE?
According to the HSE, all concerns are assessed, but not every report will result in an inspection or investigation. The regulator uses a risk-based approach and will consider factors such as:
- The seriousness of the potential harm.
- The likelihood of someone being injured or becoming ill.
- The number of people who may be affected.
- Whether there is evidence that health and safety law is being breached.
- Whether the concern falls within the HSE’s enforcement responsibilities.
Depending on the circumstances, the HSE may:
- Provide advice or guidance.
- Contact the employer for further information.
- Carry out an inspection.
- Investigate potential breaches of health and safety law.
- Take enforcement action where necessary.
Can you report a health and safety issue anonymously?
The HSE requires your contact details to assess and, where necessary, investigate your concern. They will not share your personal details with the employer or organisation involved, although they may share details of the issue itself.
However, depending on the circumstances, the employer may be able to identify who raised the concern.
Can you be dismissed for making a health and safety report?
Employees are protected by law when they raise genuine health and safety concerns. Under Section 44 and Section 100 of the Employment Rights Act 1996, employees have the right not to be subjected to a detriment or dismissed because they have raised health and safety concerns.
In some circumstances, reporting serious health and safety concerns may also qualify as a protected disclosure under the Public Interest Disclosure Act 1998 (PIDA), which provides additional whistleblowing protections.
If an employee is dismissed or treated unfairly because they have raised legitimate health and safety concerns, they may have legal grounds to bring a claim before an Employment Tribunal.
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Adam Clarke
Managing Director (Consulting)
