Module 3 · Tool 12
Module 3 — Health & Safety from a Gender Perspective · Sessions 3.5, 3.7

Speak Up, Stay SafeReporting incidents, near-misses and wellbeing concerns

Most safety improvements start with someone speaking up. This tool makes it clear what to report, why it matters, and how — without blame.

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How to use this tool
Read this first — it explains what you’ll learn and what to do at the end.

Hazards that aren’t reported stay unfixed. This tool helps you understand what’s worth reporting (more than you might think), why it matters, and how to make a report even when it feels uncertain. At the end, there is a simple report template you can complete, save as PDF, and hand to your supervisor or safety officer.

1
Know what to reportFour kinds of thing — including wellbeing, not just accidents.
2
See why it mattersNear-misses are free warnings; reporting prevents harm before it happens.
3
Learn the processWhat to do, and what happens after you report.
4
Make a reportUse the template at the bottom — fill it in, save as PDF, and hand it in.
Self-guided (~10 min): read each section, then complete the report template. Trainer-led (~50 min): use the sections for group discussion, learners sort real examples by type, then each completes a real report.
1
Four Things Worth Reporting
Session 3.7 · It’s not only serious accidents — reporting early stops the next one.

Most people think of reporting as something you do after an accident. But the most valuable reports arrive before anyone gets hurt. Click each type to read more. When you use the report template below, you’ll select one of these four.

Type 1
Incident
Something that did cause harm or damage — an injury, or a near-injury that resulted in harm.
Type 2
Near-miss
Something that almost caused harm but didn’t — this time. The most important type to report.
Type 3
Unsafe condition
A hazard waiting to cause harm — damaged kit, an unstable structure, a blocked exit.
Type 4
Wellbeing concern
Strain, fatigue or stress affecting health — yours or a colleague’s. This belongs in reporting too.
If you’re not sure whether something counts — report it. Better a report that wasn’t needed than an injury that could have been prevented.
2
Near-Misses Are Free Warnings
Session 3.7 · Behind every serious injury are many near-misses that came first.

The safety pyramid below shows the relationship between different types of event on site. Hover or tap each layer to understand it. Near-misses sit at the base — they’re the most common, and the most valuable to report, because they arrive before anyone gets hurt.

Serious injury Rare — but severe Minor injuries & first aid More common Near-misses & unsafe conditions Many — and your best warning ← report here
Hover or tap a layer to learn more
The Safety Pyramid
Each layer shows a different type of event. Near-misses at the base are the most frequent — and the most valuable to report, because they arrive before anyone gets hurt.
The whole point: you can’t report a serious injury before it happens — but you can report the near-miss that comes first. Every near-miss reported and fixed is an injury that never happens.
3
Health Is Part of Safety
Session 3.5 · Long hours, strain and pressure affect health too — and the early signs are worth flagging.

Safety isn’t only about accidents. Physical and mental health are both part of it — and the early signs of strain are just as worth reporting as a damaged piece of kit. Wellbeing concerns belong in your reporting, too.

Physical health
  • Repetitive strain and heavy lifting
  • Fatigue from long or irregular hours
  • Noise, dust and the weather
  • Aches and pains that don’t go away
Mental health
  • Stress from deadlines and pressure
  • Tiredness that affects focus and decisions
  • Feeling isolated or unsupported
  • Being worn down over time
Spotting it early: notice the early signs — in yourself or a colleague — and say something. A word with a supervisor, a change to the workload, or a rest can stop a small strain becoming a real health problem.
4
How Reporting Works
Session 3.7 · Five steps — and the last one matters as much as the first.

Reporting should be simple. These five steps show what happens from the moment you spot something to the moment it’s fixed. Step 5 — hearing back — is what keeps the system alive.

1
Step 1
Spot it
You notice a hazard, near-miss, unsafe condition, or wellbeing concern.
2
Step 2
Report it
Tell the right person, or log it through your site’s reporting route — quickly and simply.
3
Step 3
It’s reviewed
Someone looks at what happened and why — without blame.
4
Step 4
Action taken
The hazard is fixed or the risk is reduced.
5
Step 5 — critical
You hear back
You’re told what changed as a result of your report — so it’s worth doing again.
No feedback, no reporting: if people never hear what their reports changed, they stop bothering. Good supervisors and safety officers always close the loop.
5
Make It Safe and Easy to Report
Session 3.8 · People only report when it feels safe and worthwhile.

The biggest barrier to reporting is fear of blame. Four things take it away — and supervisors and safety officers are responsible for all four.

1
No blame
Reporting is about fixing the hazard, not finding fault. Thank people for speaking up — never punish it.
2
Confidential when needed
Let people report sensitive things, including wellbeing, without it being public knowledge.
3
Quick and simple
A report should take a moment — a word, a form, a photo. If it’s hard, it won’t happen.
4
You’ll hear back
Tell people what their report changed. Visible action is what keeps reporting alive.
✎
Your Report
Complete this form, save as PDF, and hand it to your supervisor or safety officer.
This form is not saved online. Use “Save as PDF” to keep a copy. Use “Clear form” to reset it for a new report. Refreshing this page will also clear your entries.
How to fill this in: keep it short — you don’t need every detail or perfect words. The facts and a suggestion are enough to get it in front of the right person. Select the type, fill in what happened and where, and suggest one thing that could prevent it happening again. Then save as PDF and hand it in.
You don’t need every detail. The facts of what happened and one suggestion are enough to get this in front of the right person. Short reports get read; long ones get put off.

Save or clear your report

Nothing you’ve entered is stored online. Save as PDF to keep a copy, or clear to start a new report.