When to use an accident report
Fill it in soon after someone is hurt at the hall, or when something nearly happened and the committee should know. Keep a blank copy in the first-aid box or kitchen folder, or print a fresh one when you need it.
Use it as a short note for the hall’s file: who was there, where it happened, what people saw and what you did next. It is not a diagnosis, and it is not a report to an official body.
What to write down
Keep it ordinary and complete — the sort of thing a volunteer can fill in without fuss. A useful village hall note usually shows:
- The hall’s name and address
- A form number, and whether it is an accident or a near miss
- The date, an approximate time, and where in the building
- The booking, if it happened during a hire
- Who was involved, and how to reach them
- What was seen, and any apparent injury or effect
- Whether first aid was given, and whether further help followed
- Witnesses, if there were any
- A signature from whoever completed the form, and from the injured person or a parent or guardian if they are able
Stick to what happened, rather than who was at fault. For a near miss, leave the injury line blank.
First aid and further help
Note whether first aid was given, who gave it, and whether an ambulance or a trip to hospital or the GP followed. You are only recording what was done — this page does not tell you how to treat anyone.
How it sits with the other sheets
The end of hire checklist only asks whether the accident form was used. If damage costs money, use the deposit form. Cleaning and locking up stay on their own lists.
Copies and records
Print two copies if the injured person would like one. Keep the hall’s copy with the committee papers, rather than leaving it open on a shared laptop.
HallHand does not keep a copy for you. Hall details can stay in this browser on this device. Names, injuries and witnesses do not. Print a copy or save a PDF if you want a record — committee laptops often get shared between a few people.
What this is not
This is a simple note of what happened, for the hall’s file. It is not medical, legal or insurance advice, and filling it in does not mean any official report has been made. It does not replace an accident book, a RIDDOR report, or your own hall policy. If you are not sure what to do next, check current official guidance or speak to your insurer or adviser.
It is not a RIDDOR report, an HSE accident book or an insurance form, and using the template does not mean a duty has been met. If you need the official rules, start with current HSE accident-reporting guidance and your own insurer or adviser. ACRE and county associations also publish wider advice on running a village hall.
Frequently asked questions
Can I save the form as a PDF?
Yes. Use Print / Save as PDF, then choose “Save as PDF” in your browser’s print dialog. You can also print a paper copy for the hall’s file or for the person involved.
Does HallHand store the accident details?
No — nothing is sent to our servers. Hall name, address, charity number and who usually fills the form in can stay in your browser on this device, so you do not have to type them every time. Names, witnesses and what happened are not saved. Print a copy or save a PDF if you need a record.
Can I print it blank and fill it in later?
Yes. Leave fields empty and they print as dotted lines. Many halls keep a blank copy in the first-aid box or kitchen folder.
Can I use it for a near miss?
Yes. Choose Near miss and leave the injury line blank. Write what nearly happened and what you did, so the committee has a note.
Can church halls and parish halls use this?
Yes. The layout works for village halls, community centres, parish halls, church halls and other community spaces. Change the hall name and address to match your building.
Is this the official accident book?
No — this is just a practical hall form. Some workplaces use a specified accident book. This page does not replace that, and it does not tell you whether you need one.
Should we tell the insurer or report it?
That is for your committee, your insurer and current official guidance. This form only writes down what happened. The Health and Safety Executive publishes accident-reporting guidance if you need it. This page does not list when a report is required.
Is this legal or medical advice?
No. It is a simple note for the hall’s file. It is not medical, legal, health-and-safety or insurance advice, and using it does not mean the hall has complied with the law.