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It is important that we know when incidents and injuries occur during Pony Club activities or involve our members. The type of record and report made depends upon the nature of the incident and the injuries sustained. It should be noted that injuries to members, coaches and volunteers are included in these requirements. If in doubt, report it.

Record Keeping

Accident reporting documents must be retained for three years after the date of the incident. Where an injured person is under 18 years, all accident forms should be kept for three years after their eighteenth birthday.

Accident Reporting and Serious Incidents Procedure
PC Accident Reporting & Serious Incident Procedure
PDF - 188 kB
PC Accident Reporting & Serious Incident Flowchart
PDF - 189 kB
Risk Reduce - Accident Reporting Guide
PDF - 332 kB

Accident Report Links

Branches: Click here for accident form link

Please complete this form if you are a branch official reporting an accident that has occurred at a Pony Club activity


Members: Click here for members accident form link

Please complete this form if you are a member or the parent/guardian of a member and you would like to report an incident that has occurred outside of a Pony Club activity and which may result in a claim against you. 

Incident Log Forms

It may be useful to keep an Incident Report Log as a simple record of incidents during the course of an activity. Templates for Incident Report Logs for one day events and rallies can be downloaded below.


If an official, coach or volunteer is injured, the Branch/Centre must inform The Pony Club Health & Safety Team to determine if the incident is reportable under RIDDOR.

Who do I send reports to?

All accident forms should be submitted and verified through Risk Reduce via your Branch.

All relevant documentation and correspondence can be added to the record via the Risk Reduce Portal.

A clear scan or photo would be sufficient.


Reporting Forms
Incident Log - Rallies
DOCX - 26 kB
Incident Log - One Day Events
DOCX - 26 kB