Guide to Incident Reporting

Report an incident

The steps for reporting an incident

  1. Details should be captured in writing at the time of the incident when they are still fresh in the minds of those present. Incidents are most likely to be injuries to an individual or damage to property. It would be ideal if the incident report is compiled by a team captain, umpire, coach or event organiser, by speaking to the people involved and any witnesses.

    Please use our standard incident report form as a guide to what information is required. We suggest clubs have some copies of the incident report form at games or training sessions so that all the information can be quickly captured.

    Download the printable incident report form

  2. In the case of an incident that might lead to a claim on the civil liability insurance (i.e. where someone might claim negligence on the part of your club) it is crucial you do not admit liability or agree to pay for any damage caused as this could result in the insurers not meeting the claim. The club should not issue compensation payment on the assumption that it will be reimbursed when the insurance claim is processed. Liability will be assessed by the insurers should a claim subsequently arise.

  3. The incident report should be submitted to BaseballSoftballUK as soon as possible. To do this, please complete our online form (through the button above) using the information you compiled at the time. Copies of the report will also be emailed to the relevant federation, the league welfare officer (in the case of softball leagues) and yourself.

  4. If a subsequent insurance claim arises, the insurers will refer to the submitted incident report for information. They might also need to follow up with those involved to help in assessing the claim. Communication between the insurers, claimants and other relevant parties is usually handled through BSUK.


Important guidelines from the insurance brokers

Please read these additional guidelines from our insurance brokers, Perkins Slade:

Claims Notification Requirements

The contract of insurance does have certain conditions imposed, meaning that we ask clubs and individuals meet these requirements:

  1. You are required to give BSUK immediate written notice with full particulars of any claims or circumstances which may give rise to a claim.

  2. Every letter, claim, writ, summons and process in connection with such circumstances must be forwarded to BSUK immediately on receipt.

  3. Written notice must be given to BSUK immediately you have knowledge of any prosecution, inquest or inquiry in connection with any circumstances, which may give rise to liability under the policy.


We ask that you notify us immediately of any incident that involves:

  • A fatal accident
  • An injury involving either referral to or actual hospital treatment
  • Any allegations of libel/slander
  • Any allegations of Professional Negligence i.e. arising out of tuition, coaching or advice given
  • Any investigation under any child protection legislation
  • Any circumstance involving damage to third party property

An injury is defined as:

  • Any head injury that requires medical treatment [Doctor or Hospital]
  • Any fracture other than to fingers, thumbs or toes
  • Any amputation, dislocation of the shoulder, hip, knee or spine
  • Loss of sight [whether temporary or permanent]
  • Any injury resulting from electrical shock or burn, leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours
  • Any other injury leading to hypothermia, heat induced illness or to unconsciousness which requires resuscitation or admittance to hospital for more than 24 hours
  • Loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent.

Please note the above list is not exhaustive and if you are unsure as to whether an incident should be reported, then please do not hesitate to contact BSUK for further advice.

We would remind you that in NO circumstances should you admit liability or agree to pay for any damage caused as this may prejudice the position of insurers and could result in the withdrawal of any indemnity. Please note that on the civil liability policy the insurers decide if negligence attaches to you. Therefore any payments you make to third parties will not necessarily be reimbursed.  

If you have any questions, please contact .(JavaScript must be enabled to view this email address).

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