How to Report a Serious Incident in a UK Charity

Running a charity comes with legal and ethical responsibilities — and one of the most important is knowing when and how to report a serious incident to the Charity Commission for England and Wales.

Handled well, serious incident reporting protects beneficiaries, safeguards your charity’s reputation, and demonstrates strong governance. Handled poorly (or ignored), it can lead to regulatory action, loss of public trust, and real harm.

This guide explains what counts as a serious incident, who should report it, and how to do it correctly.

What Is a Serious Incident?

A serious incident is an adverse event — whether actual or alleged — that results in, or risks, significant harm to:

• Your charity’s beneficiaries
• Your staff or volunteers
• Your assets or services
• Your reputation or governance

The key test is risk and impact, not whether the issue has already been resolved.

Common examples include:

• Abuse or mistreatment of beneficiaries
• Fraud, theft, or significant financial loss
• Serious safeguarding failures
• Terrorism or extremism concerns
• Major data breaches (especially involving personal data)
• Serious governance failures or trustee misconduct
• Repeated or deliberate regulatory breaches
• Incidents likely to attract serious media attention

If in doubt, the Charity Commission’s advice is simple: report it.

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Who Is Responsible for Reporting?

The legal responsibility sits with the charity’s trustees.

In practice, a senior member of staff (such as the CEO or charity secretary) often submits the report — but trustees remain accountable for ensuring it is done promptly, accurately, and transparently.

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When Should You Report?

You should report a serious incident as soon as reasonably possible after becoming aware of it.

You do not need to:

• Complete an internal investigation first
• Know all the facts
• Have solved the problem

The Commission expects early notification, followed by updates if needed.

How to Report a Serious Incident

Step 1: Gather the Key Information

Before reporting, prepare:

• A clear description of what happened
• When and where it occurred
• Who was affected (without unnecessary personal data)
• The actual or potential impact
• Immediate actions taken to manage the situation
• Planned next steps or investigations

Keep the focus factual and proportionate.

Step 2: Submit the Report Online

Serious incidents are reported via the Charity Commission’s online form:

• Use the Serious Incident Report form on GOV.UK
• One report per incident (with updates if required)
• Reports should be concise but thorough

You’ll need:

• Your charity’s registered number
• Contact details for a trustee or senior manager
• Confirmation that trustees are aware of the report

Step 3: Keep Records and Update as Needed

After submitting:

• Record the incident and actions in trustee meeting minutes
• Monitor the situation and follow through on agreed actions
• Submit follow-up reports if circumstances change or new risks emerge

The Commission may contact you for clarification — this is normal and not a sign of wrongdoing.

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What Happens After You Report?

Reporting a serious incident does not automatically trigger an investigation.

In most cases, the Charity Commission:

• Acknowledges the report
• Assesses the risk level
• May offer regulatory advice or guidance
• Expects trustees to manage and resolve the issue

Prompt, honest reporting is viewed as evidence of good governance, not failure.

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Common Mistakes to Avoid

• Waiting too long to report
• Assuming someone else has already done it
• Downplaying reputational or safeguarding risks
• Failing to involve trustees
• Treating the report as a one-off task instead of part of ongoing risk management

Final Thoughts

Serious incident reporting isn’t about blame — it’s about protecting people, charities, and public trust.

Trustees who report early, act decisively, and learn from incidents are doing exactly what the law — and good governance — expects of them.

If you’re unsure whether something qualifies, the safest course is always to err on the side of transparency.

Contact Mike Farrell to discuss how we can assist your charity on 07710141058 or email mike@businesslegal.ltd.uk

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