Workplace Incident Report Template

Updated May 06, 2022

A workplace incident report documents an incident that occurs in a workplace, such as a workplace accident or injury. The form contains such information as the time and location of the incident, as well as the person(s) involved and the treatment administered following the incident. The report can be crucial in a legal proceeding or an insurance claim.

Federal law requires some workplace incidents to be not only recorded but also reported to the Occupational Safety and Health Administration of the U.S. Department of Labor (OSHA), which sets and enforces standards for workplace safety. These standards deal with matters ranging from hazardous chemical handling to training for dangerous jobs. One of OSHA’s requirements is that employers keep accurate records of work-related injuries, illnesses, and incidents (OSHA recordkeeping requirements). These records can assist OSHA in preventing further occupational injuries and illnesses. Failing to follow regulations can result in steep fines.

How to Report a Workplace Incident

Download our incident report form and quickly record the details of the incident. This form is important for dealing with OSHA and in any legal or insurance-related proceedings that may arise. Here’s how to report an incident that occurred in the workplace:

  • Check OSHA’s guidelines to know whether the incident needs to be only recorded or both recorded and reported. If it’s a serious injury or fatality, the incident should be reported immediately, which an employer can do by calling the OSHA 24-hour hotline at 1-800-321-6742 (OSHA) or using the Serious Event Reporting Online Form.
  • Be prepared to supply the business name, the names of employees affected, the location and time of the incident, a brief description of the incident, and a contact person and phone number.
  • If the incident ended in hospitalization, amputation, or eye loss then the incident should be reported within 24 hours. If it involved a fatality, it has to be reported within eight (8) hours.
  • If the incident was work-related and required medical attention beyond basic first aid, then it should also be reported to OSHA. If it was an injury that’s easily treatable, then OSHA probably doesn’t need to know about it.

To report the incident to OSHA, use Form 301. This should be filled out and submitted online within seven (7) calendar days and a copy should be retained at the workplace for five (5) years. Forms 300 and 300A, by contrast, provide an annual log of any incidents that occurred throughout the year. Companies with more than 20 employees are required to file these forms at the end of each year. Each year, from February to April, employers must post a summary of workplace incidents from the year prior.

While not all workplace incidents need to be reported, they should all be recorded, regardless of the company’s size.