Incident Report
A factual record of a workplace incident: when and where it happened, who was involved, what they were doing, how it happened, the injury or damage and the treatment given, what was done right away, the causes found, and the corrective actions with owners and due dates.
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Sample notes, 140 words
Company: Northgate Fabrication Site: 1840 Industrial Pkwy, shipping dock 2 Date: 10/08/2026, about 2:15pm Injured: Luis Romero, material handler, warehouse crew Supervisor: Tom Reilly ...
We sorted 5 items into 4 sections and flagged 1 to fix first.
Still to add
- NeededType of incident
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- RecommendedNotes for damage to property, equipment or the environment
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What goes in it
Every incident report from ReportDraft follows the same professional structure, so clients and reviewers find things where they expect them.
- What happenedWhat the person was doing just before the incident, with the tools, equipment or material used, then how the incident happened, in the order it happened.
- Injury or illness and treatmentThe part of the body affected and how, the object or substance that directly caused harm, and the first aid or medical treatment given and where.
- Damage to property, equipment or the environmentWhat was damaged, spilled or released, and how much, as the notes give it.
- Immediate actions takenWhat was done right away: first aid, emergency calls, the area made safe, equipment stopped or tagged out, and who was notified.
- CausesThe immediate cause and any underlying causes the notes identify: equipment, procedures, training, work conditions, supervision. Only what the notes support.
- Witness statementsName, Role, What they saw or said
- Corrective actionsAction, Responsible, Due, Status
How it works
1. Add your notes. Type or paste what you saw. Rate items with one tap if you like.
2. Get a draft. Findings, recommendations and a summary are written for you, in your report's structure.
3. Check, sign, send. A completeness list shows anything missing. Sign to lock the PDF and download Word too.
Why it pays for itself
What United States federal rules require
- For each recordable work-related injury or illness, the employer completes an OSHA 301 Injury and Illness Incident Report, or an equivalent form, within seven calendar days of receiving information that the injury or illness occurred29 CFR 1904.29 (b) (2), (3)
- An equivalent form has the same information as the OSHA form, is as readable and understandable, and is completed using the same instructions; records may be kept on a computer if it can produce equivalent forms when they are needed29 CFR 1904.29 (b) (4), (5)
- OSHA Form 301 asks for: the date, the name, title and phone of the person completing it; the employee's full name, address, date of birth, date hired and sex; the physician or other health care professional; where treatment was given away from the worksite; whether the employee was treated in an emergency room or hospitalized overnight as an in-patient; the case number from the Log; the date of the injury or illness, the time the employee began work and the time of the event; what the employee was doing just before the incident, what happened, the injury or illness and the part of the body affected, and the object or substance that directly harmed the employee; and the date of death if the employee diedOSHA Form 301, Injury and Illness Incident Report (recordkeeping forms package)
- On Form 301, the answers about what the employee was doing, what happened, the injury or illness, and the object or substance should not include personally identifiable information about the workers involved, such as names, phone numbers or Social Security numbersOSHA Form 301, note to fields 14 to 17
- A work-related injury or illness is recordable if it results in death, days away from work, restricted work or transfer to another job, medical treatment beyond first aid, or loss of consciousness, or is a significant injury or illness diagnosed by a physician or other licensed health care professional29 CFR 1904.7 (a)
- The employer reports a work-related fatality to OSHA within 8 hours, and an in-patient hospitalization, amputation or loss of an eye within 24 hours, by telephone or in person to the nearest OSHA Area Office, by calling 1-800-321-OSHA (1-800-321-6742), or through the reporting application on osha.gov29 CFR 1904.39 (a)
- The report to OSHA gives the establishment name, the location and time of the incident, the type of event, the number and names of the employees affected, a contact person and phone number, and a brief description of the incident29 CFR 1904.39 (b) (2)
- The employer keeps the OSHA 300 Log, the privacy case list, the annual summary and the OSHA 301 Incident Reports for five years following the end of the calendar year they cover29 CFR 1904.33 (a)
- Privacy concern cases (an injury or illness to an intimate body part or the reproductive system, one resulting from a sexual assault, mental illnesses, HIV infection, hepatitis or tuberculosis, contaminated needlesticks and sharps injuries, and other illnesses when the employee asks) are entered on the Log as 'privacy case', and the forms may describe the injury in general terms29 CFR 1904.29 (b) (6) to (9)
- An employee, former employee or personal representative who asks for the OSHA 301 describing that employee's injury or illness gets a copy by the end of the next business day; an authorized employee representative gets the 'Tell us about the case' section within 7 calendar days29 CFR 1904.35 (b) (2) (v)
- A company with 10 or fewer employees at all times during the last calendar year, or an establishment in a partially exempt industry, does not keep OSHA injury and illness records unless told to in writing, but every employer still reports fatalities, in-patient hospitalizations, amputations and losses of an eye29 CFR 1904.1 (a) ยท 29 CFR 1904.2 (a)
- States with OSHA-approved State Plans have recording and reporting requirements substantially identical to these; they decide what is recordable the same way, but may be more stringent or add to the federal rules on reporting, record retention and other provisions29 CFR 1904.37
- The employer tells each employee how to report a work-related injury or illness and has a reasonable procedure for prompt, accurate reporting that does not deter or discourage reporting29 CFR 1904.35 (a) (1), (b) (1) (i)
- Recording or reporting a work-related injury, illness or fatality does not mean that the employer or employee was at fault, that an OSHA rule was violated, or that the employee is eligible for workers' compensation or other benefits29 CFR 1904.0, note
In the United States, OSHA's recordkeeping rule (29 CFR part 1904) sets what an injury and illness incident report must contain, how fast it is completed, how long it is kept, and which incidents are reported to OSHA within hours. Here is each rule with a link to the official text.
The OSHA 301 and its equivalents
For each recordable work-related injury or illness, the employer completes an OSHA 301 Injury and Illness Incident Report, or an equivalent form, within seven calendar days of learning about it. A case is recordable if it leads to death, days away from work, restricted work or a job transfer, medical treatment beyond first aid, loss of consciousness, or a significant diagnosed injury or illness.
An equivalent form carries the same information, is as readable, and follows the same instructions. The 301 asks about the person completing it, the employee, the health care professional and where treatment was given, emergency room and overnight hospital stays, the times involved, what the employee was doing, what happened, the injury and body part, and the object or substance that caused it. The four case questions should not contain names, phone numbers or other personal identifiers. Records may be kept on a computer that can produce the forms when needed.
Severe injuries: report within hours
A work-related death is reported to OSHA within 8 hours, and an in-patient hospitalization, amputation or loss of an eye within 24 hours, by phone or in person to the nearest Area Office, at 1-800-321-OSHA, or online. The report gives the establishment, the location and time, the type of event, the employees affected, a contact person and a short description. This applies even to employers exempt from keeping records.
Privacy, access and keeping records
Some cases are privacy concern cases, such as injuries to intimate body parts, sexual assaults, mental illnesses and contaminated needlesticks; the Log shows 'privacy case' instead of the name, and the forms may describe the injury in general terms. An employee who asks for their own 301 gets a copy by the end of the next business day. The employer keeps 301s, the Log and the annual summary for five years after the end of the year they cover.
Recording an incident does not mean anyone was at fault or that a rule was broken. Employees need a clear, reasonable way to report injuries that does not discourage them from doing so.
State Plan states
Some states run their own OSHA-approved State Plans. Their recording rules match the federal ones on what is recordable, but they can be stricter on reporting, record retention and other points, so check your state's program too.
From notes to an incident report
Write down what you saw and heard as soon as you can. ReportDraft lays out what the employee was doing, what happened, the injury and the object involved without naming anyone in those parts, adds the 301 items for the employee and treatment, lists causes only where your notes support them, and turns each fix into a corrective action with an owner and a date when you give them.
Common mistakes
- Missing the seven-day window to complete the 301 for a recordable case.
- Waiting until the next day to report an in-patient hospitalization or amputation to OSHA.
- Putting names or phone numbers in the description of what happened.
- Writing a cause the facts do not support, or blaming the injured worker.
- Throwing out 301s before five years after the end of the year they cover.
Sources
- 29 CFR 1904.29 (b) (2), (3), checked October 12, 2026
- 29 CFR 1904.29 (b) (4), (5), checked October 12, 2026
- OSHA Form 301, Injury and Illness Incident Report (recordkeeping forms package), checked October 12, 2026
- OSHA Form 301, note to fields 14 to 17, checked October 12, 2026
- 29 CFR 1904.7 (a), checked October 12, 2026
- 29 CFR 1904.39 (a), checked October 12, 2026
- 29 CFR 1904.39 (b) (2), checked October 12, 2026
- 29 CFR 1904.33 (a), checked October 12, 2026
- 29 CFR 1904.29 (b) (6) to (9), checked October 12, 2026
- 29 CFR 1904.35 (b) (2) (v), checked October 12, 2026
- 29 CFR 1904.1 (a), checked October 12, 2026
- 29 CFR 1904.2 (a), checked October 12, 2026
- 29 CFR 1904.37, checked October 12, 2026
- 29 CFR 1904.35 (a) (1), (b) (1) (i), checked October 12, 2026
- 29 CFR 1904.0, note, checked October 12, 2026
Last reviewed October 12, 2026. Next review due January 12, 2027. This page explains published rules to help you write your report. It is not legal advice; the official text linked above governs. State rules can add to these.
Incident report rules by state
The key rule in each state, linked to the official text. Each guide lists every rule with its sources, and each template is set up for that state. Last reviewed October 15, 2026.
| State | Key rule | Official source |
|---|---|---|
| AlabamaTemplate | A death, permanent disability or more than three days: the WCC 2 within 15 days | Code of Ala. 25-5-4 |
| AlaskaTemplate | A report to AKOSH within 8 hours of a death, hospitalization, amputation or loss of an eye | AS 18.60.058 (a) |
| ArizonaTemplate | The carrier and the Commission told within 10 days | A.R.S. 23-908 (G) |
| ArkansasTemplate | A death, more than seven days lost or permanent disability: reported within 10 days through your carrier | AWCC Rule 099.08 (Ark. Code Ann. 11-9-529 (a)) |
| CaliforniaTemplate | A report to Cal/OSHA within 8 hours of a serious injury, illness or death | Cal. Code Regs., tit. 8, s. 342 (a) |
| ColoradoTemplate | Any work injury: to your insurer within 10 days | 7 CCR 1101-3, Rule 5-2 (A) (eff. 2026-07-15) |
| DelawareTemplate | Any injury: the written report to the Department within 10 days | 19 Del. C. 2313 (a) |
| District of ColumbiaTemplate | Any injury or death: the Report of Injury within 10 days | D.C. Code 32-1532 (a), (d) |
| FloridaTemplate | The DWC-1 to the claim administrator within 7 days, for anything beyond first aid | Fla. Admin. Code 69L-56.401 (2) (a), (b) |
| GeorgiaTemplate | Form WC-1 Section A to your insurer at once | Board Rule 61 (b) (1) (2026 Rules) |
| HawaiiTemplate | A call to HIOSH within 8 hours of a death, or 24 hours of a hospitalization, amputation, eye loss or property damage over 25,000 dollars | Haw. Admin. R. 12-52.1-1 (a), (e), (f) (effective 2018-10-27) |
| IdahoTemplate | A doctor visit or a day off: the first report to the Industrial Commission within 10 days | Idaho Code 72-602 (1) |
| IllinoisTemplate | More than 3 lost workdays: report to the Commission (a death within 2 working days) | 820 ILCS 305/6 (b) |
| IndianaTemplate | A death or care beyond first aid: the report to the carrier within 7 days | IC 22-3-4-13 (a) |
| IowaTemplate | A record of every work injury causing more than one day of incapacity | Iowa Code 10A.313 (formerly 86.11), Iowa Code 2026 |
| KansasTemplate | Disabled past the rest of the shift: report to the Director within 28 days | K.S.A. 44-557 (a) |
| KentuckyTemplate | The injury reported to the workers' compensation carrier within 3 working days | KRS 342.038 (1), (3) |
| LouisianaTemplate | A death or more than a week of lost time: the report to the insurer within 10 days | La. R.S. 23:1306 (A) |
| MaineTemplate | A first report for any injury that needed a health care provider, within 7 days, copy to the employee | 39-A M.R.S. s. 303 (as amended by PL 2023, c. 205) |
| MarylandTemplate | A report to MOSH within 8 hours of a death, or 24 hours of a hospitalization, amputation or loss of an eye | COMAR 09.12.21.02 A, B (29 CFR 1904.39 as adopted) |
| MassachusettsTemplate | Form 101 to the DIA, the employee and the insurer once disability reaches 5 days | M.G.L. c. 152, s. 6 |
| MichiganTemplate | A death phoned to MIOSHA within 8 hours; hospitalization, amputation or eye loss within 24 hours | Mich. Admin. Code R 408.22139 (1) to (4) |
| MinnesotaTemplate | A death or serious injury reported to DLI and the insurer within 48 hours | Minn. Stat. 176.231, subd. 1 (a), (d), subd. 2 (a) (2025) |
| MissouriTemplate | All injuries to the insurer within 5 days | RSMo 287.380.1 |
| MontanaTemplate | The first report to the insurer within 6 days of notice | ARM 24.29.801 (amended eff. 2025-07-01) |
| NebraskaTemplate | A reportable injury: the report to the Compensation Court within 10 days | Neb. Rev. Stat. 48-144.01 (1) (a) (as amended by LB455, eff. 2026-07-18) |
| New HampshireTemplate | The injury recorded in sufficient detail and kept 5 years | Lab 504.02 (a) |
| New MexicoTemplate | More than seven days of lost time: the report within 10 days, with a copy to the worker | NMSA 1978, 52-1-58 (A) |
| New YorkTemplate | Every work injury recorded on the Board's form, kept 18 years | N.Y. Workers' Compensation Law 110 (1) |
| North DakotaTemplate | The employee's notice to a supervisor within 7 days | NDCC 65-05-01.2 |
| OklahomaTemplate | Lost time beyond the shift or care away from the site: the First Notice within 10 days | OAC 810:10-1-4 (a) |
| OregonTemplate | An Oregon OSHA report within 8 hours of a death or catastrophe | OAR 437-001-0704 (3) |
| PennsylvaniaTemplate | A death: the first report within 48 hours | 34 Pa. Code 121.5 (a) (1) |
| Rhode IslandTemplate | A death, medical treatment, or 3+ days without full wages: report to the Director | R.I. Gen. Laws 28-32-1 (a) |
| South CarolinaTemplate | A report to SC OSHA within 8 hours of a death, or 24 hours of a hospitalization, amputation or loss of an eye | S.C. Code Regs. 71-339 (a), (b) (1), (3) |
| South DakotaTemplate | A signed record of every injury within 7 days, copy to the employee, kept 4 years | SDCL 62-6-1 |
| TennesseeTemplate | Every known or reported injury: to your adjusting entity within 1 business day | Tenn. Comp. R. & Regs. 0800-02-01-.05 (2), (3) |
| TexasTemplate | The first report to the carrier by the 8th day after more than one day's absence | Texas Labor Code 409.005 (a), (b) |
| UtahTemplate | A fatality or disabling, serious or significant injury reported to UOSH within 8 hours | Utah Admin. Code R614-1-5 (B) (1); R614-1-3 (definition) |
| VermontTemplate | The injury reported to the Commissioner within 72 hours (Sundays and holidays excluded) | 21 V.S.A. 701 (a) |
| VirginiaTemplate | The injury recorded and reported to the Commission within 10 days (by the employer or insurer) | Va. Code 65.2-900 (A) |
| WashingtonTemplate | A report to DOSH within 8 hours of a death or any inpatient hospitalization | WAC 296-27-031 (1) to (6) |
| West VirginiaTemplate | Every injury: the report to the carrier within 5 days of the employee's notice | W. Va. Code 23-4-1b |
| WisconsinTemplate | A work death: the Department and the carrier within one day | Wis. Admin. Code DWD 80.02 (1) |
| WyomingTemplate | The employee's report within 72 hours, and the injury report within 10 days | W.S. 27-14-502 (a) |
Template preview
Questions
What goes in an incident report?
A factual record of a workplace incident: when and where it happened, who was involved, what they were doing, how it happened, the injury or damage and the treatment given, what was done right away, the causes found, and the corrective actions with owners and due dates. ReportDraft lays it out in 7 sections: what happened, injury or illness and treatment, damage to property, equipment or the environment, immediate actions taken, causes, witness statements, corrective actions.
Do my state's rules change the report?
Pick your state when you start. Where we have checked a local requirement against official sources, it is added to your completeness list with a link to the source.
Can I edit the draft?
Yes. Every finding, rating and sentence is editable before you sign. Your own entries always win over anything drafted from your notes.
What do I get at the end?
A signed, locked PDF for your client and an editable Word file, both with your company details. Signed reports keep a fingerprint so later changes are visible.
Which plan covers it?
ReportDraft Safety covers an incident report along with workplace safety inspections, fire extinguisher inspections, forklift inspections, vehicle inspections (dvir). Incident Reports is also sold on its own.
How long do I have to complete an OSHA 301?
Seven calendar days from receiving information that a recordable work-related injury or illness occurred.
When must an injury be reported to OSHA right away?
A work-related death within 8 hours; an in-patient hospitalization, amputation or loss of an eye within 24 hours.
Can I use my own incident report form instead of the OSHA 301?
Yes, if it is an equivalent form: the same information, as readable and understandable, completed using the same instructions.
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