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Accident & Incident Reporting Policy Template

This template provides a basic structure for your “Accident/Incident Reporting” policy so your employees know what to do in the event of a workplace accident.

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Accident & Incident Reporting Policy Template

This template provides a basic structure for your “Accident/Incident Reporting” policy so your employees know what to do in the event of a workplace accident.


*Disclaimer from Trainual

Please note that this template is not a legal document. And its information is for general knowledge and educational purposes only — not to provide advice on how to structure your organization's processes and/or policies. Meaning, this template should never be taken in place of legal advice. 

To use, you will need to customize this template to meet all your company's requirements. So, please update it with any and all relevant information before rolling it out (like deleting this step)!

Why We Have an Accident and Incident Reporting Policy

We enforce and expect you to follow all health and safety guidelines (also outlined in this handbook). But should something happen — we want it to be clear as day how we expect you to handle these situations. 

An accident can happen to anyone, and we have to make sure nothing illegal or unethical caused the incident. We will investigate all accidents right away and work toward a solution, so the same thing doesn’t happen again.

Our Accident & Incident Reporting Policy

Our Expectations

Our number one priority is the health and safety of our employees — but accidents can happen! We expect you to report all accidents and injuries that happen while on the job. This is especially true if an incident has caused major bodily harm, happened because of carelessness, and/or safety procedures were not followed.  

You MUST report an accident as soon as possible after it happens. This is so we can accurately collect information about the incident. The longer you wait, the harder it will be to figure out what happened and could lead to disciplinary action. We need to know so we can also adjust our safety guidelines to avoid similar situations in the future.

What Counts as a Workplace Accident?

All accidents/incidents should be reported right away!

If it happens while at work, it needs to be brought to a supervisor’s attention ASAP.

Something like tripping in the break room (where the damage is a bruise and a scrape) doesn’t necessarily need to be reported, but you can if you want. However, something big like broken bones or an accident involving a company car MUST be reported ASAP.

We want to do right by you and get to the bottom of any situation that places our employees in danger.

We expect the following accidents to be reported immediately:

  • Head injuries (such as skull and damage to the face).
  • Loss or damage to the senses (ex. loss of sight/hearing).
  • Dislocation or severe damage to limbs (ex. you can no longer use your arms due to paralysis or amputation).
  • Damage to the skin (ex. significant burns/bruises/cuts).
  • Trauma to the back, spine, and ribs.
  • Damage to the nervous system due to electrocution or hypothermia.
  • Loss of consciousness.
  • Poisoning.
  • Any injury where you need to be hospitalized or special care.
  • Death.

You must also report major incidents — even if there aren’t any injuries. This will help us prevent these kinds of accidents in the future.

Please report things like:

  • Explosions.
  • Slick/slippery surfaces.
  • Gas or water leaks.
  • Exposed wires or circuits.
  • Collapsed ceilings/walls/floors.
  • Broken window glass or frames.

What To Do When an Accident Happens

When you witness or are directly involved in an accident, let your supervisor or HR know right away! You can do this in person or over the phone as soon as you are safe to do so.

You MUST tell your superior or HR immediately if you feel an accident happened because of carelessness or an unsafe environment. This is so we can do everything to make sure it doesn’t happen again. Depending on the severity of the incident, we may have to fill out official forms for the proper channels. All injuries should be reported and documented, as well.

MANAGERS & SUPERVISORS ONLY: You are responsible for beginning an investigation. Involve all the proper authorities if legal action is required. Once you report an incident, you must be willing (and are required) to go to any follow-up meetings so you can provide details to those who need them. 

One of our rules is that you must share all information you know about:

  • The place of the accident/incident.
  • The time of the accident (including dates/time of day). 
  • The people who were injured or involved in the accident.
  • An individual’s participation (willing or accidental) in the incident.
  • The actions were taken by those involved right after the accident happened. 

Note: You must report all the important information regarding any accident/incident. We want everyone to be safe while at work.

Disciplinary Consequences


If you don’t report an accident quickly, you may face disciplinary consequences. We take this very seriously because we care about YOU! Staying safe at work is one of our top priorities. But, we need your help to make sure that gets done. Report accidents right away! It’s everyone’s job to keep each other safe and to have each other’s backs!


Have Questions?

In conclusion, our Accident and Incident Reporting Policy is a critical element in maintaining a safe and healthy work environment for all employees. Adhering to this policy ensures that every accident or incident is promptly reported, evaluated, and addressed, thereby reducing the risk of future occurrences and enhancing our overall safety standards. It reflects our commitment to the well-being of our team and our dedication to creating a workplace where safety is paramount.

This policy is not just a procedure; it's a proactive approach to safeguarding our entire team. By encouraging open and timely reporting of accidents and incidents, we can collaboratively work towards preventing them and fostering a culture of safety and awareness.

For any questions, clarifications, or assistance regarding this policy, employees are encouraged to reach out to our Health and Safety Officer or the Human Resources department.

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