Accident Reporting Policy Template

1. Policy Statement

We are committed to providing a safe and healthy workplace for all employees, contractors, and visitors. To uphold this commitment, we require that all workplace accidents, injuries, illnesses, near misses, and unsafe conditions be reported immediately.

This policy outlines the steps for reporting, investigating, and responding to incidents, and applies to all personnel regardless of job title, department, or work location.

2. Scope

This policy applies to:

• All employees, full-time and part-time
• Contractors, interns, and temporary workers
• Onsite visitors and vendors (for reporting by the host employee)

It covers all company-operated locations, remote job sites, and any location where employees are conducting company business.

3. What Should Be Reported

The following incidents must be reported:

• Workplace injuries or illnesses, regardless of severity
• Accidents involving equipment, vehicles, or property damage
• Near misses (events that could have caused harm but didn’t)
• Exposure to hazardous materials
• Unsafe conditions or practices

Examples include:

• Slips, trips, or falls
• Burns or cuts
• Strains or sprains from lifting
• Chemical spills or leaks
• Electrical shocks or fires
• Machinery malfunctions or malfunctions causing injury

4. Reporting Requirements

All accidents and incidents must be reported immediately, or no later than [24 hours] after the event occurs.

To report an incident:

1. Seek medical attention if needed. Contact emergency services for serious injuries.
2. Notify your immediate supervisor or HR.
3. Complete an Incident Report Form (paper or digital) with the following information:
   • Date, time, and location of the incident
   • Names of individuals involved or injured
   • Description of the incident and any witnesses
   • Description of any injuries or damage

If the incident occurs offsite or after hours, call [designated safety contact or HR phone number] or email [incident reporting inbox].

Failure to report an incident in a timely manner may result in disciplinary action.

5. Medical Attention and Workers’ Compensation

If an employee is injured:

• First aid should be administered on-site, if appropriate.
• For serious or urgent injuries, employees should be transported to the nearest medical facility.
• HR will coordinate the filing of any workers’ compensation claims as required by law.
• A medical clearance may be required before the employee returns to work.

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6. Investigation Process

All reported incidents will be reviewed and, if necessary, investigated by HR or the Safety Officer in partnership with the employee’s manager. The investigation may include:

• Interviews with the involved employee(s) and witnesses
• Review of equipment, environment, or safety systems
• Root cause analysis
• Documentation of findings and corrective actions

Investigation results will be used to improve processes, update training, or take disciplinary action if necessary.

7. Corrective Action and Prevention

Following an incident:

• Immediate hazards will be mitigated or removed
• Equipment will be repaired or taken out of use if needed
• Employees may receive refresher training
• Procedures or policies may be revised to prevent recurrence

Corrective actions will be tracked and monitored for completion.

8. Confidentiality and Non-Retaliation

All reports will be treated with discretion and confidentiality. Information will be shared only with those responsible for reviewing, investigating, or correcting the issue.

Retaliation against anyone who reports an accident, near miss, or safety concern in good faith is strictly prohibited. Employees are encouraged to speak up without fear of penalty.

9. Roles and Responsibilities

Employees must:

• Report accidents and unsafe conditions immediately
• Cooperate with investigations
• Follow all safety procedures and training

Managers must:

• Respond to reports promptly
• Ensure the incident form is completed and submitted
• Support corrective actions and training

HR and/or the Safety Officer must:

• Review all reports and documentation
• Coordinate medical response and workers’ comp claims
• Conduct or support investigations
• Track safety trends and report findings to leadership

10. Policy Compliance and Review

This policy will be reviewed annually by the HR and Safety teams and updated as needed. Employees who fail to report incidents or knowingly submit false reports may be subject to disciplinary action, up to and including termination.

For questions or to report an accident, contact:

[Insert Safety/HR contact name]
[Insert email address]
[Insert phone number or hotline]