To create an incident report form for workplace safety and regulatory compliance, include these key sections:

• Employee Information: Full name, address, date of birth, date of hire, and gender.
• Physician or Health Care Professional Information: Name, location where treatment was administered, and whether an emergency room was visited or the employee was hospitalized.
• Case Information:
• Case number corresponding to the Log of Injuries/Illnesses.
• Date and time of injury or illness.
• Time the employee began work and time of event, if known.
• What the employee was doing just before the incident.
• What happened.
• What was the injury or illness.
• What object or substance directly harmed the employee.
• If the employee died, date of death.
• Completion Information: Name, title, telephone number, and completion date of the individual completing the form.

The form should also include a section to describe the circumstances of the incident, including a brief description of property damage and estimated repair costs, if applicable. [1] [1]

Ensure the form allows for documenting:

• What happened and why the incident occurred to help identify the same hazard elsewhere.
• Include corrective action recommendations from the health and safety committee.
• The physical layout of the worksite, sketches, drawings, measurements, video/audio/photos to identify sources, and whether the accident was work-related. [4] [4] [6]

Important considerations for regulatory compliance:

• The employer must complete the incident report no later than 7 calendar days after receiving information that a recordable injury or illness has occurred.
• Maintain a supplementary record of each recordable occupational injury and illness for that workplace, in addition to the OSHA Form 300.
• Retain the OSHA Form 300 and its supplementary information for five years. [1] [1] [2]

The incident report form has to be completed within 7 calendar days after notice of the injury or illness and kept on file for 5 years following the year to which it pertains. These forms shall be maintained for at least 5 years. [3]

The employer must inform each employee of how to report an injury or illness to the employer and must establish a process for employees to report work-related injuries and illnesses promptly. [5] [5]