Key Takeaways

  • OSHA Form 301 is an Injury and Illness Incident Report that documents detailed information about each workplace injury, illness, or fatality.
  • It complements Forms 300 and 300A, providing a case-by-case report for recordable incidents under OSHA’s Recordkeeping Standard.
  • Employers must complete the form within seven calendar days after learning of a recordable incident.
  • Form 301 includes personal, medical, and situational details such as the cause of the incident, the employee’s role, and the treatment provided.
  • Maintaining accurate Form 301 records helps businesses comply with OSHA reporting regulations and identify safety risks to prevent future incidents.
  • Failure to comply with OSHA recordkeeping requirements may result in significant fines and can affect a company’s reputation for workplace safety.
  • Employers can use equivalent forms, like state workers’ compensation reports, if they capture all required information.

OSHA 301: Everything You Need to Know

OSHA Form 301 is an Injury and Illness Incident Report that is one of the first documents that must be completed in the event of a workplace injury or illness. It is one aspect of the OSH Act of 1970, which was passed to create higher standards for workplace health and safety. It is most commonly known as OSHA’s Recordkeeping Standard.

In 2001, OSHA simplified the rules for reports and forms to result in higher accountability. The following forms are the three main forms most employers must deal with: Form 301, 300, and 300A.

A tricky aspect of compliance with the Recordkeeping Standards is understanding which injuries and illnesses can and should be documented. This is one area where a good electronic OSHA Recordkeeping system provides great benefit.

OSHA has currently been moving beyond injury and illness documentation and going proactively at facing hazards. Electronic filing of injury and illness recordkeeping data is of interest and could result in updated requirements.

Understanding OSHA Form 301 and Its Purpose

OSHA Form 301, officially titled the “Injury and Illness Incident Report,” is used to record detailed information about each individual workplace injury, illness, or fatality. It’s part of OSHA’s overall Recordkeeping Standard under 29 CFR Part 1904, which ensures that employers track and report incidents that affect worker safety.

This form serves as a key compliance document for the Occupational Safety and Health Administration (OSHA). Employers use it to identify patterns in workplace hazards and to meet federal recordkeeping obligations. Form 301 contains more in-depth information than the summary forms (300 and 300A), making it vital for investigating workplace trends and improving safety practices.

Facts About OSHA Form 301

OSHA Form 301 is used by employers to create a detailed record of workplace injuries and illnesses.

Employers must save the annual summary of all reports filed. Employers must also save the OSHA 301 Incident Report forms for 5 years after the end of the calendar year that the records cover.

In some cases, OSHA will consider completed forms for state workers’ compensation, insurance, or other reports “equivalent” to Form 301.

OSHA instructions for filling out the form can be found here.

Employers with 10 employees or fewer are exempted from this rule. Additionally, while the three forms are required, other forms might be accepted if they cover the information required in OSHA forms. These forms include workers’ compensation and insurance provider forms.

Injury reports include private medical details of employees; therefore, these forms are private and confidential.

OSHA Form 301 Requirements and Deadlines

Employers must complete OSHA Form 301 within seven calendar days after receiving information that a recordable work-related injury or illness has occurred. The report captures data such as:

  • Employee name, job title, and department
  • Description of the injury or illness
  • When and where the incident occurred
  • What the employee was doing before the incident
  • The cause of the injury (object, exposure, or event)
  • The type of treatment or medical attention received

Form 301 is not submitted to OSHA automatically. However, employers must retain the form for at least five years following the end of the calendar year in which the incident occurred.

Under OSHA’s electronic recordkeeping rule, certain employers must submit incident data electronically through OSHA’s online portal or ITA system. The requirement typically applies to:

  • Employers with 250 or more employees
  • Employers in certain high-risk industries with 20–249 employees

Filling Out the OSHA Form 301 – Injury and Illness Incident Report

Form 301 tends to be quite clear-cut. Information including name, address, doctor information, and any injuries or illnesses is required. Line item 10, however, asks for more complicated information, such as what the employee was doing prior to the incident and what harmed him or her.

The information may be reviewed by a future OSHA investigator, and it can also be used to help employers identify how to amend their safety programs.

Best Practices for Completing OSHA Form 301

Accuracy and confidentiality are key when completing OSHA Form 301. Employers should ensure:

  1. All fields are complete — especially descriptive sections detailing what happened and how it could have been prevented.
  2. Consistent terminology — using standardized descriptions (e.g., “laceration,” “chemical exposure”) ensures clarity in reporting.
  3. Privacy protection — medical details and personally identifiable information should be stored securely to comply with privacy laws.
  4. Supervisor review — ensure that managers or safety officers verify the report before filing.
  5. Integration with digital systems — many companies now use EHS (Environmental Health and Safety) management software to streamline OSHA recordkeeping and maintain data integrity.

Common mistakes include omitting witness details, failing to specify the event that caused the injury, or misunderstanding what qualifies as a recordable case under OSHA standards.

Reporting Work-Related Incidents to OSHA

An employer has to report the death or in-patient hospitalization of employees as a result of workplace incidents within 8 hours and 24 hours, respectively.

Employers must also report hospitalizations, fatalities, amputations, and loss of an eye by phone at 1-800-321-OSHA (1-800-321-6742), electronically at www.osha.gov, or in person at the closest office.

When Employers Must Report Incidents Directly to OSHA

While OSHA Form 301 records each case internally, certain severe incidents must be reported directly to OSHA within strict time limits:

  • Fatalities: Within 8 hours of learning about the event.
  • In-patient hospitalizations, amputations, or loss of an eye: Within 24 hours.

Employers can report by:

  • Calling 1-800-321-OSHA (1-800-321-6742)
  • Visiting a local OSHA office in person
  • Submitting electronically at www.osha.gov/report

This requirement applies even if the employer also records the incident on Form 301. Prompt reporting ensures OSHA can investigate serious hazards and prevent similar incidents.

Facts About OSHA Form 300 – Log of Workplace Injury or Illness

Form 300 is a detailed record of any injury or illness that happened in the workplace over the calendar year.

Employers must enter each recordable injury or illness on the OSHA 300 within 7 days from receipt of information that an injury or illness occurred.

The purpose of form 300 is to ascertain compliance with OSHA recording regulations as well as provide employers with a concise narrative of workplace injuries and illnesses that may be an important factor in deciding to amend safety programs.

Facts About OSHA Form 300A – Summary of Work Related Injuries and Illnesses

OSHA requires every employer to fill out a 300A form at the close of each year, whether or not workplace injuries or illnesses occurred.

How To Figure the Total Number of Employee Hours Worked That Year?

To figure out the total number of employee hours worked that year, click here.

Dangers of Non Compliance of OSHA Recordkeeping

Employers and businesses who do not meet the recordkeeping requirement can be fined $10,000 or more per violation.

Penalties and Consequences of OSHA Form 301 Violations

Non-compliance with OSHA’s recordkeeping rules can lead to steep penalties. As of recent updates, OSHA can impose:

  • Fines exceeding $15,000 per violation for serious or other-than-serious offenses.
  • Daily penalties for failing to correct violations after an inspection.
  • Willful or repeated violations can exceed $150,000 per instance.

Beyond monetary penalties, poor recordkeeping may raise red flags for regulators and affect insurance premiums or legal defenses in workers’ compensation cases. Maintaining accurate OSHA Form 301 records is essential for demonstrating compliance and a commitment to employee safety.

What Is the Injury and Illness Protection Program?

The Injury and Illness Protection Program urges firms to actively try and reduce occupational hazards. Rather than documenting these injuries after the fact, this program presses companies to implement a system that identifies and fixes hazards before they actually lead to injuries or illnesses.

2015 Changes in OSHA Recordkeeping Standard

In 2015, OSHA changed the rules to include these important changes:

  1. Updated the archive of industries exempted.
  2. Expansion of the index of severe work-related injuries and illnesses that all covered employers are required to report to OSHA.

2016 Changes in OSHA Recordkeeping Standard

The 2016 changes have created a new rule, effective January 1, 2017, which requires that the OSHA 300, 300A, or 301 forms be submitted to OSHA on an annual basis.

Digital Recordkeeping and Electronic Submission Rules

In 2017, OSHA introduced new electronic submission requirements to modernize injury and illness tracking. Employers covered under this rule must submit data from Forms 300, 300A, or 301 electronically through OSHA’s Injury Tracking Application (ITA).

The goal of this transition is to:

  • Increase transparency in workplace safety data.
  • Enable OSHA to identify high-risk industries and employers.
  • Encourage proactive safety management through data-driven insights.

Employers must also ensure their electronic reports omit confidential information and comply with data protection standards. Regular reviews of OSHA updates are recommended to stay current on electronic submission obligations.

Frequently Asked Questions

  1. What is OSHA Form 301 used for?
    It’s used to record detailed information about each work-related injury or illness, including how it occurred, what caused it, and what medical treatment was provided.
  2. Who needs to complete OSHA Form 301?
    Most employers with more than 10 employees, except those in partially exempt low-risk industries, must complete the form for each recordable incident.
  3. How soon must Form 301 be completed?
    Employers must complete Form 301 within seven calendar days after learning of a recordable incident.
  4. Can employers use alternative forms instead of OSHA Form 301?
    Yes. Equivalent forms, such as state workers’ compensation forms, may be used if they include all information required by OSHA.
  5. How long should OSHA Form 301 be kept on file?
    Employers must retain each OSHA Form 301 for at least five years following the end of the year to which it relates.

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