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What records should I keep after an accident at work?

What records should I keep after an accident at work?

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Why keeping records matters

If you have an accident at work, keeping good records can make a big difference later. It can help you remember what happened, support a report to your employer, and provide evidence if you need to make a claim.

Records are especially useful if your injuries get worse over time or if there is a dispute about how the accident happened. The more detail you have, the easier it is to show what took place.

Report the accident immediately

Tell your manager, supervisor, or another responsible person as soon as possible. Make sure the accident is entered in the workplace accident book, if your employer has one.

Ask for a copy of the entry or take a photo of the page if you are allowed to do so. Check that the date, time, location, and brief description of the incident are all correct.

Keep details of the incident

Write down exactly what happened while it is still fresh in your mind. Include the date, time, place, task you were doing, and the names of anyone who saw the accident.

It can also help to note anything that may have caused the accident, such as wet floors, faulty equipment, poor lighting, or missing training. If you can, take photos of the scene and anything relevant before conditions change.

Save medical records and receipts

Get medical help if you are injured, even if the problem seems minor at first. Keep copies of GP notes, hospital letters, prescriptions, physiotherapy records, and fit notes.

Also keep receipts for expenses linked to the accident, such as medicines, travel to appointments, parking, or treatment costs. These documents can help show the impact of the injury and any money you have had to spend.

Record how the injury affects you

Keep a simple diary of your symptoms and how the accident affects your daily life. Note pain levels, time off work, sleep problems, or activities you can no longer do.

This can be useful if you need to show how long recovery took and how the injury affected your work or home life. Short daily notes are often better than trying to remember everything later.

Keep copies of workplace communication

Save emails, letters, text messages, and messages on work systems about the accident. This includes any replies from your employer, health and safety staff, or insurers.

If you speak to someone by phone or in person, make a note of the date, time, and what was said. Keep everything together in one file so you can find it quickly if needed.

How long should you keep them?

It is sensible to keep your records for several years after the accident. Some claims and investigations can take time, and older documents may still be important later.

Store paper and digital copies safely. If possible, back up digital files so they are not lost if your phone or computer is damaged.

Frequently Asked Questions

What records should I keep right after an accident at work?

Keep the accident report, photos of the scene and injuries, witness names and contact details, medical records, and any messages or emails about the incident.

Should I keep a copy of the incident report?

Yes. Keep a copy of every incident or accident report you complete or receive, including any version you signed.

Do photos matter after a workplace accident?

Yes. Photos can show the hazard, equipment involved, your injuries, and the scene conditions, which may help explain how the accident happened.

What witness information should I record?

Write down each witness's full name, job title, contact details, and a short note about what they saw or heard.

Should I keep medical records even for a minor injury?

Yes. Keep records of all medical visits, diagnoses, prescriptions, test results, treatment plans, and follow-up appointments, even if the injury seems minor.

What work-related paperwork should I save?

Save the accident report, injury log entries, return-to-work forms, workers' compensation forms, sick leave records, and any safety or HR documents connected to the accident.

Do I need to keep emails and text messages about the accident?

Yes. Keep any emails, text messages, chat messages, or letters about the accident, your injury, your duties, or your time off work.

Should I keep records of lost wages?

Yes. Keep pay stubs, timesheets, schedules, overtime records, and any documents showing missed work or reduced pay because of the injury.

What if the accident involved damaged equipment or a machine?

Keep the equipment identification details, maintenance records, inspection logs, photographs, and any repair or lockout-tagout records if you can obtain them.

Should I keep a personal injury journal?

Yes. A journal can record your pain levels, symptoms, sleep problems, limits on daily activities, and how the injury affects your work and home life.

Do I need to keep records of safety training?

Yes. Keep copies of safety training certificates, induction records, toolbox talks, and any instructions or warnings you received before the accident.

What records should I keep if my employer investigates the accident?

Keep copies of investigation notes, statements, findings, recommendations, and any follow-up actions taken by your employer.

Should I keep records of expenses after the accident?

Yes. Save receipts and notes for travel to medical appointments, medicines, medical supplies, parking, childcare, and any other accident-related costs.

How long should I keep accident-related records?

Keep them for as long as any claim, medical treatment, or dispute could continue, and consider retaining them for several years after the matter is resolved.

Should I keep records if I report the accident verbally?

Yes. Write down who you told, when you reported it, what you said, and any response you received, and keep any follow-up confirmation in writing.

What if there were CCTV or surveillance cameras?

Note the location of the cameras, the time of the incident, and ask for the footage to be preserved if possible, while keeping any replies you receive.

Should I keep copies of workers' compensation forms?

Yes. Keep copies of all forms you submit or receive, including claim forms, medical authorizations, decision letters, and payment records.

What records should I keep if I return to work on light duties?

Keep the return-to-work plan, medical restrictions, modified duty letters, schedules, and notes about any problems or changes in duties.

Do I need to keep records even if the injury seems to heal?

Yes. Some injuries worsen later, so keep all records in case symptoms return, treatment changes, or a claim needs to be supported later.

What is the safest way to store accident records?

Keep both paper and digital copies in a secure place, back up electronic files, and organize everything by date so it is easy to find when needed.

Useful Linksxxx

Useful Links : What records should I keep after an accident at work?
Accidents at work - Citizens Advice

Explains what to do after a workplace accident, including keeping records and evidence.
Workplace accidents and ill health - Royal Society for the Prevention of Accidents (RoSPA)

Advice on reporting and recording workplace accidents and what information to keep.
Health and safety at work - Mind

Guidance on workplace health and safety, including keeping details if you are injured at work.
Work-related stress and accidents - ACAS

Explains recording workplace accidents and related information for employers and employees.
Accidents and incidents at work - Health and Safety Executive (HSE)

Official guidance on reporting workplace accidents and keeping accurate records.
First aid at work - St John Ambulance

First aid advice that can help you understand what information to note after an accident.
Workplace safety - The CPD Certification Service

General workplace safety guidance, including the importance of documenting incidents.
Workplace injuries - Headway

Information for people injured at work and the kinds of records and evidence that can be useful.
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This website offers general information and is not a substitute for professional advice. Always seek guidance from qualified professionals. If you have any medical concerns or need urgent help, contact a healthcare professional or emergency services immediately.

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