Fill the OSHA 300 Log for a recordable injury by completing the business header, a one or two line description, and each required case entry.
Key takeaways for how to fill out the OSHA 300 log for a recordable injury
- Check the days away space and enter the number of calendar days away from work in the number of days column when an injury involves one or more days away, according to Washington State Legislature.
- Place a check mark in the space for job transfer or restriction and enter the number of restricted or transferred days in the restricted workdays column when the case does not involve death or days away, according to Washington State Legislature.
- Record the case on the OSHA 300 Log if a work-related injury or illness results in medical treatment beyond first aid, according to Washington State Legislature.
- Enter the number of calendar days away from work in the number of days column when recording an injury that involves days away, according to Legal Information Institute.
- Place a check mark in the space for job transfer or restriction and enter the number of restricted or transferred days in the restricted workdays column when the injury involves restricted work or job transfer but does not involve death or days away from work, according to Legal Information Institute.
Enter the business header and injury description first
Before you enter any injury details, the log header must be complete. According to Public.Law, you must enter information about your business at the top of the OSHA 300 Log. You must summarize this information on the OSHA 300A Summary form at the end of the year, according to Public.Law. The specific fields for this header are detailed in the Washington State Legislature’s WAC 296-27-02105. According to Washington State Legislature, you must enter the calendar year covered, the company's name, establishment name, establishment address, annual average number of employees covered by the OSHA 300 Log, and the total hours worked by all employees covered by the OSHA 300 Log.
Once the header is filled, move to the individual case entries. According to Washington State Legislature, you must enter a one or two line description for each recordable injury or illness. This description is a required part of the log entry, as stated in WAC 296-27-01119. The description should be concise, limited to one or two lines, and directly related to the specific recordable case being documented.
Review your current OSHA 300 Log to ensure the business header is filled in before entering the next incident.
Determine if the case involves days away from work
If the injury or illness involves one or more days away from work, the employer must record the injury or illness on the OSHA 300 Log with a check mark in the space for cases involving days away and an entry for the number of calendar days away from work in the number of days column, according to Washington State Legislature. The same rule appears in the federal guidelines, where it states that when an injury or illness involves one or more days away from work, you must record the injury or illness on the OSHA 300 Log with a check mark in the space for cases involving days away and an entry of the number of calendar days away from work in the number of days column, according to Legal Information Institute.
Record restricted work or job transfer days correctly
When the case involves restricted work or job transfer but does not involve death or days away from work, you must record the case on the OSHA 300 Log. According to the Legal Information Institute, if an injury or illness involves restricted work or job transfer but does not involve death or days away from work, you must record the case by placing a check mark in the space for job transfer or restriction. The same source requires you to enter the number of restricted or transferred days in the restricted workdays column. This entry applies specifically when the worker is not absent from work entirely but is limited in their capacity to perform regular job functions.
The Washington State Legislature provides the same requirement in its regulations. According to the Washington State Legislature, when an injury or illness involves restricted work or job transfer but does not involve death or days away from work, the employer must record the injury or illness on the OSHA 300 Log by placing a check mark in the space for job transfer or restriction. The rule further states that the employer must enter the number of restricted or transferred days in the restricted workdays column. Both sources align on the specific action: check the box for job transfer or restriction and count the days the worker operates under those limits.
A filled reference table for OSHA 300 log entries
The table below lists the eight specific entries required for the OSHA 300 Log, with the publisher named in each row. Each rule is tied to the specific source that states it.
| Entry | Publisher | Rule |
|---|---|---|
| Business header info | Public.Law | Enter information about your business at the top of the OSHA 300 Log according to Public.Law. |
| Injury description | Washington State Legislature | Enter a one or two line description for each recordable injury or illness according to Washington State Legislature. |
| Days away count | Washington State Legislature | Record the injury with a check mark in the space for cases involving days away and an entry for the number of calendar days away from work in the number of days column according to Washington State Legislature. |
| Restricted work days | Washington State Legislature | Place a check mark in the space for job transfer or restriction and enter the number of restricted or transferred days in the restricted workdays column when the injury or illness involves restricted work or job transfer but does not involve death or days away from work, according to Washington State Legislature. |
| Medical treatment flag | Washington State Legislature | Record the case on the OSHA 300 Log if a work-related injury or illness results in medical treatment beyond first aid according to Washington State Legislature. |
| Incident report form | Legal Information Institute | Complete an OSHA 301 Incident Report form, or an equivalent form, for each recordable injury or illness entered on the OSHA 300 Log according to Legal Information Institute. |
| Privacy case label | Washington State Legislature | Enter "privacy case" in the space normally used for the employee's name to protect the identity of the injured or ill employee according to Washington State Legislature. |
| Annual summary cert | Washington State Legislature | A company executive must certify that they have examined the OSHA 300 Log and reasonably believe the annual summary is correct and complete according to Washington State Legislature. |
Read Recordable jobsite injuries: 6 Federal Tests before you decide a case is recordable. Read First-aid checks: 4 rules before the crew starts before you mark treatment beyond first aid.
Handle privacy cases and complete the incident report
When you must protect an employee's identity, Washington State Legislature states that the employer may not enter the employee's name on the OSHA 300 Log, according to Washington State Legislature. Instead, enter "privacy case" in the space normally used for the employee's name in order to protect the identity of the injured or ill employee when another employee, a former employee, or an authorized employee representative is provided access to the OSHA 300 Log under WAC 296-27-02111, according to Washington State Legislature. This label replaces the name field entirely for that specific entry.
For every recordable injury or illness you enter on the OSHA 300 Log, you must complete an OSHA 301 Incident Report form, or an equivalent form, according to Legal Information Institute. Washington State Legislature confirms this requirement, stating to complete an OSHA 301 Incident Report form, or an equivalent form, for each recordable injury or illness entered on the OSHA 300 Log, according to Washington State Legislature.
Use the OSHA 301 form or a documented equivalent for each case. If a privacy concern applies, replace the name with the label "privacy case" on the 300 Log. Keep the 301 form separate but linked to the log entry.
Certify the annual summary and post it at year end
Once the log entries for the year are complete, the final step involves executive certification and posting the summary. According to Washington State Legislature, a company executive must certify that they have examined the OSHA 300 Log and that they reasonably believe, based on their knowledge of the process by which the information was recorded, that the annual summary is correct and complete. This certification confirms that the executive has reviewed the underlying data and affirms the accuracy of the summary based on their understanding of the recording process. The executive’s role is specific: they must examine the log and provide this certification of correctness and completeness.
Before the summary can be certified, the header information must be accurate. These header fields provide the context for the annual summary. Ensure these details match your current business information before the executive signs the certification. The annual average number of employees and total hours worked are critical metrics that frame the injury and illness data for the year.
The employer must post a copy of the annual summary in each establishment in a conspicuous place or places where notices to employees are customarily posted, according to Washington State Legislature. See Injury log entry in 7 days and posting to April 30 when you post the annual summary.
Illustrative example: two case lines
Suppose one recordable case involves 2 calendar days away from work. Place a check mark in the space for cases involving days away and enter 2 in the number of days column. Suppose a second case involves restricted work or job transfer, does not involve death or days away, and covers 5 days. Place a check mark in the space for job transfer or restriction and enter 5 in the restricted workdays column. These day counts are illustrative.
Today, open your OSHA 300 Log and confirm each recordable case has a one or two line description, the correct days-away or restriction mark, and a completed OSHA 301 form or equivalent.
FAQ: How to fill out the OSHA 300 log for a recordable injury
How do I record an injury that involves days away from work?
When an injury or illness involves one or more days away from work, the employer must record the injury or illness on the OSHA 300 Log with a check mark in the space for cases involving days away, according to Washington State Legislature. You must also enter the number of calendar days away from work in the number of days column, according to Washington State Legislature.
What do I enter if the worker is on restricted duty?
If an injury or illness involves restricted work or job transfer but does not involve death or days away from work, the employer must record the injury or illness on the OSHA 300 Log by placing a check mark in the space for job transfer or restriction, according to Washington State Legislature. You must enter the number of restricted or transferred days in the restricted workdays column, according to Washington State Legislature.
Must I record medical treatment beyond first aid?
If a work-related injury or illness results in medical treatment beyond first aid, the employer must record the case on the OSHA 300 Log, according to Washington State Legislature.
How do I handle a privacy concern case on the log?
You must enter "privacy case" in the space normally used for the employee's name in order to protect the identity of the injured or ill employee when another employee, a former employee, or an authorized employee representative is provided access to the OSHA 300 Log under WAC 296-27-02111, according to Washington State Legislature.
What form do I use for the detailed incident report?
You must complete an OSHA 301 Incident Report form, or an equivalent form, for each recordable injury or illness entered on the OSHA 300 Log, according to Legal Information Institute.