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Workplace Accident Report Templates, Checklists & Samples

Use these different templates to record all the information for the workplace accident report.

What is a workplace accident report?

An occupational accident is an accident that an insured person suffers as a result of his or her insured activity. As a rule, employees in Germany are covered by statutory accident insurance, which means that the German Social Accident Insurance (DGUV) pays for physical injuries that occur during working hours. If an accident occurs at work, the insurance company will pay for it.

If an accident occurs at work, the employer must immediately report the incident to the competent authorities (employers’ liability insurance association and accident insurance fund) in accordance with § 193 SGB VII. This applies if the employee is injured in such a way that she is unable to work for more than three days. The employer has three days to report the incident. The basis for the report is the employee’s workplace accident report.

The workplace accident report states the date, time and exact location of the accident at work. It then explains factually how the accident actually occurred. It is not uncommon for the authorities to check whether the safety precautions were observed. Among other things, expert reports are commissioned for this purpose.

Typical occupational accidents in companies include:

  • Electrocution
  • Injuries caused by the operation of machinery
  • Tripping, slipping or falling
  • Falling parts
  • Psychic stress

This article deals with the following topics:

1. The difference between an occupational accident and a commuting accident

2. What belongs in an workplace accident report form

3. The benefits of a digital workplace accident report

The difference between an accident at work and a commuting accident

In accidents related to work, a distinction is made between an occupational accident and a commuting accident. On closer inspection, the latter is also an occupational accident with the difference that it does not happen at the workplace, but on the way there.

1. Accident at work

As already mentioned, occupational accidents are accidents suffered by insured persons as a result of their insured activity. Insurance cover is also provided for activities related to the insured activity.

The report on the occupational accident should state factually when at which place of work and how the accident occurred. The work accident must be described by the employee concerned or by another employee if the injured person is unable to take action himself/herself.

2. Commuting accident

A commuting accident is an accident that happens to a worker on the way to work. The workplace accident report is therefore similar to the traditional accident at work report. The commuting accident must be described precisely because it must happen on the direct way to work in order to be classified as an occupational accident. If detours were taken on the way to work, the incident is considered to be a leisure accident.

If a commuting accident involved a vehicle, the police should be notified. This is not usually necessary in the case of a work accident.

What belongs in an workplace accident report form?

When an employee has been injured in an accident at work, the relevant workplace accident report must be written promptly. Medical reports and hospital reports are added later to the accident report.

Basically, the W-questions can be used as a guideline when writing the accident report:

  1. Where did the accident occur?
  2. When did the accident happen?
  3. Who is/are the injured?
  4. What happened?
  5. How did it happen?
  6. Why did it happen?

Other than that, the following points belong in every workplace accident report:

  • Time and place of the accident
  • Details of injured and involved person/persons (name, date of birth, ID,…)
  • Witnesses (contact details and statement)
  • Cause of the accident (What led to the accident?)
  • The treatment of the injured person(s)
  • In the case of property damage, photographs can be helpful

Note: No one should sign an accident report if they disagree with the information in the accident report. A signature is binding, so it is advisable to sign the report only after recovering from the initial shock, if it is believed to be truthful.

Nearly after the accident, the W-questions can simply be worked through like a checklist for the sake of simplicity, so that all the relevant data is subsequently available to the competent body in the form of the accident report.

The benefits of a digital workplace accident report

A digital checklist is a modern way to improve the information in the work accident report. Thanks to its structured design, it can be used to record all relevant information immediately after the accident.

The good thing: With Lumiform, the accident report checklist no longer needs to be in paper form. The mobile app can be accessed at any time and from anywhere. This way, the accident report checklist is immediately available. Once all the data has been recorded and checked, the app automatically generates a report that can be forwarded to the responsible body.

The use of the app and desktop software in companies offers numerous advantages in everyday work – not only in the case of accidents:

  • Generate real-time data about site visits. This feature makes work places more transparent, and data is used to continually optimize deployments.
  • Lumiform’s flexible checklist builder helps you turn every single paper checklist into a digital checklist without much effort. In addition, you can adapt digital templates at any time and immediately receive the latest version.
  • Gain an instant overview of everything that happens on site.

  • Field reports are automatically generated – this saves the complete follow-up.
  • The efficiency of internal communication is improved: Due to faster reporting of incidents, occurring problems are solved up to 4x faster.
  • Easier analysis of all data saves time. Areas that need improvement are identified more quickly.
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