Workplace safety is a legal and moral responsibility. In the United States, the Occupational Safety and Health Administration (OSHA) sets clear rules on what employers must report when something goes wrong. If a worker is seriously hurt or dies, the employer is required to report that incident to OSHA within a specific time.
This article explains OSHA’s incident reporting requirements under 29 CFR 1904 and 1904.39, including what must be reported, how to report it, and when.
What Is OSHA Incident Reporting?
Incident reporting means informing OSHA when serious work-related injuries or illnesses happen. This is different from recordkeeping, where employers log all work-related injuries in the OSHA 300 Log.
Under 29 CFR 1904.39, employers must report certain incidents directly to OSHA, not just record them.
What Must Be Reported?
You must report the following types of incidents:
1. Fatalities
- If a worker dies from a work-related incident, it must be reported to OSHA.
- Deadline: Within 8 hours of learning about the death.
- This includes on-site deaths and those where a worker later dies in the hospital.
2. Hospitalizations
- If one or more employees are admitted to a hospital for in-patient care due to a work-related injury or illness, it must be reported.
- Deadline: Within 24 hours of learning about the hospitalization.
Note: An emergency room visit without admission is not reportable.
3. Amputations
- Any loss of a limb or part of a limb, including fingertip amputations with or without bone loss, must be reported.
- Deadline: Within 24 hours of finding out.
4. Loss of an Eye
- If a worker loses an eye due to a work-related incident, this also must be reported.
- Deadline: Within 24 hours.
How to Report to OSHA
You can report incidents to OSHA in three ways:
- Call OSHA: Call your local OSHA office during business hours.
- OSHA 24/7 Hotline: Call 1-800-321-OSHA (6742) at any time.
- Online Reporting: Use OSHA’s website at www.osha.gov/pls/ser/serform.html to report electronically.
What Information You Must Provide
When reporting an incident, be ready to share:
- Business name
- Name(s) of the injured or ill employee(s)
- Time and date of the incident
- Type of incident (fatality, amputation, etc.)
- Description of what happened
- Contact person and phone number
- Address of where the incident took place
Reporting does not mean fault is assigned , it is simply a legal requirement to inform OSHA.
Who Must Report?
Most employers under OSHA’s jurisdiction must report. This includes companies in:
- Manufacturing
- Construction
- Warehousing
- Healthcare
- Retail
- Transportation
- And many other sectors
However, some small businesses may be partially exempt from recordkeeping (not reporting). These include employers:
- With 10 or fewer employees throughout the previous year
- In low-risk industries (like some types of retail or office-based work)
Even if a business is recordkeeping-exempt, it must still report serious incidents (fatalities, hospitalizations, amputations, eye loss) within the set time.
Special Cases and Clarifications
1. Heart Attacks
If a worker dies of a heart attack at work, it must be reported if the employer believes the cause is work-related. OSHA will decide if further action is needed.
2. Work-Relatedness
If the injury or illness is connected to work, it is reportable. For example:
- Worker falls while climbing a ladder on the job
- Chemical exposure during a shift
- Amputation while using factory machinery
However, injuries that happen off-site and off-duty (like during personal travel or a lunch break away from the site) are generally not reportable.
3. Multiple Employees Injured
If multiple workers are involved in the same incident (e.g., a gas leak), you must report each hospitalization, amputation, or fatality related to it.
What Happens After You Report?
After a report is filed:
- OSHA may open an inspection, especially for serious events like fatalities or multiple hospitalizations.
- OSHA may contact the employer to request further information or documentation.
- If violations are found, OSHA may issue citations or fines.
Failing to report on time can lead to penalties of up to $16,131 per violation (as of 2025), and higher for repeated or willful violations.
The Difference Between Reporting and Recording
It’s easy to confuse reporting and recording, but they are not the same:
| Action | Required For | Example |
| Reporting | OSHA notification within 8 or 24 hours | Worker hospitalized after falling from scaffolding |
| Recording | Internal log on OSHA Form 300 | Worker sprains ankle and misses one workday |
Even minor incidents may need to be recorded, but not all need to be reported.
Key Deadlines Summary
| Incident Type | Time to Report |
| Fatality | Within 8 hours |
| Hospitalization | Within 24 hours |
| Amputation | Within 24 hours |
| Eye Loss | Within 24 hours |
What to Do If You’re Unsure
If you’re not certain whether an injury is reportable, it’s better to call OSHA and ask. Reporting doesn’t automatically lead to penalties or inspections. However, not reporting when required can bring serious fines.
Final Tips for Employers
- Train supervisors and safety leads to recognize when an incident must be reported.
- Keep an emergency contact list including the nearest OSHA office.
- Review and update OSHA reporting rules yearly, as regulations can change.
- Use incident investigation tools after every serious injury to prevent future cases.
Conclusion
OSHA reporting requirements are clear, but sometimes overlooked. When a fatality, hospitalization, amputation, or eye injury happens, employers must act fast, not just to care for the worker, but to meet their legal duty.
Following these rules shows a company takes safety seriously. It also protects workers, keeps your business in compliance, and helps prevent future harm. Reporting isn’t just a formality. It’s part of building a culture of safety at work.
