How to Correctly Fill Out the OSHA 300 Log: Step-by-Step Tutorial

Accurate OSHA 300 log completion is essential for legal compliance and workplace safety improvement. This article walks you through who must keep OSHA records, how to decide recordability, how to complete each field correctly, corrections, privacy and retention rules, and practical examples and checklists so employers in manufacturing, construction, warehouses, and offices can maintain compliant logs.

What the OSHA 300 Log Is and Why It Matters

The OSHA 300 Log is the foundation of your company’s injury and illness recordkeeping. It’s not just a form; it’s a detailed, running diary of every recordable workplace injury and illness that occurs throughout the calendar year. The legal requirement for this documentation comes directly from OSHA’s recordkeeping standard, formally known as 29 CFR 1904. This regulation mandates that certain employers record and report work-related fatalities, injuries, and illnesses. Think of it as the primary tool OSHA uses to get a snapshot of safety at your establishment and across your industry.

The “OSHA 300 Log” is part of a three-form system, with each form serving a distinct purpose.

Form 300, the Log of Work-Related Injuries and Illnesses
This is the master document. It’s a chronological list where you enter each recordable incident as it happens. For every case, you’ll log the employee’s name, job title, the date of the injury, where it happened, a description of the incident, and the outcome. It’s the detailed day-by-day record.
Form 301, the Injury and Illness Incident Report
For every single entry you make on the Form 300 Log, you must also complete a Form 301. This form is the deep dive. It captures the specific details of what happened, from the substances and objects involved to the exact body parts affected. It asks the “who, what, when, where, and why” for each incident. Many states have workers’ compensation forms that are acceptable substitutes for the Form 301, as long as they collect the same information.
Form 300A, the Summary of Work-Related Injuries and Illnesses
At the end of the year, you’ll use the data from your Form 300 Log to fill out this summary document. The Form 300A totals up all the incidents and outcomes for the year without listing any employee names. This is the form you must post in a common area for employees to see from February 1 to April 30 of the following year. It’s also the form that many establishments are required to submit electronically to OSHA. You can download all three forms directly from the OSHA website.

Not every business has to keep these records. OSHA provides two key exemptions from routine recordkeeping. First, if your company had 10 or fewer employees at all times during the last calendar year, you are generally exempt. This count includes all full-time, part-time, temporary, and seasonal employees across all your locations. Second, certain industries classified as low-hazard are also exempt. This is determined by your North American Industry Classification System (NAICS) code. You must check OSHA’s official list to see if your code is included, as these lists can change.

However, even if you are exempt from routine recordkeeping, all employers must report any work-related fatality to OSHA within 8 hours. You must also report any in-patient hospitalization, amputation, or loss of an eye within 24 hours.

Keeping accurate logs is about much more than just avoiding fines. It’s a cornerstone of a strong safety culture. Accurate logs help you identify hazard patterns and trends, allowing you to proactively address risks before more employees get hurt. This data is also invaluable for managing workers’ compensation claims and can help you control insurance premiums. From a risk management perspective, your OSHA logs provide a clear, factual record of your company’s safety performance.

The most common point of confusion is determining what makes a case “recordable.” An incident must be logged if it is work-related and results in one of the following outcomes:

Death
Days away from work
Restricted work or transfer to another job
Medical treatment beyond first aid
Loss of consciousness
A significant injury or illness diagnosed by a physician or other licensed health care professional

The line between “medical treatment” and “first aid” is very specific. OSHA provides a complete list of what it considers first aid. Examples include using non-prescription medication at non-prescription strength, administering tetanus shots, cleaning wounds on the skin’s surface, and using bandages or hot/cold therapy. If the treatment is not on OSHA’s first aid list, it is considered medical treatment and makes the case recordable.

Because regulations and electronic submission thresholds can change, you should always consult the official OSHA recordkeeping page for the most current requirements. It is your responsibility to stay informed about the rules that apply to your specific establishment, especially the electronic submission deadlines for the Injury Tracking Application (ITA).

Before You Start Organizing Your Records

Before you ever write a single entry on your OSHA 300 Log, preparation is key. Rushing to fill out the form after an incident occurs is a recipe for errors and omissions. By organizing your process beforehand, you ensure that when an injury or illness happens, you’re ready to document it correctly and efficiently.

Establish Your Recordkeeping Foundation

The first step is to confirm your obligations. Don’t assume your business is too small or your industry is “safe” enough to be exempt.

Confirm Your Recordkeeping Status.
As detailed in the previous section, OSHA exempts two categories of employers from routine recordkeeping: those with 10 or fewer employees and those in designated low-hazard industries. You must verify your status against these official criteria each year.
Designate and Train a Recordkeeper.
One person should have primary responsibility for maintaining the logs to ensure consistency and accountability. This individual must be trained on the nuances of 29 CFR 1904, including how to determine recordability, calculate days away from work, and handle sensitive cases.
Set Up a Secure Storage and Retention System.
You are required to keep OSHA records for five years following the end of the calendar year they cover. Decide where these records will be stored, whether physically in a locked cabinet or digitally on a secure, backed-up server. Access should be limited to authorized personnel to protect employee privacy.

Gather Your Tools and Information

With your system in place, you need to ensure you have a process for collecting the information that will feed into the log.

Establish a Timeline for Reporting and Recording
You must enter a recordable injury or illness on the OSHA 300 Log within seven calendar days of being notified about it. This is a firm deadline. Create an internal process that ensures all supervisors and managers know to report incidents to the designated recordkeeper immediately so this deadline can be met.

Collect Supporting Documents
Every entry on your 300 Log must be backed by thorough documentation. Your system should include a file for each case containing:

An OSHA 301 Incident Report (or an equivalent form like a state workers’ compensation report).
Medical records or doctor’s notes detailing the diagnosis and treatment.
Notes on work restrictions or days away from work prescribed by a healthcare professional.
Witness statements and the initial internal incident investigation report.

These documents are your proof. They justify why a case was recorded (or not recorded) and support the details you entered on the log.

Special Circumstances to Plan For

Some business structures and incident types require special handling. It’s best to understand these rules before you encounter them.

Multi-Establishment Employers
If your company operates in more than one physical location, you must keep a separate OSHA 300 Log for each establishment that is expected to be in operation for one year or longer. An “establishment” is a single physical location where business is conducted or where services or industrial operations are performed. You cannot combine all incidents onto a single corporate log.

Privacy Concern Cases
OSHA requires you to protect the identity of employees in certain sensitive situations. For a “privacy concern case,” you will enter “Privacy Case” in the name column instead of the employee’s name. You must then keep a separate, confidential list of the case numbers and corresponding employee names. The specific criteria for these cases are detailed later in this guide.

Pre-Fill Checklist Template

Use this checklist at the beginning of each year to ensure your recordkeeping program is ready.

Verify Recordkeeping Status: Have we confirmed our NAICS code against OSHA’s partially exempt industries list for the current year?
Confirm Employee Count: Did we have more than 10 employees at any point last year?
Assign Responsibility: Is there a designated recordkeeper who has received training on 29 CFR 1904 within the last year?
Establish Log(s): Have we created a separate OSHA 300 Log for each physical establishment?
Secure Storage: Is our five-year record retention system (physical or digital) set up and secure?
Gather Forms: Do we have blank copies of the OSHA 300, 300A, and 301 forms (or our company’s equivalent)? You can download the latest versions from the OSHA website.
Review Internal Process: Have all supervisors been reminded of the procedure for reporting incidents to the recordkeeper within 24 hours?
Prepare Privacy Protocol: Does the recordkeeper know the criteria for a privacy case and how to manage the separate, confidential list?

Common Mistakes to Avoid at This Stage

Incorrectly Claiming Exemption: Failing to verify your NAICS code or miscounting employees can lead to a failure to keep required records.
Using a Single Log for Multiple Locations: This is a frequent error for multi-establishment employers and will result in a citation.
Waiting Too Long to Gather Information: The 7-day recording window is short. Delaying incident investigation makes it difficult to collect accurate details and meet the deadline.
Failing to Train the Recordkeeper: Assuming anyone can fill out the log without proper training often leads to misclassifying incidents and incorrect day counts.

Step-by-Step How to Fill Each Field on the OSHA 300 Log

Once you’ve gathered all your supporting documents, it’s time to make the entries on the OSHA Form 300 Log itself. This form is the master summary of all work-related injuries and illnesses for your establishment for the year. Accuracy here is not just about compliance; it’s about having clear data to improve workplace safety. Let’s walk through each column.

Column A: Case Number
This is your internal tracking number for the incident. Start with 001, 002, 003, and so on for each new recordable case throughout the year. This number should match the case number on the corresponding OSHA Form 301 Incident Report, creating a clear link between the summary log and the detailed report.

Column B: Employee’s Name
Enter the employee’s full name. However, for a “privacy concern case,” you must write “Privacy Case” in this column instead of the employee’s name to protect their identity, as required by OSHA’s specific privacy criteria. You’ll maintain a separate, confidential list of the case numbers and corresponding employee names. Failing to protect this information is a serious violation.

Column C: Job Title
Enter the employee’s regular job title, such as “Welder,” “Forklift Operator,” or “Office Administrator.” Avoid internal jargon. This information is vital for spotting trends. If you see multiple injuries among “Warehouse Packers,” you know exactly where to focus your hazard analysis.

Column D: Date of Injury or Onset of Illness
For a specific event like a fall or a cut, enter the exact month and day it occurred. For illnesses or injuries that develop over time, like carpal tunnel syndrome, enter the date the employee first reported symptoms or the date a physician diagnosed it as work-related, whichever came first.

Column E: Where the Event Occurred
Be as specific as possible. “Loading Dock” is better than “Warehouse.” “Assembly Line 3, near the press” is better than “Production Floor.” This detail helps you pinpoint hazardous areas in your facility. If the injury occurred off-site, note the address or location where the employee was working.

Column F: Describe the Injury or Illness
This is one of the most critical fields for future prevention. Provide a clear, concise description. Include the nature of the injury/illness, the body part affected, and the object or substance that directly caused it.

Good Example: “Second-degree burn on right forearm from contact with steam pipe.”
Poor Example: “Employee got hurt.”

This level of detail transforms your log from a simple compliance document into a powerful tool for identifying and correcting hazards.

Columns G through J: Classify the Case
You must check only one box in this section, representing the most severe outcome for that case. The hierarchy is as follows:

(G) Death: Check this if the injury or illness resulted in a fatality.
(H) Days away from work: Check this if the employee missed one or more days of work after the day of the injury.
(I) Job transfer or restriction: Check this if the employee could not perform all of their routine job duties or was assigned to a different job. This applies even if they didn’t miss a full day of work.
(J) Other recordable cases: This is for cases that required medical treatment beyond first aid but did not result in death, days away, or job transfer/restriction. A cut requiring stitches is a classic example.

A common error is checking multiple boxes. If an employee has three days of restricted duty and then five days away from work, you would only check box (H) for “Days away from work” because it’s the more severe outcome.

Columns K and L: Number of Days
Here you’ll enter the total number of calendar days, not workdays. The count begins the day after the injury occurred.

(K) Days away from work: Enter the total number of calendar days the employee was unable to work.
(L) Job transfer or restriction: Enter the total number of calendar days the employee was on restricted or transferred duty.

You must stop counting at 180 days for any combination of days away and/or restricted days. If an employee is out for 200 days, you enter “180” in the log.

Column M: Injury or Illness Type
Finally, check one box to classify the case. Most cases will be an (1) Injury. For illnesses, choose the most fitting category like (2) Skin Disorder, (3) Respiratory Condition, or (6) All Other Illnesses.

Sample Entries in Action

Case 001: A machine operator gets a deep cut on their hand that requires stitches from a doctor. They return to their full duties the next day.
Log Entry: This is an “Other recordable case.” You would check box (J). Columns K and L would be “0” days. Column M would be checked as an “Injury.”

Case 002: A warehouse worker strains their back while lifting a box. Their doctor instructs them to stay home for three calendar days to recover. They return to work on the fourth day with no restrictions.
Log Entry: This is a “Days away from work” case. You would check box (H). In Column (K), you would enter “3”. Column L would be “0”. Column M would be “Injury.”

Case 003: An office worker develops carpal tunnel syndrome from repetitive keyboard use. A physician confirms the diagnosis is work-related and restricts the employee from typing for more than two hours per day for two weeks (14 calendar days). The employee does not miss any full days of work.
Log Entry: This is a “Job transfer or restriction” case. You would check box (I). Column K would be “0”. In Column (L), you would enter “14”. In Column M, you would check “All Other Illnesses.”

At the end of the year, you will total the columns (G through M) at the bottom of the page. These totals are essential for completing your Form 300A Annual Summary. You can download all the necessary forms directly from the OSHA website.

Maintaining, Correcting, Protecting, and Reporting Your Records

Completing an entry on your OSHA 300 Log is a critical step, but it’s not the final one. These records are dynamic documents that require ongoing management to ensure they remain accurate and compliant. Your responsibilities extend well beyond the initial recording of an incident, covering maintenance, annual reporting, corrections, and long-term retention.

Ongoing Maintenance and Updates

Your OSHA 300 Log is a living document for the entire calendar year. An employee’s situation can change, and your log must reflect that. For example, a case initially recorded as a “job transfer or restriction” might evolve into a “days away from work” case if the employee’s condition worsens. When this happens, you must update the log. Go back to the original entry, check the box for “days away from work,” and begin counting the new total of calendar days the employee is away. You must continue to update the log with any new information until you finalize the annual summary.

Making Corrections the Right Way

Mistakes happen. You might misclassify a case or miscalculate the number of days. OSHA requires a specific method for making corrections. Never use white-out or completely obliterate an original entry. Instead, draw a single, clean line through the incorrect information. Then, write the correct information nearby. Finally, initial and date the correction. This creates a clear audit trail. If a correction changes your overall counts, remember to update the totals at the bottom of your Form 300 as well.

The Annual Summary: Form 300A

At the end of each calendar year, you must summarize the data from your Form 300 onto Form 300A, the Summary of Work-Related Injuries and Illnesses. To complete it, you transfer the totals from the bottom of your Form 300, calculate your annual average number of employees, and the total hours worked by all employees for the year. A company executive—such as an owner, an officer of the corporation, the highest-ranking official at the establishment, or their immediate supervisor—must certify the summary by signing it. This certification attests that you have reviewed the records and believe them to be accurate and complete. You must then post this completed Form 300A in a common area where notices to employees are usually posted. The posting period is mandatory: from February 1 to April 30 of the following year.

Protecting Employee Privacy

In certain sensitive situations, you must protect an employee’s identity on the OSHA 300 Log. These are called “privacy concern cases.” According to OSHA standard 1904.29(b)(7), this includes injuries or illnesses involving:

An injury or illness to an intimate body part or the reproductive system.
An injury or illness resulting from a sexual assault.
Mental illnesses.
HIV infection, hepatitis, or tuberculosis.
Needlestick injuries and sharps injuries where the source individual is known or can be identified.
Other illnesses if the employee independently and voluntarily requests that their name not be entered on the log.

For these cases, you do not enter the employee’s name in Column B. Instead, you write “Privacy Case.” You must then maintain a separate, confidential list that links the case number from the log to the employee’s actual name. This separate list must be kept secure.

Employee Access to Records

Employees, former employees, their personal representatives, and their authorized employee representatives have the right to access your injury and illness records. When an authorized individual requests a copy of the OSHA 300 Log, you must provide it by the end of the next business day. For the OSHA 301 Incident Report, you must provide a copy of the report for their specific injury within seven calendar days. When providing the 301, you are permitted to withhold the “Tell us about the employee” section and only provide the “Tell us about the case” section.

Record Retention and Transfer

Your recordkeeping duties don’t end on April 30 when you take down the 300A summary. OSHA requires you to retain the Form 300 Log, the Form 300A summary, and all corresponding Form 301 Incident Reports for five years following the end of the calendar year that these records cover. For example, you must keep your 2023 records until the beginning of 2029. If you sell your business, you must transfer these records to the new owner, who is then responsible for maintaining them for the remainder of the five-year period.

Electronic Reporting Requirements

Many establishments must electronically submit data from their injury and illness records to OSHA. The specific requirements depend on your industry and establishment size, and these rules are subject to change. Generally:

Establishments with 250 or more employees in nearly all industries must submit data from their Form 300A.
Establishments with 20 to 249 employees in certain designated high-hazard industries must also submit their 300A data.
Establishments with 100 or more employees in certain high-hazard industries must also submit data from their Forms 300 and 301.

You should always check the official OSHA website for the latest criteria, deadlines, and instructions for using the Injury Tracking Application (ITA).

Linking Records to Action

Finally, treat your OSHA logs as more than just a compliance task. They are a powerful tool for improving workplace safety. A best practice is to link every entry on your 300 Log to a thorough incident investigation. The log tells you what happened; the investigation should tell you why it happened. This connection allows you to identify root causes, implement effective corrective actions, and ultimately prevent similar incidents from occurring.

Frequently Asked Questions

This section tackles some of the most common questions employers ask about the OSHA 300 Log.

Who must keep an OSHA 300 log and who is exempt?
Most employers with more than 10 employees must keep OSHA records. Key exemptions apply to companies with 10 or fewer employees during the entire previous calendar year and to businesses in certain low-hazard industries as defined by their NAICS code. Always verify your specific status, as exemptions can change.

What makes an injury or illness recordable?
A case is recordable if it is work-related, is a new case, and results in death, days away from work, restricted work or job transfer, medical treatment beyond first aid, or loss of consciousness. A significant diagnosis by a licensed health care professional is also recordable.

How do I count days away and restricted duty?
Count calendar days (not workdays), starting the day after the injury occurred. This includes weekends and holidays. The total count for any single case is capped at 180 days (combined days away and restricted days).

How do I record an injury that aggravates a pre-existing condition?
If an event or exposure in the work environment significantly aggravates a pre-existing injury or illness, it is considered a new, recordable case. You would describe the event on the log as the trigger for the aggravation.

When can I withhold an employee’s name?
You must withhold an employee’s name for “privacy concern cases.” In these situations, write “Privacy Case” on the log. These cases include sensitive injuries (e.g., to an intimate body part), those resulting from sexual assault, mental illnesses, and other specific conditions outlined by OSHA. You must keep a separate, confidential list matching the case number to the employee’s name.

How long must I keep OSHA records?
You must keep the OSHA 300 Log, the 300A summary, and all 301 Incident Reports for five years following the end of the calendar year the records cover.

What if I discover an unrecorded case from a previous year?
You have a duty to ensure your logs are accurate throughout the five-year retention period. If you discover a case that should have been recorded in a previous year (that is still within the retention period), you must update that year’s log with the correct information.

How do I correct errors on a log I already submitted to OSHA electronically?
Your primary obligation is to ensure the records you retain at your facility are accurate. Correct your internal OSHA 300 Log by drawing a single line through the error, writing the correct information, and initialing and dating the change. OSHA’s electronic submission portal (the ITA) does not currently have a function for amending data from prior years that has already been submitted.

Is electronic submission required for my establishment?
It depends on your industry and size. Establishments in certain high-hazard industries or with a large number of employees are required to submit data annually through OSHA’s Injury Tracking Application (ITA). Because the requirements can change, you must visit the OSHA ITA website each year to confirm if you are required to submit data.

What records can employees access?
Employees and their representatives have the right to access your records. You must provide a copy of the OSHA 300 Log by the end of the next business day after a request. You must provide a copy of the relevant OSHA 301 Incident Report within seven calendar days.

Conclusions and Next Steps

Mastering OSHA recordkeeping is an ongoing commitment. The foundation of this commitment is understanding that your OSHA 300 Log is more than a regulatory burden; it is a vital tool for identifying hazard patterns and preventing future incidents. Accurate records protect your employees by highlighting areas needing safety improvements, and they protect your business from significant penalties.

The entire process hinges on a consistent application of the recordability framework. Every incident requires a methodical evaluation: is it work-related, is it a new case, and did it result in one of the specific outcomes that trigger recordability? This systematic approach removes guesswork and ensures every decision is defensible.

Once an incident is deemed recordable, the focus shifts to meticulous documentation. The step-by-step practices for filling out the OSHA Form 300, the summary Form 300A, and the detailed Form 301 are about creating a clear, accurate, and consistent narrative of workplace safety. This includes correctly classifying the injury, precisely calculating days away or on restriction, and protecting employee privacy when required.

Your responsibility does not end when the ink is dry. These records are living documents for five full years. You must have a clear process for correcting errors, updating case information, and retaining the logs securely. Furthermore, the annual posting of the certified Form 300A from February 1st to April 30th is a non-negotiable requirement that provides transparency to your workforce. Staying current with OSHA’s guidance, especially regarding electronic reporting obligations through the Injury Tracking Application (ITA), is essential as these rules evolve.

To translate this knowledge into immediate action, a self-audit is the most effective next step. Use the following checklist to begin strengthening your compliance posture.

Assign a Responsible Person
Designate one individual who has ultimate ownership of the OSHA logs. This person should be thoroughly trained in 29 CFR 1904 and empowered to ensure all records are accurate.
Verify Your Exemption Status
Do not assume you are exempt. Annually verify your NAICS code against OSHA’s partially exempt industries list and confirm your employee count.
Review the Last Five Years of Records
Conduct an internal audit of your OSHA 300 Logs, 300A Summaries, and 301 Incident Reports for the past five years. Check for completeness, calculation errors, and consistency. Correct any errors you find.
Prepare for Form 300A Posting
As the end of a calendar year approaches, begin preparing your data. Double-check all entries on the 300 Log, then transfer the column totals to the 300A Summary. Identify the company executive who will certify the summary before the February 1 posting deadline.
Review Electronic Reporting Obligations
Visit the OSHA Injury Tracking Application (ITA) website to confirm your establishment’s electronic submission requirements. Deadlines are firm, typically March 2nd of the following year.

For ongoing support, the primary source for all official guidance is OSHA itself. The OSHA Recordkeeping page is the best starting point. For blank, fillable forms, refer directly to the Injury & Illness Recordkeeping Forms page. When you need the definitive legal text, the full regulation is found in 29 CFR 1904.

If you need help setting up your recordkeeping system, training your staff, or analyzing your data, consult a certified safety professional. For complex cases that intersect with other laws, it is wise to seek guidance from an experienced employment attorney. Take the most important step now by scheduling a comprehensive internal review of your recordkeeping practices within the next 30 days.

How to Correctly Fill Out the OSHA 300 Log: Step-by-Step Tutorial

What the OSHA 300 Log Is and Why It Matters