1
Set the scene
Start with context
Fill the frame
2–3 ft for close-ups; keep ladders, cords and workers fully in view.
Incident reporting
OSHA 301 incident report — how to fill it out, when it's due, and what it can't do for you
The OSHA 301, the Injury and Illness Incident Report, is the detailed record behind each case on your OSHA 300 log. You complete one for every recordable injury or illness within 7 calendar days of learning about it, and a workers' comp or insurance form can stand in for it if it contains the same information. The 301 stays in your files for five years — it is not how you report a serious injury to OSHA. In a signed-in account, OSHA Scan's injury log has a case form with the questions Form 301 asks and prints an equivalent 301, but you write the details and decide what is recordable. Its photo scans check the area where something happened for visible hazards like spills, damaged racking, and equipment left in aisles, so the condition and the fix are documented with a date. The free checklist below covers every field.
Photo scan: no account needed (you may be asked for the free phone Access Pass) · Template downloads: free account required
The 301 records one case — the floor shows whether there will be another
Most 301s are filled out by a supervisor at the end of a bad day, and it shows: 'employee slipped', 'hurt back lifting', 'cut hand'. The form asks for more — what the worker was doing just before, how the injury happened, the body part and how it was affected, and the object or substance that did the harm — and that detail is what makes a case useful later, when someone tries to understand why the same injury keeps happening. The seven-day deadline leaves time to get it right, and a workers' comp first report can serve as the 301 only if it captures the same information.
A 301 also has a limit: it documents an event, not the conditions around it. In the example photo, a supervisor writes up a report in a warehouse aisle where a spill is still spreading, a rack upright is bent near its base, and a pallet jack sits in the travel path. OSHA Scan flags each of those with a possibly related standard and a corrective action. The scan doesn't decide what caused an injury or write the report — it gives you a dated record of the area, before and after the fix.
Write the 301 so it helps the next investigation
The case description fields are where most 301s fall short. 'Employee slipped' tells nobody anything. A useful report reads like a short narrative: what the worker was doing ('walking the aisle to pick an order with a pallet jack'), what happened ('slipped on fluid leaking from equipment'), the injury ('sprained left wrist'), and the object or substance ('wet floor, hydraulic fluid'). The OSHA form includes examples in the same spirit, and the same detail is what an insurer, a safety committee, or an inspector looks for when comparing cases. Vague reports hide patterns; specific ones show when several slips in a year trace back to the same leak.
The 301 is a record, not an investigation. Many employers pair it with a short root-cause review — what failed, why, and what changes — because the hazard behind a case often still exists elsewhere in the building. Photos taken at the time make that review more accurate than memory. Scanning the area with OSHA Scan when the case is reported, and again after the fix, gives you a dated view of the spill, damaged rack, or blocked aisle and of the correction, without treating the photo as a diagnosis of what caused the injury.
How to fill out the OSHA 301 incident report
Run through these steps before crews start — each one covers a visible gap the AI can help you catch.
- 1
Confirm the case is recordable
Only recordable cases need a 301. Check that the injury or illness is work-related, is a new case, and meets a general recording criterion before you start.
- 2
Complete the employee and treatment fields
Enter the employee's name, address, date of birth, date hired, and gender, then the treating physician or other health care professional, the facility, and whether the employee went to an emergency room or was hospitalized overnight.
- 3
Tie the report to the log
Add the case number from the 300 log, the date of the injury or illness, the time the employee began work, and the time of the event.
- 4
Describe the case in specific terms
Explain what the employee was doing just before, what happened, the injury and the body part affected, the object or substance that caused it, and the date of death if the employee died.
- 5
Sign, file, and fix the cause
Record who completed the form, their title, phone, and the date; keep it for five years; and correct the hazard behind the case. A dated photo scan of the area documents the condition and the fix.
What a photo scan adds to an incident report
A 301 describes what happened. A photo scan of the area documents the conditions that were there — and the ones still waiting to cause the next report.
Floor conditions
Spills, leaks, and wet patches in aisles and walkways — the conditions behind many slip-and-fall cases.
Racking and storage
Bent or twisted uprights, unstable stacks, and overloaded shelving near where people work.
Equipment in the path
Pallet jacks, carts, and material left in travel aisles, where they become trip and struck-by hazards.
Dated before and after
Scan the area when the case is reported and again after the fix; each scan is time-stamped for your records.
Demo: the report a scanned photo comes back with
Scan a photo like the one above and this is the report you get — score, findings, OSHA references, and fixes. It is an illustrative example, clearly marked — not live scan data.
Example report
Illustrative — not live scan dataCompliance score
61
Lower means more potential hazards found
Score uses visible confirmed findings only. Not a safety certification.
3 confirmed · 0 need review · 0 positive
2 High1 Medium3 locked
1Liquid spill spreading across the aisle floor
HighPossibly related to walking-working surface condition (29 CFR 1910.22(a))
Observed condition: A wet patch in an aisle used by people and pallet jacks is a slip-and-fall waiting to happen — the kind of case that ends up on a 301.
Corrective action: Block off and clean up the spill now, find and fix the source, and keep absorbent and a spill kit close to the aisle.
High confidence
2Rack upright visibly bent and twisted near its base, with loaded pallets above
HighPossibly related to secure material storage (29 CFR 1910.176(b))
Observed condition: A damaged upright can lose capacity in ways you can't see, and a collapse brings down every loaded level above it.
Corrective action: Unload the bay and keep people out of it, have the upright assessed and replaced following the rack manufacturer's guidance, and add upright protectors where equipment turns.
High confidence
3Pallet jack left parked in the middle of the travel aisle
MediumPossibly related to clear aisles and passageways (29 CFR 1910.176(a))
Observed condition: Unattended equipment in a travel aisle is a trip and struck-by hazard, especially when the floor is also wet.
Corrective action: Return the pallet jack to a designated parking spot out of travel aisles, with the forks lowered.
High confidence
AI-generated analysisThese findings are potential hazards flagged by AI from a single photo. They are a starting point for your own review — not an official OSHA determination. Verify conditions on site with a qualified person before acting.
Try it free
Now scan your own photo — free
Upload a photo like the one above and get a compliance score and hazard count. No account needed to scan, though you may be asked for the free phone Access Pass — create a free account to unlock the full report.
- Visible conditions in the incident area — spills, damaged racking, equipment left in aisles
- The OSHA standard each finding may relate to, with a corrective action ranked by risk
- A dated scan you can keep with your investigation notes — the 301 itself stays yours to complete
Live OSHA hazard analysis
One lifetime free photo scanPhoto scan — freeVideo walkthrough scan — free account
1Upload photo
2AI analysis
3See report
Use the real site or facility name. If you save the scan after signup, it becomes the report name.
Three angles, one deeper scan
Only the wide shot is required — every extra angle gives the AI more places to look.
Required: Set the scene — one wide shot lets the AI sweep the whole area at once
Stand at the entry point and capture corner to corner: floors, ladders, scaffolds, and everyone at work
or choose from your library
Drop a job-site photo or walkthrough video
Click to upload, drag & drop, or snap a photo on site. Photos scan free with no signup and no card — you may be asked for the free phone Access Pass. Video walkthroughs (up to 3 min) run on a free account.
References relevant OSHA standardsPrivate - deleted in 48h unless you save it
Accuracy boosters
Small habits, sharper scans
2
Capture clearly
Make the frame usable
Light it right
Keep the sun or lights behind you — glare and shadows hide hazards.
Tap to focus
Tap the hazard on screen and hold still one second — blur can't be flagged.
3
Choose the useful view
Give the AI room to understand
Go landscape
Turn your phone sideways — a wider frame catches more of the scene.
No job-site photo handy?
or scan with video
Only upload photos you have permission to use, and avoid images showing personal, customer, or confidential information. Demo photos and results are held privately for up to 48 hours so you can save them to a free account; unclaimed photos are deleted automatically. Results are an AI-assisted preliminary review, not an official OSHA determination.
New: Video walkthrough scans
Record up to 3 minutes of your site — the AI extracts frames and categorizes findings with exact timestamps. Free account required.
Get the best results
Wide shot first
Stand at the entrance and photograph the entire work area so AI sees the full context
Hazard areas
Photograph elevated surfaces, equipment, electrical panels, and anywhere workers are active
Close-ups last
Move in close on anything damaged, missing, or that looks risky — the AI catches more detail
The 10-point OSHA 301 incident report checklist
Every field and deadline on the incident report, in order. The first four are free — create a free account to unlock the rest and scan your own work areas for the conditions behind your reports.
- 1
Start the 301 when you learn of a recordable case
You have seven calendar days from receiving information that a recordable injury or illness occurred, and every case on the 300 log needs one.
- 2
Or use an equivalent form
A workers' comp first report of injury or an insurance form can replace the 301 if it has the same information, is as readable and understandable, and is completed using the same instructions. Add any 301 fields it lacks.
- 3
Fill in the employee information
Full name, street address, date of birth, date hired, and gender.
- 4
Record who provided treatment
The physician or other health care professional, the facility if treatment was given away from the worksite, and whether the employee was treated in an emergency room or hospitalized overnight as an in-patient.
Free printable templatePDF · US Letter
OSHA Form 301 Incident Report Review Checklist
Use this form to check each incident report after it is filled in. It is a review aid, not Form 301, and it has no space for employee details: keep those only on the OSHA form or an equivalent form.
On the form
- 10 checklist items with Yes / No / N/A boxes and room for notes
- 4 points to confirm separately with records or a qualified person
- A corrective-action log and sign-off lines
- Federal references checked against the eCFR on October 10, 2026
A free account is required to download it.
Non-English documents are automated translations, not official OSHA translations. Citations, limits and names are kept as written.
OSHA Scan template — not an official government form and not legal advice.
Record each 301 in OSHA Scan
The injury log's case form asks for the information Form 301 does, keeps each case with the site's 300 log, and prints an equivalent 301. Team members can send an injury report for a manager to review. You write the details and decide what is recordable. A free account includes on-screen use and one form download.
Start your injury log freeWhat the AI can and can't detect
OSHA Scan reads a single photo. That makes it fast and easy for anyone on site — but it also means it has real limits. Here's an honest look at both.
What it can catch from a photo
- Spills, leaks, and wet floors in the photographed area
- Visible damage to racking, such as bent or twisted uprights
- Equipment and material left in aisles and walkways
- Whether a hazard documented after a past incident still appears in a new photo
What a photo can't tell it
- What happened during an incident or what caused an injury
- Whether a case is recordable or how it should be classified
- Medical details, treatment, or an employee's work status
- Whether the 301 or an equivalent form was completed on time
OSHA Scan gives an AI-assisted preliminary review from a photo. It does not replace an on-site inspection by a qualified safety professional, and a compliance score is not an official OSHA determination.
AI photo hazard review
Snap a photo of the job site, and the AI categorizes findings against OSHA standards.
Consistent corrective actions & JHA
Each finding includes consistent corrective actions and structured JHA outputs. Check items off as your crew resolves them.
Compliance scoring
Every inspection gets a deterministic 0-100 compliance score derived from hazard severity, so you can track sites at a glance.
A prioritization aid based on recorded findings—not a certification or a complete measure of site safety.
PDF & Excel exports
Generate detailed inspection reports and export data to Excel for record-keeping and stakeholders.
A qualified person must review AI-flagged items before making safety decisions. Do not replace required comprehensive safety walkthroughs with AI reports. Features, limits, and downloads depend on your account’s plan and permissions.
OSHA Scan in Action
See the workflow click into place
Illustrative AI-assisted workflows. Review the findings; they are not a compliance certification.
Always confirmed by a person on site
A scan is a fast first look, not the final word. Before treating this kind of area as safe, a competent person should still confirm:
- The 301 or equivalent was completed within 7 calendar days of learning of the case
- The case number matches the entry on the 300 log
- Fatalities, hospitalizations, amputations, and eye losses were reported to OSHA separately and on time
- The cause was investigated and the fix applied everywhere the hazard exists
People also ask
When do I have to fill out an OSHA 301?
Within seven calendar days after you receive information that a recordable work-related injury or illness occurred (29 CFR 1904.29(b)(3)). Each recordable case on the OSHA 300 log needs its own 301 or equivalent report, and the case numbers on the two forms should match.
Can I use a workers' comp form instead of the OSHA 301?
Yes, if it is equivalent. OSHA accepts a workers' compensation, insurance, or other report in place of the 301 when it contains the same information, is as readable and understandable, and is completed using the same instructions as the OSHA form (29 CFR 1904.29(b)(4)). Compare your state's first report of injury against the 301 field by field, and add anything it doesn't ask for — such as what the employee was doing just before the incident.
Does filling out the 301 count as reporting the injury to OSHA?
No. The 301 is a record you keep. Severe injuries have to be reported directly to OSHA: a work-related fatality within 8 hours, and an in-patient hospitalization, amputation, or loss of an eye within 24 hours (29 CFR 1904.39), by phone, online, or in person at an area office. Some larger establishments in designated industries also submit 301 information electronically once a year, but that annual submission is separate from severe-injury reporting.
Who can see an employee's 301?
The injured employee, a former employee, or their personal representative can get a copy of that employee's 301 by the end of the next business day after asking. An authorized employee representative can get the case information section of the 301s — what happened and how, without the personal details — within seven calendar days (29 CFR 1904.35). Treat the rest as confidential.
Does OSHA Scan write my incident report?
You write it; OSHA Scan gives you the place to do it. The injury log in a signed-in OSHA Scan account has a case form that asks for the information Form 301 does, keeps each case with its site's 300 log, and prints an equivalent 301. Team members can send a short injury report that waits for a manager to review. You and your team write the details and decide whether the case is recordable; OSHA Scan doesn't investigate incidents or decide what caused an injury. If a case involves a death, an in-patient hospitalization, an amputation, or the loss of an eye, the log shows OSHA's reporting window and who to contact, and you report it yourself. Separately, a photo scan of the area flags visible hazards — like the spill, bent rack upright, and pallet jack in the example — with a possibly related standard and a corrective action, and the dated report can sit alongside your own investigation notes.
Reviewed by OSHA Scan Editorial
This content is produced by the OSHA Scan Editorial team and reviewed with AI assistance. It is general safety information, not legal or compliance advice. OSHA Scan is an independent tool and is not affiliated with, endorsed by, or certified by OSHA or the U.S. Department of Labor.
Keep exploring
More ways to see what an AI OSHA scan can do for your site.
The AI OSHA inspection tool
The overview hub — how the scanner works and every job, site, and hazard it covers.
OSHA 300 log
The running log each 301 sits behind — who keeps it and how to fill it out.
OSHA 300A summary
The year-end summary of your log: certifying, posting, and electronic submission.
OSHA recordable injury
The test that decides which cases need a 301 in the first place.
Warehouse safety inspection checklist
Spills, racking, and aisles — the conditions behind many warehouse incident reports.
OSHA: Report a Fatality or Severe Injury
How to report a fatality within 8 hours, or a hospitalization, amputation, or eye loss within 24 hours — separate from the 301.
Official resource — osha.govA full sample report
See a complete labelled example of everything a scan returns.
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