Customer & Employee Injury Reporting

Standardized injury and incident reporting procedures for both customer slip-and-fall incidents and employee workplace injuries in the retail environment.

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What this document covers

Retail stores must maintain comprehensive injury reporting systems for both employees and customers. OSHA requires employers with more than 10 employees to maintain injury and illness records (Forms 300, 300A, and 301), and retail is classified as a recordkeeping-required industry. Beyond OSHA compliance, documenting customer incidents (slip-and-fall, falling merchandise, automatic door injuries) is critical for premises liability defense. Without contemporaneous incident reports, stores face devastating exposure in personal injury lawsuits. This document establishes standardized reporting procedures, investigation protocols, and documentation requirements for every incident that occurs on store premises.

Key sections included

Employee injury reporting procedure and timeline
Customer incident documentation protocol
OSHA 300/300A/301 Log maintenance
Incident investigation procedures
Witness statement collection
Photograph and video preservation
Medical treatment referral procedures
Annual OSHA 300A summary posting (February 1–April 30)

Frequently asked questions

Do I have to fill out an OSHA 300 Log for every injury?

You must record work-related injuries and illnesses that result in death, days away from work, restricted work, transfer, medical treatment beyond first aid, loss of consciousness, or a significant injury/illness diagnosed by a physician. Minor first-aid-only incidents do not require 300 Log entries but should still be documented internally.

Should I fill out a report for a customer who slips but says they're fine?

Absolutely. Always document the incident even if the customer declines medical attention. Many slip-and-fall lawsuits are filed weeks or months after the incident. Your contemporaneous report is your best defense.

How long do I keep injury records?

OSHA requires you to retain the 300 Log, 300A Summary, and 301 Incident Reports for 5 years following the end of the calendar year they cover. Retain customer incident reports for at least as long as your state's statute of limitations for personal injury (typically 2-6 years).

Document details

Legal basis: 29 CFR 1904 (OSHA Recordkeeping); state premises liability statutes; OSHA Form 301 requirements
Enforced by: Occupational Safety and Health Administration (OSHA); state occupational safety agencies
Penalty for absence: OSHA fines up to $15,625 per recordkeeping violation. Failure to maintain OSHA 300 Log: per-instance fine for each unrecorded injury. Premises liability lawsuits without documentation: average retail slip-and-fall claim is $20,000–$50,000; severe cases exceed $1 million.
Category: Health & Safety

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