What is the OSHA 300 Log? Definition & Requirements
The OSHA 300 log (officially "OSHA Form 300") is the federally-mandated document for recording work-related injuries and illnesses under the Occupational Safety and Health Act. Required by 29 CFR Part 1904, this log tracks each recordable workplace incident throughout the calendar year, capturing critical information including employee name, job title, injury date, location, description, and classification type.
For safety managers in oil and gas, construction, and other high-hazard industries, maintaining accurate OSHA 300 logs is essential for compliance during OSHA inspections, calculating your Total Recordable Incident Rate (TRIR), and meeting operator and client requirements. The OSHA 300 log form (sometimes misspelled as "OHSA 300 log") serves as your primary documentation when enforcement officers review your safety program.
Under current OSHA requirements, employers with 10 or more employees must maintain these logs unless they operate in a partially exempt industry. Oil and gas operations are NOT exempt. They are classified as high-hazard and face full recordkeeping requirements. Each establishment (work location) must maintain separate records, meaning companies with multiple well sites, rigs, or locations need individual logs for each site.
7 days
Recording deadline after learning of injury
5 years
Retention from end of calendar year (29 CFR 1904.33)
180 days
Maximum days away cap per incident
How many employees at your largest establishment?
Free Fillable OSHA 300 Log Download: Smart Excel Template
Pre-configured fillable Excel with features the official printable PDF forms lack:
- Auto-calculating 300A annual summary - no manual totaling
- Dropdown menus for injury classifications - no guessing
- Oil & gas industry ready with professional formatting
Your Excel template arrives instantly. We'll send compliance deadline reminders, then stay quiet unless you sign up.
Need the official blank forms instead? Download from OSHA.gov (PDF)
The Big 3 OSHA Recordkeeping Forms
Every employer needs to understand these three interconnected forms that make up the OSHA recordkeeping system.
| Form | Purpose | When Required | Retention |
|---|---|---|---|
| OSHA 300 | Yearly injury log | Every recordable incident | 5 years |
| OSHA 301 | Incident detail report | Each 300 entry | 5 years |
| OSHA 300A | Annual summary | Feb 1 - Apr 30 posting | 5 years |
Your running log of all recordable injuries and illnesses. One line per case, updated throughout the year.
If a roughneck smashes a finger on the tongs and needs stitches, it goes here. If they just need a band-aid, it doesn't.
Detailed incident report for each 300 entry. Captures what happened, how, and treatment details.
Instead of just "Employee fell," you need "Employee slipped on icy rig matting while carrying a pipe wrench."
Year-end summary posted Feb 1 - Apr 30. Certified by company executive. Required for electronic submission.
You must post this in a visible place (like the doghouse or break trailer) from February 1 to April 30.
OSHA 300 Log Examples: PDF, Excel, or Software?
The OSHA 300 log form is available in several formats, each suited to different organizational needs. The official PDF from OSHA.gov works for basic compliance but requires manual calculations. An OSHA 300 log Excel template offers formula-driven totals and easier data management for small operations. For contractors with multiple locations or 100+ employees requiring electronic submission, dedicated software like BasinCheck automates form generation, incident classification, and ITA portal submission, eliminating manual data entry and calculation errors.
How to Use This Fillable OSHA 300 Form
A fillable OSHA 300 form lets you type directly into form fields, use dropdown selections, and get auto-calculated totals — unlike a static printable OSHA 300A form where you fill in blanks by hand. Our free fillable OSHA 300 Excel template works in three steps:
- Enter each recordable incident using the dropdown menus for injury type, body part, and classification. The form validates your entries so nothing gets missed.
- Watch the 300A auto-calculate — total cases, days away, restricted duty days, and incidence rates populate automatically as you log incidents throughout the year.
- Print or submit electronically — export the completed log as a printable PDF for your facility posting, or use the data for OSHA ITA electronic submission.
Need the official printable OSHA 300A form instead? Download the blank OSHA recordkeeping forms package directly from OSHA.gov — though you will need to calculate all totals manually.
Recordable vs. First Aid: Know the Difference
The most common source of OSHA 300 log errors. Misclassifying first aid as recordable inflates your TRIR and can cost you contracts. Under-reporting gets you fined.
Recordable (Log It) | First Aid Only (Don't Log) |
|---|---|
| Prescription medications | OTC medications (at non-prescription strength) |
| Stitches or sutures | Band-aids, butterfly bandages |
| Days away from work | Observation/monitoring only |
| Restricted duty assignment | Diagnostic tests (X-rays, MRIs) |
| Loss of consciousness | Tetanus shots (preventive) |
| Hearing loss (Standard Threshold Shift) | One-time stretching/warm-up for all workers |
When to Record vs. When NOT to Record
Understanding what constitutes a recordable incident is critical for compliance. Use this quick reference to determine if an injury or illness should go on your OSHA 300 log.
✓ RECORD on Form 300
- •Death: Any work-related fatality
- •Days away from work: Employee misses one or more days
- •Restricted duty: Light duty, limited tasks, job transfer
- •Prescription medications: Any Rx beyond first dose
- •Sutures or staples: Wound closure (not Steri-Strips)
- •Loss of consciousness: Even momentarily
- •Fractures: Any broken bone
- •Physical therapy: PT treatment required
- •Significant diagnosis: Hearing loss, respiratory illness
✗ DO NOT Record (First Aid Only)
- •Band-aids, bandages: Simple wound dressings
- •Butterfly bandages, Steri-Strips: Non-suture closures
- •OTC medications: Aspirin, ibuprofen at non-Rx strength
- •Tetanus shots: Preventive immunizations
- •Eye flushing: Irrigation without prescription
- •Hot/cold packs: Temperature therapy
- •Splinter removal: Surface removal with tweezers
- •Observation only: Doctor visit with no treatment
- •Drinking fluids: Hydration for heat stress
Key Decision Point:
If in doubt, ask: "Did the treatment go beyond what you'd find in a typical first aid kit?" Prescription medications, professional medical procedures, and any treatment requiring a licensed healthcare provider typically make a case recordable.
TRIR = (Recordable Incidents × 200,000) ÷ Total Hours Worked
The 200,000 factor represents 100 full-time employees working 40 hours/week for 50 weeks. Your TRIR is calculated directly from your 300 Log data. Every entry increases it.
Track Incidents Automatically
Generate OSHA 300 logs in seconds. AI-assisted classification ensures accurate recordkeeping without manual data entry.
Privacy Cases: Protecting Sensitive Health Information
Some health conditions require special handling to protect employee privacy. You may enter "privacy case" in Column B instead of the employee name for incidents involving:
| Qualifies as Privacy Case | Does NOT Qualify |
|---|---|
| Sexual assault | Back injuries |
| HIV/Hepatitis/TB diagnosis | Musculoskeletal disorders (MSDs) |
| Mental illness from workplace | Fractures and burns |
When using privacy case designations, you must maintain a separate confidential list linking case numbers to employee names. This information must be available to enforcement officers upon request but is not part of the posted logs.
Common OSHA 300 Log Mistakes That Trigger Audits
Avoid these errors that OSHA inspectors look for during audits.
Scenario
A roustabout twists an ankle. You put him on 'light duty' in the office but don't record it on the 300 Log because he didn't miss a day of work.
Correction
"Restricted Duty" or "Job Transfer" IS a recordable incident. If he can't do his routine job functions (e.g., climbing derricks, moving pipe), it goes on the log - even if you find him something else to do.
Scenario
An injury happens on Tuesday. The employee goes home early. You count Tuesday as a 'Day Away.'
Correction
Do NOT count the day the injury occurred. The count starts the next day. If they are cleared to return the following Monday, you count Wed-Sun = 5 days away (not 6).
Scenario
A temp from an agency gets hurt on your rig. You assume the agency records it.
Correction
OSHA says if you provide day-to-day supervision (you tell them what to do, when to do it, and how to do it safely), YOU are responsible for recording the injury on your log, not the temp agency (29 CFR 1904.31).
Form 300 Examples by Recordable Category
The following examples show how to complete Form 300 for each major recordable category. All scenarios use oil and gas operations to demonstrate realistic injury and illness documentation.
Example: Days Away from Work (Back Injury)
Scenario:
A floorhand strains his lower back while lifting drill pipe during rig-up operations at Well #42. The employee requires three days away from work before returning to full duty.
| Column | Entry |
|---|---|
| A: Case Number | 1 |
| B: Employee Name | Marcus Johnson |
| C: Job Title | Floorhand |
| D: Date of Injury | 03/15/2025 |
| E: Where Event Occurred | Rig floor, Well #42 |
| F: Description | Strained lower back while lifting drill pipe during rig-up operations |
| G-J: Classification | Check "Days away from work" (Column H) |
| K: Days Away | 3 |
| L: Days Restricted | 0 |
| M: Injury Type | Check "Injury" (Column M1) |
Recording Notes:
Count calendar days (not work days) for "days away." The day of injury does not count. Stop counting at the max cap of 180 days. Back injuries from pipe handling are among the most common recordable incidents in oil and gas operations.
Example: Restricted Duty / Job Transfer
Scenario:
A derrickman suffers a hand laceration requiring five sutures while handling pipe. The employee returns on restricted duty (no lifting over 10 lbs) for seven days before returning to full duty.
| Column | Entry |
|---|---|
| A: Case Number | 2 |
| B: Employee Name | David Chen |
| C: Job Title | Derrickman |
| D: Date of Injury | 04/22/2025 |
| E: Where Event Occurred | Derrick, Rig 17 |
| F: Description | Hand laceration from pipe handling; required 5 sutures |
| G-J: Classification | Check "Job transfer or restriction" (Column I) |
| K: Days Away | 0 |
| L: Days Restricted | 7 |
| M: Injury Type | Check "Injury" (Column M1) |
Recording Notes:
Sutures always constitute medical treatment (not first aid), making this case recordable. If the employee can perform all routine functions, it is not restricted duty.
Example: Medical Treatment Beyond First Aid
Scenario:
A roustabout gets chemical splash in their eye while servicing equipment. After flushing, a physician prescribes antibiotic eye drops. The employee returns to work the same day with no restrictions.
| Column | Entry |
|---|---|
| A: Case Number | 3 |
| B: Employee Name | Robert Williams |
| C: Job Title | Roustabout |
| D: Date of Injury | 05/08/2025 |
| E: Where Event Occurred | Tank battery, Lease #15 |
| F: Description | Chemical splash in right eye while servicing equipment; prescribed antibiotic drops |
| G-J: Classification | Check "Other recordable cases" (Column J) |
| K: Days Away | 0 |
| L: Days Restricted | 0 |
| M: Injury Type | Check "Injury" (Column M1) |
Recording Notes:
Prescription medication always constitutes medical treatment, making this recordable even though no time was lost. If only flushing and over-the-counter drops were used, it would be first aid and not recorded.
Electronic Submission Requirements (2026)
All establishments with 250+ employees in any industry, OR establishments with 100-249 employees in high-hazard industries (including oil and gas drilling and well servicing) must submit electronically.
Deadline: March 2, 2026 for calendar year 2025 data
Portal: Submit via OSHA's Injury Tracking Application (ITA)
Format: .csv upload or manual entry
Forms: 300A for all; 300 and 301 also required for high-hazard industries
OSHA Resources & Official Guidance
Access official guidance and ensure your team understands recordkeeping requirements.
Official OSHA.gov Resources
- •Form 300 instructions and guidance documents
- •Recordkeeping topics and frequently asked questions
- •Industry-specific injury data requirements
- •Exemption search by NAICS code
Training Topics for Compliance
- •Recordkeeping procedures and forms completion
- •Injury classification criteria and decision-making
- •Privacy case handling and confidential data
- •Annual posting requirements and deadlines
When Spreadsheets Are Not Enough
Excel templates work for small operations with few incidents. However, several situations indicate it is time to consider dedicated safety software:
- 100+ employees: OSHA requirements mandate electronic submission. Software automates this process.
- Multiple locations: Managing separate spreadsheets per establishment creates compliance gaps.
- Enforcement history: If you have received citations, documented processes demonstrate good faith.
- Audit trail needs: Spreadsheets do not track who changed what and when. Software provides complete data history.
Still managing logs manually?
BasinCheck automates recordkeeping, auto-calculates incident rates, and generates compliant forms ready for electronic submission.
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