How to Write a Letter Concerning a Work Accident

Kristin Swain reports:

"A letter concerning an accident at work provides written documentation of the incident. This type of documentation may be necessary for your Human Resources file, management review of the accident or your union representative, if applicable. Being able to write a letter about the accident allows you to give an accurate, detailed description of the events without influence from outside sources, such as other coworkers or management...Any letter that you write needs to be composed and submitted as soon as possible after the accident occurs. This allows you to address the issue in a timely manner while also recounting [the] event while the details are fresh in your mind and can be easily remembered accurately. A copy of the letter should be submitted to all applicable people including members of management, HR, your supervisor and your union. Make sure to sign all copies and keep a copy for yourself. You can also submit the letter via email, using your email address and the time stamp in lieu of your signature...Correctly documenting the accident is extremely important to any investigation into the incident or worker's compensation claims that are opened as a result of the incident. When you begin to structure your letter, create a short introduction that tells who you are and how you relate to the incident. Also give the date and time that the accident occurred. Use the body of the letter to recount the events leading up to the accident in as much detail as possible, starting at the beginning. Only include relevant information, such as the location of the accident, what caused [it and] if there was any company property involved, such as machinery or office equipment...Make note of anyone who was in the immediate vicinity when the accident occurred. Document their full names, locations, what department they work with and what they were doing at the time. Write down anyone who was also involved in the accident and what their role in the events was. By doing this, management can contact any witnesses to the incident if they need a statement, or to ask questions, as a part of the investigation into the accident...Note any injuries that you personally sustained as a result of the accident. You can name others that you believe were injured, but leave it up to them to report the nature of their injuries to management, unless you are writing the letter as a witness...List any remedies that you are considering for help with damages, such as an intention to file for worker's compensation or if you are considering a lawsuit to cover the cost of resulting medical bills. Do not admit fault. Simply state the events of the incident as they occurred from your point of view. If necessary the company may launch an investigation to determine fault."