Workplace Accident Report Form (Kenya)

A Workplace Accident Report Form in Kenya records the particulars required for the matter it documents.

Section 22 of the Occupational Safety and Health Act No. 15 of 2007 creates a two-tier notification obligation. Under Section 22(1), where a workplace accident results in the death of any person, the employer must notify DOSH immediately — and in any event within 24 hours of the accident — by the fastest available means. Under Section 22(2), where a workplace accident causes bodily injury to any person that prevents the injured person from performing their normal duties for more than three consecutive days (excluding the day of the accident), the employer must notify DOSH within seven days of the accident using the prescribed accident notification form. Section 22(3) of the Occupational Safety and Health Act No. 15 of 2007 requires employers to maintain an Accident Register at the workplace recording all accidents and dangerous occurrences, which must be available for inspection by DOSH Occupational Safety and Health Officers (OSHOs) at any time.

DOSH operates under the Ministry of Labour and Social Protection in Kenya and is the principal regulatory authority responsible for administering the Occupational Safety and Health Act No. 15 of 2007. DOSH employs Occupational Safety and Health Officers (OSHOs) authorised under Section 35 of OSHA 2007 to enter and inspect any workplace, examine the accident register, investigate accidents, take statements from witnesses, and initiate prosecutions for OSHA offences. The DOSH Director is appointed under Section 30 of the Occupational Safety and Health Act No. 15 of 2007 and has oversight of all OSHA enforcement activities across Kenya's 47 counties.

The National Industrial Training Authority (NITA) and the National Social Security Fund (NSSF) both interface with workplace accident records. NSSF administers the Work Injury Benefits Act No. 13 of 2007 (WIBA), which provides compensation to employees injured at the workplace. Under Section 22 of the Work Injury Benefits Act No. 13 of 2007, employers must also notify NSSF of every workplace accident causing death, incapacity, or disease within 24 hours. The DOSH accident report and the NSSF WIBA notification are separate but complementary statutory requirements — completing the DOSH Workplace Accident Report Form does not discharge the employer's notification obligation under the Work Injury Benefits Act No. 13 of 2007.

The Occupational Safety and Health Act No. 15 of 2007 Section 22(6) makes failure to notify DOSH of a workplace accident a criminal offence. Conviction carries a fine of up to KES 300,000 or imprisonment for up to six months, or both, under Section 85 of OSHA 2007. Repeat offences attract higher penalties. Employers who fail to maintain the statutory Accident Register or who submit false information in accident reports commit separate offences under Section 22(7) and Section 22(8) of the Occupational Safety and Health Act No. 15 of 2007.

A Workplace Accident Report Form under Section 22 of the Occupational Safety and Health Act No. 15 of 2007 must be completed whenever a workplace accident occurs in Kenya that meets the reporting threshold — and best practice requires completing a report for all workplace incidents regardless of severity.

A Workplace Accident Report Form must be completed and submitted to DOSH within 24 hours where a workplace accident results in the death of any employee, contractor, visitor, or other person at the workplace. Fatal accidents at Kenyan construction sites regulated by the National Construction Authority (NCA) under the National Construction Authority Act No. 41 of 2011, at factories regulated under the Factories Act (Cap. 514), and at mining operations regulated under the Mining Act No. 12 of 2016 must all be reported to both DOSH and the relevant sector regulator.

A Workplace Accident Report Form must be completed and submitted to DOSH within seven days where an accident at the workplace causes bodily injury that prevents the injured employee from performing their normal duties for more than three consecutive days. This three-day trigger is calculated from the day after the accident (excluding the day of the accident itself) and applies to all categories of workplace — offices, factories, construction sites, farms, hospitals, schools, and any other place where persons are employed under the Employment Act No. 11 of 2007.

A Workplace Accident Report Form must be completed for dangerous occurrences — near-miss events defined in the Second Schedule to the Occupational Safety and Health Act No. 15 of 2007, including collapse of scaffolding, explosion of a vessel under pressure, electrical short circuits causing fire, and failure of load-bearing equipment at heights. These near-miss events carry the same notification obligation as injury accidents under Section 22 of OSHA 2007.

An Accident Report Form is also required under the Work Injury Benefits Act No. 13 of 2007 when an employer wishes to notify NSSF of a compensable injury for the purpose of triggering the WIBA compensation process. Employers registered with NSSF must submit a separate WIBA employer notification in addition to the DOSH OSHA form.

A Kenya Workplace Accident Report Form under Section 22 of the Occupational Safety and Health Act No. 15 of 2007 must contain the following elements to satisfy DOSH requirements, support any Work Injury Benefits Act No. 13 of 2007 compensation claim, and provide a complete internal record for the Accident Register.

Employer and Workplace Details: The full legal name of the employer, the workplace address and county, the DOSH Workplace Registration Number (issued on registration of the workplace under Section 10 of OSHA 2007), the type of industry (classified under the Kenya National Industrial Classification), and the employer's NSSF Employer Number for WIBA cross-referencing. Every workplace employing more than 20 persons must be registered with DOSH under Section 10 of the Occupational Safety and Health Act No. 15 of 2007.

Accident Details: The exact date, time, and location of the accident within the workplace; a clear factual description of how the accident occurred; the task the injured person was performing at the time; any machinery, equipment, or substances involved; and the environmental conditions at the time (lighting, weather, floor condition). DOSH Occupational Safety and Health Officers (OSHOs) conducting accident investigations under Section 35 of OSHA 2007 will scrutinise this section carefully.

Injured Person's Details: Full name, National ID number, job title, employment status (permanent, casual, contractor), date of employment, and the name and contact details of next of kin. For foreign nationals, passport number and work permit details under the Immigration and Citizens Services Act No. 34 of 2011 should be recorded.

Nature and Extent of Injury: Description of the injury or disease, the part of the body affected, the severity (minor, serious, fatal), and the name of the medical facility where the injured person was treated. Medical treatment at an accredited hospital — whether Kenyatta National Hospital (KNH), Nairobi Hospital, Aga Khan University Hospital, or a County Referral Hospital — should be documented with the attending physician's name.

Witness Details: Names, contact information, and statements of all persons who witnessed the accident. Witness statements must be obtained promptly under Section 22 of the Occupational Safety and Health Act No. 15 of 2007 while the facts are fresh, and retained in the Accident Register.

Immediate Corrective Actions: Steps taken immediately after the accident — first aid, equipment isolation, area cordoning, and emergency services called. Longer-term preventive measures recommended following the accident investigation should also be documented to demonstrate proactive OSHA compliance.

Responsible Officer: The name, title, and signature of the employer or the employer's authorised officer (typically the Safety and Health Officer appointed under Section 13 of OSHA 2007 for workplaces with more than 20 employees) who completes and certifies the report.

Forms-legal.com provides this Kenya Workplace Accident Report Form template as a practical compliance tool for Safety and Health Officers, HR managers, and employers meeting their obligations under the Occupational Safety and Health Act No. 15 of 2007 and the Work Injury Benefits Act No. 13 of 2007.

Additional compliance elements for a Workplace Accident Report Form (Kenya) used in Kenya include: Under the Employment Act No. 11 of 2007, the Employment and Labour Relations Court (ELRC) adjudicates workplace disputes in Kenya. Section 35 of the Employment Act 2007 governs termination of employment. The National Social Security Fund Act No. 45 of 2013 mandates employer contributions to NSSF. The Social Health Insurance Fund (SHIF) replaced NHIF in 2024. The Kenya Revenue Authority (KRA) administers PAYE under the Income Tax Act (Cap. 470). Forms-legal.com provides this template as a starting point for Kenya-compliant documentation.