Work Accident Report is the document prepared immediately after an accident that clearly records the date, time, place, how the incident occurred, the injury status, witnesses and first aid. In practice, common mistakes are preparing the report late, using vague wording, and leaving witness information incomplete. Under Law No. 6331 the employer must keep records of all workplace accidents and prepare necessary investigation reports. For employees under an employment contract, a workplace accident must be reported to law enforcement immediately and to the Social Security Institution (SGK) within 3 working days after the accident.
What Is a Work Accident Report?
A work accident report is the internal official record of an event that occurred at the workplace or during the performance of work. It is not the same as the notification to SGK, but it forms a primary basis for the SGK process, occupational health and safety investigations, and potential future compensation disputes. Therefore, the report should be written based on concrete facts, not open to interpretation.
According to SGK, for an incident to qualify as a work accident the person must be insured, must have encountered an event, and must have become physically or mentally impaired as a result. The scope under Law No. 5510 is not limited to incidents inside the workplace; it can also include being sent on duty outside the workplace, periods such as breastfeeding leave, and travel with a vehicle provided by the employer.
What to Do Before Filling the Report
After an accident, the priority is not paperwork but health and safety. First, provide first aid to the injured worker, call emergency services (112) if necessary, and secure the scene to prevent a secondary risk. Then preserve the scene, take photos and videos if possible, note the condition of equipment and identify witnesses. This approach reduces the chance of later contradictions.
Information That Must Be Included in the Work Accident Report
The following fields must be completed without omission:
- Victim’s full name, national identity number, position and unit.
- Employer’s trade name and full address.
- Date and exact time of the accident.
- Detailed location where the accident occurred.
- How the incident occurred.
- Injured body part or health effect.
- Who performed first aid and where it was provided.
- Witnesses’ full names and contact information.
- Information about equipment, machines or vehicles involved.
- Personal protective equipment used, if any.
- Date, time of the report and signatures.
These items commonly appear in standard report templates used in practice; in particular, the accident location, time, how it occurred, medical intervention and witness sections must not be left blank.
How to Fill a Work Accident Report Step by Step
1. Enter identity and workplace information
In the first section include the employee’s identity details, personnel or registry number if available, job title and department. Also add the employer’s commercial name and full address. Prefer full wording over abbreviations.
2. Write the accident time clearly
Terms like “morning” or “afternoon” are insufficient. Always record the day, month, year and hour. If shift information exists, include it.
3. Describe the location precisely
Phrases like “production area” are too general. Use a specific description such as “in front of machine No. 2 on the A block press line.” Clear location information is important for later investigations.
4. Describe the sequence of events chronologically
This is the most critical section. Record the chronological sequence, not opinions. For example:
“At 10:20, while placing a sheet metal piece, the worker brought his hand close to the press area. While the machine was running, the right index finger was crushed. The incident was first noticed by two colleagues working on the same line.”
Avoid expressions like “was distracted,” “was at fault,” or “as usual careless.” The report should state facts; it should not render judgments.
5. Add injury and first aid details
Describe the injured area briefly and clearly. If first aid was administered by the workplace health unit, state this; if an ambulance was called, record the time and the hospital to which the person was referred.
6. List witnesses separately
Write witnesses’ full names, job titles and contact information if possible. Include short witness statements. If there are multiple witnesses, list each on separate lines.
7. Note additional evidence
List attachments such as photos, camera recordings, machine maintenance records, shift lists or training certificates in the “Attachments” section. Including such documents strengthens the report. Guidance from universities and public institutions recommends adding photos, witness statements, a site sketch and root cause analysis where available.
8. Complete signatures
Reports are usually prepared by the employer or the employer’s representative; witnesses and, if possible, the injured worker should sign. If the worker does not agree with the contents, they may record an objection. An unsigned or one-sided document may lose evidentiary value later. Practical guidance emphasizes that the report should be signed by the employer, an authorized person and any witnesses.
Sample Template for Correct Completion
| Bölüm | Yazılması Gereken |
|---|---|
| Çalışan Bilgileri | Ad soyad, T.C. no, görev, birim |
| İşyeri Bilgileri | İşveren unvanı, adres, bölüm |
| Kaza Zamanı | Tarih, saat, vardiya |
| Kaza Yeri | Açık alan/bölüm/makine bilgisi |
| Olay Özeti | Nası l oldu, hangi işlem sırasında oldu |
| Yaralanma | Etkilenen uzuv, görülen durum |
| İlk Müdahale | İlk yardım, ambulans, hastane sevki |
| Tanıklar | Ad soyad, görev, kısa beyan |
| Ekler | Fotoğraf, kamera, kroki, bakım kaydı |
| İmzalar | İşveren vekili, çalışan, tanıklar |
Common Mistakes
Vague descriptions
Phrases like “suddenly fell” are too vague. Specify what the person was doing when they fell, the condition of the ground, the equipment used and the exact time.
Assigning fault in the report
The report should not contain expressions such as “fully at fault” or “their mistake” that aim to determine legal outcomes. Fault assessment is made during investigation and adjudication stages.
Preparing a report without witnesses
If witnesses exist, record them. If there are no witnesses, explicitly state that no witnesses were present.
Delayed preparation
Reports prepared hours or days later increase the risk of memory loss and contradictions. The best practice is to prepare the report the same day after immediate safety measures have been taken.
Is the Work Accident Report the Same as the SGK Notification?
No. The report is the employer’s internal record of the event. The SGK notification is the legal reporting obligation under the legislation. For employees covered under 4/a, the employer must notify law enforcement immediately and SGK within 3 working days. Notification can be made via e-insurance or the “Work Accident and Occupational Disease Notification Form.” Law No. 6331 also obliges the employer to record all workplace accidents and prepare the necessary reports.
Notification Deadlines and Penalties in 2026
The following table provides a practical summary:
| Obligation | Deadline |
|---|---|
| Notification to law enforcement | Immediately |
| Employer notification to SGK | Within 3 working days after the accident |
| Health service provider’s notification to SGK | Within 10 days at the latest |
If the accident notification is not made within the required time in 2026, administrative fines apply depending on the workplace hazard class and number of employees. According to PwC Turkey’s 2026 fine schedule, amounts range between 44,443 TL and 133,329 TL. In addition, in case of late notification, temporary incapacity payments that should have been paid to the insured up to the notification date may be collected from the employer.
How to Write a Short Example Incident Description
The following phrasing is close to the recommended style:
“On 20.04.2026 at approximately 14:35, an employee working in the packaging department lost balance while stacking boxes and fell to the floor. As a result of the fall, the employee experienced pain and limited movement in the left wrist. Two colleagues from the same department were the first to arrive at the scene. First aid was provided by the workplace first aider, and the employee was then referred to the hospital.”
This example contains no opinions, only facts. This is the language expected in the report.
Practical Checklist for Employers
- Provide medical assistance first.
- Secure the accident site.
- Record photos, videos and equipment condition.
- Identify witnesses.
- Prepare the report the same day.
- Notify law enforcement immediately.
- Complete SGK notification within 3 working days.
- Prepare a root cause analysis and internal investigation report.
Frequently Asked Questions
Who fills out the work accident report?
Generally the employer or the employer’s representative prepares it. In practice, occupational safety specialists, human resources or supervisors may assist, but responsibility rests with the employer.
Is the worker’s signature mandatory on the report?
The worker’s signature is very useful but may not always be possible. If the worker cannot sign, note this on the report and ensure witness and authorized signatures are completed.
How many copies of the work accident report should be prepared?
There is no single official requirement for the number of copies; in practice at least two copies are preferred. One stays in workplace records and another is filed for procedural use.
How many days does the employer have to notify SGK?
For employees covered under 4/a the employer must notify SGK within 3 working days after the accident. Law enforcement must be notified immediately.
What happens if the report is filled out incorrectly?
An incomplete or inconsistent report complicates the investigation process, weakens evidentiary value and creates legal risk for the employer. Therefore every detail should be recorded objectively and as close to the time of the incident as possible.