Reporting a Workplace Injury: A Clear Guide for Ontario Employers

When a workplace injury happens, it can be stressful for everyone involved. As an employer in Ontario, you have clear legal responsibilities under the Occupational Health and Safety Act (OHSA) and the Workplace Safety and Insurance Act (WSIA). Acting quickly, calmly, and correctly protects your employee, supports compliance, and reduces further risk to your business.

Here’s what you need to know about injury reporting, required forms, and the proper next steps.

Step 1: Ensure immediate medical attention

Your first priority is the health and safety of the injured worker.

• Call emergency services if needed.
• Provide first aid.
• Arrange safe transportation to a medical facility if required.

If the injury requires medical treatment beyond first aid or results in lost time, you will likely need to submit a formal workplace accident report to the Workplace Safety and Insurance Board (WSIB).

Step 2: Document the incident

Every employer should complete a detailed work incident report as soon as possible after the event. This internal documentation should include:

• Date, time, and location of the incident
• Description of what occurred
• Names of witnesses
• Nature of the injury
• Immediate corrective actions taken

Thorough documentation supports compliance, helps prevent repeat incidents, and may be required during inspections or claims reviews.

Step 3: Report to WSIB (if required)

Under Ontario law, you must report a workplace injury to the WSIB by completing Form 7 – Employer’s Report of Injury/Disease if the injury results in:

• Health care treatment beyond first aid
• Time away from work
• Earning less than regular pay (e.g., working fewer hours or being paid less per hour)
• Modified duties at reduced pay
• Modified work at regular pay for more than seven calendar days following the date of the accident

This form must be submitted within three business days of learning about the injury.

Failing to meet injury reporting timelines can result in penalties, so prompt action is essential.

Step 4: Notify the Ministry of Labour (When applicable)

Certain incidents must also be reported to the Ministry of Labour, Immigration, Training and Skills Development (MLITSD).

You must notify them if there is:

• A fatality
• A critical injury
• A work refusal
• An occupational illness

This notification is required immediately by phone or other direct communication, followed by a written report within 48 hours.

Reporting critical injuries and fatalities

Under OHSA, a critical injury includes injuries such as:

• Life-threatening conditions
• Major blood loss
• Amputation
• Loss of sight
• Fractures of the skull, spine, arm, or leg
• Severe burns

In the event of a fatality or critical injury, you must:

1. Immediately notify the Ministry of Labour, the joint health and safety committee (or representative), and the union (if applicable).
2. Preserve the scene of the incident (with limited exceptions to prevent further injury).
3. Submit a written report within 48 hours outlining the circumstances and corrective measures.

These cases are serious and often involve investigation. Having expert guidance ensures you meet every obligation confidently.

Preventing future incidents

After completing your workplace accident report, review your health and safety program. Conduct a root cause analysis and implement corrective actions such as:

• Updated procedures
• Additional training
• Equipment repairs or upgrades
• Policy revisions

Proactive safety management strengthens compliance and protects your team.

Need help with injury reporting?

Handling a workplace injury properly isn’t just about paperwork, it’s about protecting your people and your business. If you’re unsure about reporting requirements, timelines, or investigation procedures, professional guidance can make all the difference.

Call Peninsula’s experts today at (1) 833-247-3652 for clear, practical guidance on injury reporting and OHSA compliance. We’re here to help you navigate every step with confidence and peace of mind.