An incident and near-miss log for Excel and Google Sheets that keeps every near miss, first-aid case and recordable injury or illness in one place, then turns it into the numbers a small company is asked for: monthly and rolling 12-month TRIR and DART rates, a near-miss ratio, overdue corrective actions, and year-end totals shaped like OSHA’s Form 300A.
It is built for the person who keeps the safety record without a safety department: a site supervisor, an office manager, a safety coordinator, or the owner of a small shop or contracting business. It is a record-keeping aid, not legal or compliance advice. It does not replace OSHA Forms 300, 300A or 301, and it does not decide whether a case is recordable. You make that call; the workbook keeps the record consistent.
One log for near misses, first aid and recordables
A small company can end up with three records: a near-miss sheet nobody opens, a first-aid book, and the OSHA log. This workbook puts all three on the Incident Log, one row per event, with 500 rows already built.
You choose the event class on each row: near miss, first aid only, or recordable. For a recordable case you also pick the outcome (death, days away, job transfer or restriction, or other recordable), the injury or illness type and the days involved. The calculated columns then work out:
- whether the row is recordable and whether it is a DART case
- for a recordable, a record-by date 7 calendar days after the event and whether it made the log on time. The rule starts the 7 days when you learn of the case (29 CFR 1904.29(b)(3) (opens in new tab)); counting from the event date is the cautious reading
- an Entry check that names anything missing or contradictory
- the OSHA case number, the month and the year
- the corrective actions linked to the event, or NONE LOGGED for a near miss or recordable with no action yet
First-aid cases and near misses are counted everywhere they matter, but they never reach the 300A totals.
How does the 180-day cap work?
The regulation lets you stop counting days away and restricted days at 180 (29 CFR 1904.7(b)(3)(vii) (opens in new tab)). The cap is optional, so it is a Yes/No switch on Setup. It is on by default; set it to No to turn it off. When it is on, the log counts days away and restricted days together up to 180. Type the real calendar days either way; the workbook keeps both.
Rolling 12-month TRIR and DART rates from your monthly hours
TRIR and the DART rate both need hours worked, a number that is easy to lose track of until year end. The Hours tab is a 60-month ledger: type the hours worked and the average headcount as each month closes.
The Rates tab turns that ledger and the log into, for every month:
- recordables, DART cases, first-aid cases and near misses
- the month’s TRIR and DART rate (cases times 200,000, divided by hours worked, the standard OSHA formula; how to calculate an incident rate walks through it)
- the rolling 12 months behind it: hours, cases, TRIR, DART rate and near misses per recordable
- a flag that reads Partial until a full year of hours is in
In the fictional example, 2025 closes with 4 recordables and 2 DART cases over 121,759 hours: a TRIR of 6.57 and a DART rate of 3.29.
Corrective actions that stay tied to the event
The Corrective Actions tab has 200 action rows. Pick the Log ID an action fixes and the event date, location and class fill in. Add the root-cause category, the control type, an owner and a due date, and each action is marked:
- OVERDUE - past due and not completed
- DUE SOON - due inside the window you set on Setup
- ON TRACK or DONE
- NO DUE DATE - no due date entered yet
Days open and whether it closed on time are worked out too. The Dashboard counts open, due-soon and overdue actions, and the number of near misses and recordables with no action logged.
Year-end totals, a break-room board and a dashboard
The Year-End Summary adds up, for the year you choose, the totals Form 300A asks for: deaths, days-away cases, job transfer or restriction cases, other recordables, days counted, injury and illness types, average employees and hours worked. First-aid cases and near misses sit beside those totals, never on them. It lists checks to clear before you copy the numbers, the dates to post the summary (February 1 to April 30, 29 CFR 1904.32(b)(6) (opens in new tab)), the electronic submission date where 1904.41 (opens in new tab) applies, the 5-year retention date (1904.33 (opens in new tab)), and a block for the company executive who certifies it.
The Board tab prints a simple safety board: days since the last recordable case, days since the last first-aid or recordable case, and this year’s recordable cases, near misses and fixes completed.
The Dashboard shows the year at a glance, the rolling 12 months, and 4 rankings (by location, task, event type and body part), each with a line naming where to focus next.
Do you need to keep the OSHA 300 log at all?
Setup walks through the two partial exemptions: 10 or fewer employees company-wide at all times last calendar year (29 CFR 1904.1 (opens in new tab)), and a partially exempt low-hazard industry (1904.2 (opens in new tab)). It also checks the electronic submission rule (1904.41 (opens in new tab)). Serious events still have to be reported to OSHA either way (1904.39 (opens in new tab)). These references were checked against 29 CFR Part 1904 in September 2026. The example answers are illustrative; check your own situation against the current rule.
The guides and printable forms
- Start Here guide (15 pages) - every tab, the as-of date, the optional cap, hours and rates, and what the workbook does not do
- First-Hour Incident Guide - a checklist for the hour after an incident
- 5 Whys Root-Cause Worksheet - the method, a worked example tied to the sample log, and 2 printable worksheets that map onto the Corrective Actions columns
- Incident & Near-Miss Report Forms - a printable Incident Report and 4 near-miss cards to keep where people work
Works in Excel and Google Sheets
Open the .xlsx in Excel, or use the one-click link in the download to make your own native copy of the Google Sheet, with nothing to import. The workbook opens on a fictional example company, frozen at a fixed as-of date so it looks exactly as shown; clear the example entries and that date, and it runs on today. The Start Here guide says what to clear and which calculated columns to leave alone.
Try the free version first
Only need the rates for one year, or a stack of report cards for the shop floor? The free near-miss report pad and incident-rate calculator gives you four printable near-miss cards and a one-tab calculator: type a year’s recordable cases, DART cases, near misses and hours worked, and it returns TRIR, DART rate and near misses per recordable. It opens on the same fictional example year as this workbook. No email, no signup.
It keeps no log, tracks no fixes and works one whole year at a time. The full workbook adds the single log, the monthly hours ledger, rates for every month and the 12 months behind it, and a corrective action tied to each case.
Own it, don’t rent it
This is a file you buy once and keep in your own drive: no seats, no subscription, and nothing that stops working because a plan lapsed.
