Free tool · for site supervisors & small-employer safety leads
Free TRIR Calculator & Near-Miss Report Pad
Two common ways to put a number on site safety are the total recordable incident rate (TRIR) and the DART (days away, restricted or transferred) rate. Both are the same arithmetic — cases × 200,000 ÷ hours worked, where 200,000 hours is 100 full-time workers at 2,000 hours a year, so sites of different sizes compare. This free incident-rate calculator is one spreadsheet tab: 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 comes with a printable near-miss report pad, four cards to cut and keep where people work, so the close calls get written down before anyone is hurt. Both open on a worked example year from a fictitious company, so you can check the math before you type your own.
Take it with you — free, no signup
Direct download. No email, no account — just the files.
What it does
- Calculates TRIR and DART rate on the standard 200,000-hour base from a year's case counts and hours worked, for up to six years side by side.
- Works out near misses per recordable — how many close calls get reported for each recordable case — and says plainly that it is not a safety score on its own.
- Keeps first-aid-only cases beside the rates, not in them, so the count is on the page without inflating TRIR.
- Opens on a worked example year — 4 recordable cases, 2 DART cases, 16 near misses and 121,759 hours worked, giving a TRIR of 6.57, a DART rate of 3.29 and 4.0 near misses per recordable. The company is fictitious; replace its row with yours.
- Includes a printable Near-Miss Report pad: four cards asking what happened, what could have happened and what would stop it, with a supervisor sign-off line, plus a worked example of the rate math.
- Works in Excel and LibreOffice, and in Google Sheets once imported — no macros, no signup, and nothing saved anywhere but your own copy.
Related reading
Own it, don't rent it
Want the rates to keep themselves?
This calculator works one whole year at a time from counts you have already gathered. The full workbook gathers them for you: one log for every near miss, first-aid case and recordable injury or illness; a 60-month hours ledger that gives you rates for every month and the last 12 months; 200 corrective-action rows that show what is overdue; the totals OSHA's Form 300A asks for; and a dashboard ranking the locations, tasks, event types and body parts that keep coming up. It is one 9-tab file for Excel and Google Sheets, with a 15-page guide, a first-hour incident guide, a 5 Whys worksheet and printable report forms.
A one-time purchase you keep in your own drive — no seats, no subscription, nothing that stops working because a plan lapsed.
Not advice: this is a record-keeping aid, not compliance or legal advice. It does not decide what is recordable, and it does not replace OSHA Forms 300, 300A or 301. The example company and its figures are fictitious. Once filled in, the report cards can name the people involved — keep them somewhere private. Free to use and to share as-is; please don't resell it.