How to Document a Work Injury, Step by Step

What you do in the first days after a work injury can shape everything that follows. Good records show what happened, when it happened, and how it affects your life. Without them, even a valid claim can hit roadblocks. Here is what to save and how to keep it organized.

Put your injury report in writing

Telling your supervisor in passing is not enough. The general rule in Montana is to report a work injury to your employer within 30 days of the accident, and a written report gives you clear proof that you did.

Your report should include:

• Your name and your supervisor's name.
• The date, time, and exact location of the accident.
• A short, specific description of what happened.
• The parts of your body that were hurt.
• The names of anyone who saw it.

Keep a signed or date-stamped copy. If you send it by email, save the sent message.

Take photos

Photos are simple, powerful evidence. If you can do it safely, photograph:

• The scene, including any equipment, ladder, floor, or machine involved.
• Hazards such as spills, loose cords, or missing guards.
• Your visible injuries, starting on day one and as they change.

Phone photos usually record the date and time automatically, which helps establish a timeline.

Get witness information

Coworkers who saw the accident, or saw you right after it, can back up your account. Write down their full names and how to reach them. Do it soon: people change jobs, and memories fade.

See a doctor and keep the records

Get medical care as soon as you can, even if the injury seems minor. Some injuries, especially back and head injuries, get worse over several days.

At your appointments:

• Tell the provider the injury happened at work.
• Describe all of your symptoms, not just the worst one.
• Ask for copies of reports, prescriptions, and any work restrictions.
• Keep every appointment and follow the treatment plan.

Gaps in treatment or a long delay before seeing a doctor can give an insurer a reason to question your claim.

Hold on to your pay stubs

Wage-loss benefits are based on what you earned before you were hurt. Collect your recent pay stubs, including overtime and any second job. If you are paid in cash, write down the dates, hours worked, and amounts received.

Keep a symptom journal

A simple daily journal can be one of the most useful records you have. Each day, jot down:

• Your pain level and where you feel it.
• Activities you can't do, or that are now harder.
• How you are sleeping and how you are feeling.
• Medications you take and how they affect you.

It doesn't need to be long. A few lines a day show how the injury is affecting your life.

Be careful what you sign

Read every document your employer or the insurer hands you before you sign it, and ask a lawyer if anything is unclear. Be especially cautious with:

• Statements that describe the accident in words that aren't yours.
• Medical authorizations that go beyond your injury and open up your entire health history. Filing a workers' compensation claim in Montana generally authorizes release of the medical information relevant to your injury, so be cautious about anything broader.
• Settlement or release agreements that close out your claim.

You can also politely decline to give a recorded statement until you have had a chance to get advice.

Checklist

• Written report to your employer, with a dated copy.
• Photos of the scene and your injuries.
• Witness names and contact information.
• Medical records, prescriptions, and work restrictions.
• Recent pay stubs.
• An up-to-date symptom journal.
• Copies of every letter and form you receive.
• Notes from each call with the insurer.

Talk to us

If you were hurt at work and want to make sure your claim is well documented, we can go through it with you. The consultation is free, confidential, and available in English or Spanish. We will help you organize your evidence and understand what comes next.