First Aid Log

Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.

What a first aid log is

A first aid log (sometimes a treatment book) is a record of each occasion first aid is given in the workplace, capturing the basics of the incident and the care provided so there is a clear, dated account.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their log records and how the sensitive data in it is protected.

Purpose

• Record that first aid was given, when and by whom.
• Capture the nature of the injury or illness and the treatment.
• Help spot patterns that may point to a workplace hazard.
• Support the wider accident and incident records.

Who maintains it

• The first-aider records the treatment they gave.
• A nominated person keeps the log secure and current.
• Access is tightly controlled because the data is health-related.
• The employer decides who maintains it and how it is protected.

When it is used

• Each time first aid is given, however minor.
• When a first aid event also needs an accident report.
• During reviews to spot recurring injuries or illnesses.
• When checking first aid provision is adequate.

Typical fields

• Date, time and location of the treatment.
• Person treated and the nature of the injury or illness.
• Treatment given and any onward referral.
• First-aider’s name and signature.
• Whether an accident report was also raised.
• Example columns only — adapt to your process and the applicable law.

Common mistakes

• Storing health data with no real access control.
• Not recording minor treatments, so patterns are missed.
• Failing to link serious first aid events to an accident report.
• Keeping the log indefinitely with no retention rule.

Document workflow

A first aid log often runs alongside the incident chain: first aid is given and logged, and where the event is an accident an accident report form is completed and the accident register updated. Recurring entries may feed a hazard or risk assessment review.

See the related documents below for what is commonly used with and completed after a first aid log entry.

Retention (high level)

First aid records contain health data, so they are generally kept securely for a period set by the applicable law and the employer’s data-protection duties, then disposed of safely. This page does not state a required period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

First aid records may be kept on paper or digitally and exported to PDF for secure storage. Because the data is sensitive, sharing should be limited; exporting to PDF supports the record but does not make it official or prove compliance.

Employer checklist

• Make sure first-aiders record treatments promptly and securely.
• Protect the health data with strict access control.
• Link serious events to an accident report and the register.
• Set and follow a retention and secure-disposal rule.

Worker notes

• Let the first-aider record any treatment you receive.
• Your health information should be handled with care and kept private.
• A first aid record may sit alongside an accident report for the same event.

Country considerations

First aid provision and record-keeping requirements vary by country and workplace, and health data carries extra protection that differs by jurisdiction. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for adequate first aid provision, accurate records, protecting the health data and for compliance. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.