First Aid Record Form

An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.

What a first aid record form is

A first aid record form documents each occasion first aid is given at work, capturing the basic facts of the injury or illness and the treatment provided. It is often kept in or with the first aid kit or treatment area.

This is an educational overview with a simplified example. It is not an official template and not medical advice — it does not tell anyone how to treat an injury, and treatment should only be given by a suitably trained first-aider.

Purpose

• Record the facts of an injury or illness and the first aid given.
• Provide a reference if symptoms develop or follow-up care is needed.
• Help link minor treatments to any later accident report.
• Support review of first aid provision and common injury types.

Who completes it

• The first-aider who provided the treatment.
• With the injured person’s account where they are able to give it.
• The employer decides who is an appointed or trained first-aider.
• Personal health information must be handled with care.

When it is used

• Whenever first aid is given for an injury or sudden illness at work.
• For minor treatments as well as more serious ones.
• At the time of treatment, so the record is accurate.
• When something treated as minor later needs follow-up.

Typical fields

• Name of the injured or unwell person and the date and time.
• What happened and the nature of the injury or illness.
• The first aid treatment given.
• Whether further care, referral or an ambulance was needed.
• Name of the first-aider and a signature.
• Example fields only — adapt to your process and the applicable law.

Common mistakes

• Not recording minor treatments that later turn out to matter.
• Storing sensitive health information without proper confidentiality.
• Failing to escalate a minor record into an accident report when needed.
• Incomplete records that cannot support follow-up care.

Document workflow

A first aid record often sits alongside, and can feed into, an accident report form where an injury warrants it. It supports any return to work form and body map injury form, and patterns across records may prompt a review of the risk assessment and first aid provision.

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

Retention (high level)

First aid records contain personal health data and are usually kept securely for a period set by the applicable law and the employer’s data-protection duties. This page does not state a period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

First aid records are sometimes kept on paper and scanned to PDF, or completed digitally, and stored securely because they contain health information. Exporting to PDF supports the record; it does not make it official or guarantee compliance, and access should be controlled.

Employer checklist

• Provide suitable first aid arrangements and trained first-aiders.
• Make sure treatments are recorded, including minor ones.
• Store health information securely and limit access.
• Review records to check provision and spot recurring injuries.

Worker notes

• Tell a first-aider promptly if you are injured or unwell.
• Give an accurate account of what happened.
• Follow any advice to seek further care.

Country considerations

First aid requirements, who may give treatment and how health records must be handled vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not medical or legal advice.

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

Who is responsible

The employer is responsible for suitable first aid provision, for recording treatments, for protecting the health data these records contain and for compliance. This page is an educational overview with a template example; it does not provide medical advice and does not transfer responsibility.