Workplace Accident: Reporting, Investigation and Employer Responsibilities

A workplace accident is any event in which an employee suffers an injury or health damage while performing job duties. In such situations, the employer must immediately provide assistance to the injured employee, document the circumstances of the incident, conduct an investigation, and complete the N-1 form within the established deadlines. Proper actions during the first minutes affect not only employee safety but also the company’s legal exposure.

For accountants, lawyers, and HR specialists, it is important to understand that every stage — from notifying the Labour Inspectorate to registering the documentation — is strictly regulated. Mistakes in paperwork or failure to follow the investigation procedure can lead to fines, claims from controlling authorities, and operational complications for the company.

In this article, we provide a detailed overview of how to properly document a workplace accident, which documents the employer must prepare, when an emergency response plan must be developed, and how to conduct evacuation drills in accordance with Moldovan legislation.

What Is Considered a Workplace Accident in Moldova

A workplace accident is any incident in which an employee suffers an injury, health damage, or death while performing job duties or carrying out an assignment from the employer. This includes both individual injuries and incidents involving multiple victims.

Classification of Workplace Accidents

1. By severity:

• Minor — an injury that does not require long-term treatment.
• Severe — an injury that results in permanent loss of work capacity.
• Fatal — the employee dies as a result of the incident.

2. By number of affected persons:

• Individual case
• Group accident — two or more people injured at the same time
• Major incident — large-scale accidents, fires, building collapses, chemical leaks, etc.

When an Incident Is Considered a Workplace Accident

An incident is considered work-related if it:

• occurred on company premises or off-site while performing an assigned task;
• happened while the employee was acting under direct instruction from management;
• was caused by work equipment, tools, or company transportation;
• occurred during evacuation, training, briefing, or a business trip;
• took place while the employee was on duty or waiting for assignment (on standby, visiting a client).

When an Incident Is NOT Considered Work-Related

An incident is generally not classified as a workplace accident if:

• the injury occurred during personal time, unrelated to work;
• the incident happened while the employee was under the influence of alcohol or drugs, without connection to job duties;
• the injury resulted from the employee’s intentional actions;
• the incident occurred due to a gross violation of safety rules, which the employee had been trained on and acknowledged in writing.

Examples of Common Incidents

• falling from height during repair work;
• electric shock;
• injury while operating machinery, tools, or lifting equipment;
• burns and chemical injuries;
• traffic accident during job-related travel;
• injury during loading and unloading operations.

Employer Actions in the First Minutes After an Incident

Correct actions in the first minutes after a workplace accident directly impact the life and health of the injured person, as well as the employer’s legal safety. In Moldova, the sequence of actions is strictly defined: assistance → documentation → notification → reporting.

Below is a step-by-step algorithm that every HR specialist, accountant, and department manager must know.

Step 1. Provide first aid and ensure the safety of others

• immediately stop work in the affected area;
• remove employees from the danger zone;
• disconnect equipment or eliminate the source of danger;
• provide first aid to the injured person (or call the occupational safety officer);
• if necessary — call the emergency service at 112.

Important: any delay is recorded and may be considered a violation by the employer.

Step 2. Document the circumstances of the incident

Documentation must be performed before any third-party intervention (except medical staff and rescuers).

What must be recorded:

• the accident site (photos/videos);
• the position of equipment, objects, and tools;
• impact traces (breaks, leaks, ruptures, spills);
• weather conditions (if the incident occurred outdoors);
• witness statements.

This information becomes the evidentiary basis for the investigation.

Step 3. Notify the competent authorities

Depending on the severity of the incident, the employer must inform:

• Labour Inspectorate (ITM)
• The company’s Occupational Safety Officer
• The insurance company
• In specific cases — the police, civil protection services, or medical institutions

Notification must be made immediately, especially in severe, group, or fatal cases.

Step 4. Inform accounting and the HR department

Why this is important:

• accounting must estimate payment obligations;
• HR must issue the sick leave, collect statements and documents;
• the HR department participates in forming the investigation committee.

Step 5. Preserve the accident scene until the committee arrives

If the situation allows (no danger to life), the accident site must remain unchanged:

• do not move equipment;
• do not remove traces;
• do not take objects away;
• do not clean the area.

This requirement is often violated — and it is one of the most common reasons for objections from the Labour Inspectorate.

How to Document a Workplace Accident: Required Forms and Deadlines

Documenting a workplace accident is a mandatory and strictly regulated procedure. The employer must collect all necessary documents, conduct the investigation, and complete the N-1 form within the established deadlines. Mistakes at this stage may lead to fines, denial of insurance payments, and claims from the Labour Inspectorate.

Below is the complete list of required documents, the documentation procedure, and the deadlines that must be followed.

Documents the employer must collect

1. Site inspection report

Includes:

• a description of the site and circumstances;
• sketches, photos, and video recordings;
• the condition of equipment and materials.

Used as the basis for the commission’s conclusions.

2. Statements from the injured employee and witnesses

• written explanations regarding the incident;
• a description of the victim’s actions before the incident;
• mention of any safety violations, if they occurred.

If the injured person cannot write — a report is drawn up with witness participation.

3. Medical report

A document issued by a medical institution indicating:

• the nature of the injury;
• the severity level;
• diagnosis and recommendations;
• the date of seeking medical care.

The medical report plays a key role in determining whether the incident qualifies as a workplace accident.

4. Workplace accident registration log

Records:

• the date;
• the time;
• the location;
• information about the injured employee;
• a brief description of the event.

5. N-1 Form (primary document)

The N-1 form includes:

• the circumstances of the incident;
• the commission’s conclusions;
• the causes of the accident;
• the responsibility of the employer or employee;
• measures to prevent a recurrence.

The form is signed by all members of the commission and delivered to the injured employee against signature.

Who prepares the documents

• The investigation commission (appointed by the employer)
• The occupational safety officer
• The HR department
• The accounting department (records payment obligations)

In serious cases — representatives of the Labour Inspectorate.

Documentation Deadlines

Specifics of Documenting Severe, Group, and Fatal Accidents

• the Labour Inspectorate participates;
• the police and civil protection services become involved;
• investigation deadlines are automatically extended;
• additional reports and protocols are prepared;
• reports are submitted to supervisory authorities.

When an Incident Is Registered as an Occupational Disease

A workplace incident may be classified as an occupational disease if:

• the health damage results from long-term exposure to harmful factors;
• there is a confirmed connection with working conditions;
• the diagnosis is established by a medical commission.

The Procedure for Investigating a Workplace Accident

An investigation is a mandatory procedure that confirms the circumstances of the incident, determines the causes, assesses the responsibility of the parties, and forms the basis for the N-1 form. All actions follow a regulated process, and the results are documented.

Formation of the Investigation Committee

The committee is formed on the day of the incident. It includes:

• the employer’s representative (chair of the committee);
• the occupational safety officer;
• the HR representative;
• a trade union representative (if applicable);
• a representative of the injured person (if needed).

For severe, group, or fatal incidents, participation of a Labour Inspectorate officer is mandatory.

The committee must be independent and objective, otherwise the Labour Inspectorate may reject the investigation results.

How the Investigation Is Conducted: Step-by-Step

Step 1. Inspection of the accident site

The committee re-documents:

• equipment and tools;
• the layout of objects;
• the technical condition of the work area;
• accident traces.

They rely on photo/video evidence taken immediately after the incident.

Step 2. Collecting statements and documents

The committee examines:

• statements from the injured employee;
• witness testimonies;
• medical examination results;
• internal procedures and job descriptions;
• safety training logs;
• evacuation plans and emergency response plans (if relevant).

Step 3. Analysis of the accident causes

Causes are divided into three categories:

• Organizational: lack of training, improper work organization, violation of procedures.
• Technical: faulty equipment, lack of protective mechanisms.
• Personal (behavioral): employee violation of safety requirements.

Each factor is evaluated separately to determine the employer’s level of responsibility.

Step 4. Formulating conclusions and recommendations

The committee must determine:

• whether the incident is work-related;
• who committed violations;
• which measures must be taken (training, equipment repair, procedure updates);
• how to prevent similar incidents in the future.

Step 5. Completing the N-1 Form

The final document includes:

• a description of the incident;
• analysis of the causes;
• committee conclusions;
• signatures of all members;
• attachments: diagrams, photos, protocols, statements.

The injured employee must receive a copy of the N-1 form within 1 day against signature.

The employer must store the documents for at least 45 years.

Extension of the Investigation

If the investigation cannot be completed within the initial deadline (complex circumstances, severe injuries, judicial investigation), the employer may extend the process by up to 15 days, stating the reason in an official order.

What Happens After the Investigation Is Completed

• the N-1 form is sent to the injured employee;
• accounting calculates payments;
• HR prepares documents related to temporary incapacity for work;
• responsible staff receive instructions to eliminate violations;
• for severe cases, reports are sent to the Labour Inspectorate.

Employer Liability: Fines and Risks

If a workplace accident is officially recognized as work-related, the employer becomes subject to a number of legal obligations. Failure to follow investigation procedures, incorrect documentation, or lack of safety measures can lead to serious legal, financial, and reputational consequences.

Below are the main types of liability that companies, HR specialists, and accountants should be aware of.

Administrative Liability

The employer may face administrative sanctions for:

• lack of or violations in occupational safety training;
• failure to train employees;
• non-compliance with safety regulations;
• incorrect completion of the N-1 incident form;
• failure to notify the Labour Inspectorate on time;
• obstructing the work of the investigation committee.

The amount of fines depends on the severity of consequences and the number of violations.
In severe or group accidents, fines are significantly higher.

Civil Liability

The company must compensate the injured worker for:

• lost income;
• treatment and rehabilitation costs;
• additional expenses (medication, medical supplies, transport);
• moral damages — as determined by the court.

These payments are imposed on the employer regardless of fault.

Criminal Liability

Applies in cases of:

• serious bodily injuries;
• employee death;
• gross violations of occupational safety requirements;
• proven negligence or concealment of information.

The following individuals may be held responsible:

• the company director;
• the department manager;
• the occupational safety engineer/officer;
• other persons who committed violations.

Penalties range from fines to imprisonment.

Financial Risks for the Business

In addition to direct fines and compensations, an incident may result in:

• increased insurance premiums;
• additional inspections by the Labour Inspectorate;
• temporary suspension of operations in the affected area;
• court expenses;
• loss of reputation and client trust.

Risks for Accounting and HR

The accounting and HR departments are responsible for the accuracy of:

• calculating compensation for the injured worker;
• processing sick leave documentation;
• maintaining training and safety logs;
• storing and archiving documents;
• providing accurate data to inspectors.

Any error in these areas may be considered a violation of labour legislation.

Emergency Response Plan: When It Is Mandatory and How to Develop It

An Emergency Response Plan (ERP) is a document that outlines the actions employees must take in case of an accident, fire, explosion, chemical leak, structural collapse, or other dangerous events. The ERP helps minimize the consequences of emergencies and ensures employee safety.

This document is not mandatory for all companies — requirements depend on the type of activity and risk level.

When an ERP Must Be Developed

The plan is mandatory for enterprises where there are:

• explosive and flammable materials;
• chemical substances or toxic elements;
• high voltage, pressure, or temperature;
• high-risk or hazardous equipment;
• storage areas with elevated risks;
• production processes involving combustible substances;
• facilities with large numbers of people (depending on activity).

The ERP is also required in organizations that need special protection from technological and industrial risks.

Objectives of the ERP

• preventing major accidents;
• minimizing the impact of incidents;
• training employees on correct actions;
• ensuring readiness of management and response teams;
• establishing a clear action algorithm for emergencies.

What the Emergency Response Plan Includes

The document must contain:

1. Description of potential emergencies

• types of risks;
• sources of danger;
• potential scenarios and scale.

2. Notification and alert system

• who reports the event;
• whom to contact;
• how information is transmitted.

3. Employee action algorithm

For each emergency scenario, the plan must define:

• actions of management;
• actions of workers;
• actions of safety officers;
• evacuation procedures.

4. Maps and site diagrams

• evacuation routes;
• location of fire-extinguishing equipment;
• hazard zones.

5. Contacts of response services

• fire department;
• civil protection;
• emergency response teams;
• medical institutions.

6. Responsible persons

Indicating:

• full name;
• position;
• telephone numbers;
• area of responsibility.

How Often an Emergency Response Plan Must Be Updated

• annually — for high-risk enterprises;
• when the technological process changes;
• after evacuation drills;
• after an accident or remarks from the Labour Inspectorate.

Outdated or irrelevant plans are considered a violation of occupational safety requirements.

Who Develops the Emergency Response Plan

• the occupational safety engineer;
• the department manager;
• industrial safety specialists;
• subject-matter experts.

Many companies outsource the development of the ERP to avoid mistakes and fines.

Evacuation Plans and Evacuation Drills: 2025 Requirements

The evacuation plan and regular evacuation drills are mandatory elements of occupational safety and fire protection systems. They allow employees to practice emergency actions in case of fire, accidents, or other emergencies, and allow the employer to demonstrate compliance with legal requirements.

When an Evacuation Plan Is Required

An evacuation plan is mandatory if the company has at least one of the following conditions:

• premises with large gatherings of people;
• offices, warehouses, and production areas with multiple exits;
• buildings where more than four employees work;
• facilities subject to fire safety inspections;
• areas where combustible materials or equipment are used.

In practice, most organizations are required to have an evacuation plan, including offices, retail locations, industrial premises, service stations, warehouses, medical and educational institutions.

Evacuation Plan Requirements for 2025

The plan must include:

• clear evacuation routes;
• designation of evacuation exits;
• location of fire extinguishers, fire safety panels, and communication tools;
• placement of first-aid kits;
• the evacuation procedure and action algorithm;
• identification of high-risk zones.

The document is prepared as a diagram, accompanied by text instructions, and displayed in visible areas.

How to Properly Conduct Evacuation Drills

Evacuation drills are practical training sessions simulating employee actions during a fire or emergency. Their purpose is to test staff readiness and to practice the evacuation algorithm.

Stages of conducting drills:

1. Preparation stage

• assigning responsible persons;
• checking alarm systems and communication tools;
• informing employees about the date and time.

2. Conducting the drill

• activating a simulated alarm;
• employees moving along the evacuation routes;
• closing doors and shutting down equipment (according to the scenario);
• controlling assembly points.

3. Evaluation of results

The responsible team records:

• evacuation time;
• employee mistakes;
• route “bottlenecks”;
• improvement recommendations.

How often drills must be conducted

• at least once a year — basic requirement;
• more frequently — if there is increased danger or inspector remarks;
• additional drills — after layout changes, renovations, or space reorganization.

How to Document the Results of Evacuation Drills

After the drill, the following documents must be prepared:

• evacuation drill report, including:

  • the date;

  • participants;

  • duration;

  • identified nonconformities;

  • corrective actions;

• order for conducting the drill (may be issued beforehand);

• entry in the training logbook.

These documents may be requested by the Labour Inspectorate or the fire safety service.

Prevention of Workplace Accidents: What the Employer Must Do

Preventing workplace accidents is a key element of the occupational safety system. Most incidents can be avoided if the employer provides timely training, maintains equipment properly, and follows organizational safety measures.

Below are the main requirements that help reduce risks and protect employees.

Regular Training and Instruction

The employer must provide:

• introductory safety training — for all new employees;
• initial on-the-job training;
• periodic refresher training (recommended every 6 months or more often for hazardous jobs);
• unscheduled training — after equipment changes, incidents, or detected violations;
• targeted briefings — for one-time hazardous tasks.

All training activities must be recorded in official logbooks.

Use of Personal Protective Equipment (PPE)

The company must provide employees with:

• helmets, safety goggles, protective clothing;
• respirators, gloves, hearing protection;
• special footwear;
• protection against high temperatures, chemicals, and other risks.

PPE must be supplied on time, in the required quantity, and in proper condition.

Inspection and Maintenance of Equipment

The employer must ensure regular:

• inspection of machines and mechanisms;
• technical maintenance;
• repair of faulty components;
• operation documentation;
• authorization to work only for trained personnel.

Faulty equipment is one of the main causes of accidents.

Occupational Risk Assessment

Companies are required to:

• identify hazardous factors;
• perform workplace audits;
• analyze and reduce risk levels;
• update assessments when processes change.

The results are used to develop training programs, ERP/PLSA, and evacuation plans.

Monitoring Working Conditions

This includes:

• lighting, ventilation, noise levels;
• condition of fire-fighting equipment;
• state of evacuation routes;
• availability of first-aid kits;
• order and cleanliness in workplaces.

Violations of these standards often lead to injuries.

Documentation of Occupational Safety

The employer must maintain:

• training logbooks;
• drill reports;
• equipment inspection acts;
• orders appointing responsible persons;
• accident registration logs.

The absence of documentation is considered a violation, even if training was actually conducted.

Why Outsourcing Occupational Safety Is Beneficial

Many companies choose outsourcing because it:

• reduces management responsibility;
• eliminates documentation errors;
• minimizes inspection fines;
• saves time for HR and accounting;
• provides access to qualified specialists;
• simplifies passing inspections.

How Intelcont Helps Companies Comply with Occupational Safety Requirements

Occupational safety is an area where mistakes are dangerous and costly. An incorrectly completed report, an expired training session, or the absence of an evacuation plan can lead to serious fines, suspension of operations, and even criminal liability. This is why many companies in Moldova choose professional support.

Intelcont provides comprehensive occupational safety services that help employers fully comply with the law and minimize risks.

Development and Management of Occupational Safety Documentation

Intelcont specialists prepare and update all mandatory documents:

• training logbooks;
• orders appointing responsible persons;
• accident registration logs;
• inspection reports;
• occupational safety instructions;
• professional risk assessment reports;
• evacuation plans;
• ERP/PLAS (Emergency Response Plans).

All documents are prepared correctly, in accordance with labour inspectorate requirements.

Conducting Trainings, Briefings and Knowledge Assessments

We organize:

• introductory and initial briefings;
• periodic and unscheduled briefings;
• training employees in safe working methods;
• evacuation drills;
• knowledge assessments on safety regulations.

All activities are documented officially and pass inspections without remarks.

Participation in Workplace Accident Investigations

In the event of an incident, Intelcont specialists:

• assist the employer in correctly documenting the circumstances;
• participate in the investigation commission;
• ensure the correct completion of the N-1 accident report;
• support communication with the labour inspectorate;
• advise accounting and HR on payments and required documentation.

This minimizes the risk of the investigation being declared invalid.

Workplace Conditions Audit and Improvement Recommendations

Intelcont experts perform:

• workplace analysis;
• assessment of technical equipment;
• identification of hazardous factors;
• recommendations to reduce risks;
• verification of compliance with legal requirements.

We help companies prevent accidents, not just respond to them.

Support During Labour Inspectorate Checks

Intelcont provides:

• preparation of the company for inspections;
• assistance during the inspector’s visit;
• elimination of identified violations;
• preparation of the documentation package;
• consultations on correcting errors.

This significantly reduces the likelihood of fines.

Benefits of Working with Intelcont

• a team of qualified specialists;
• deep knowledge of Moldovan labour legislation;
• ready-to-use templates and document management systems;
• a personalized approach based on industry and specific risks;
• minimization of legal and financial risks;
• saving time and resources for HR and accounting departments.

Conclusion

A workplace accident is always a stressful situation for both the company and its employees. However, proper and timely documentation, a competent investigation, and full compliance with occupational safety requirements help minimize risks and protect employees as well as the business from fines and legal consequences.

The employer must ensure workplace safety, conduct safety trainings, develop evacuation and emergency response plans, and in case of an incident — act promptly and correctly complete the N-1 accident report. For accountants, HR specialists, and lawyers, it is essential to know every stage of the procedure to avoid mistakes and comply with labour inspectorate requirements.

If you want to reduce risks, ensure compliance with regulations, and receive professional support, Intelcont specialists are ready to help — from preparing documentation to participating in investigations and assisting during inspections.