A sudden injury at work can shake your life. You may feel pain, fear, and pressure to get back on the job. You might also worry that no one will believe how you got hurt. In Virginia, what you write down in the first hours and days after an injury can decide if your workers’ comp claim is accepted or denied. Careful notes protect you. Clear records support your memory months later when details start to fade. They also give your doctor and any work injury attorney the facts they need to fight for you. This guide shows you how to document your injury from the first moment. You will see what to write, who to tell, and which records to keep. Strong proof does not erase your pain. It does give you a fair chance to get medical care and wage loss benefits.
Step One: Report the Injury Right Away
In Virginia you must report a work injury to your employer within 30 days. If you wait, the insurance company can use that delay against you. Fast reporting is your first record.
Do three things as soon as you can:
- Tell your direct supervisor in clear words
- State that you were hurt at work while doing your job
- Ask to make a written incident report
When you report, use simple facts. Avoid guessing. If you do not know something, say you do not know.
Example:
- “I hurt my lower back today at 2:15 p.m. while lifting boxes in the stockroom. I felt sharp pain and had to stop working.”
Then ask for a copy of any report you sign. Keep it in a safe place at home.
Step Two: Create Your Own Injury Journal
You cannot trust memory alone. Pain, stress, and time all change how you recall events. A written journal anchors your story.
Use a notebook or a notes app. Start the same day if possible. Then write in it every day for at least the first few months.
Each entry should cover three things:
- Facts about what happened that day
- Pain and limits you feel
- Work or home tasks you cannot do
Sample entry:
- “April 3, 7:00 p.m. Back pain at level 7 out of 10. Hard to bend to tie my shoes. Could not lift my child. Missed full day of work.”
This record shows how the injury affects your life over time. Doctors, judges, and insurers look at this pattern.
Step Three: Write a Detailed Incident Statement
Within the first few days write a full statement in your own words. This should be separate from the employer form. You can share it with your doctor or your representative if you choose.
Include:
- Date, time, and place of the injury
- What you were doing right before you got hurt
- Exact body parts that were hit or strained
- Names of coworkers who saw or heard anything
- Who you told and when you told them
Use clear short sentences. Do not guess about causes you cannot see. Only write what you saw, felt, or heard.
Step Four: Collect Witness Names and Contact Details
Witnesses help confirm your story. Even if no one saw the exact moment, people may have seen you before or after the injury.
Ask for:
- Full names
- Phone numbers
- Email addresses
- Short note on what they saw or heard
Keep this list with your other records. Do not pressure anyone. Just ask them to write down what they remember while it is still fresh.
Step Five: Save Every Medical Record
Medical records link your injury to your job. In Virginia, you may have to see a doctor from a list your employer gives you. You can read more about workers’ compensation rules on the Virginia Workers’ Compensation Commission website.
Each time you see a doctor or therapist keep:
- Visit summaries
- Work restriction notes
- Prescriptions
- Imaging reports such as X rays or MRIs
Before each visit write down your symptoms and how they affect work. During the visit tell the doctor clearly that the injury happened at work. Use the same story you used in your report.
If a doctor gives you a work note, read it. Make sure it matches what you told the doctor. Then give a copy to your employer and keep one for yourself.
Step Six: Track Missed Work and Lost Wages
Workers’ comp can cover lost wages in some cases. You must show proof of the time you missed and the pay you lost.
Keep:
- Time sheets or attendance records
- Pay stubs before and after the injury
- Any emails or letters about light duty offers
Create a simple log of missed work. Include the date, hours missed, and reason.
Sample Work Loss Log
| Date | Hours Missed | Reason | Doctor Note Provided |
|---|---|---|---|
| April 5 | 8 | Off work due to back pain | Yes |
| April 7 | 4 | Left early for physical therapy | Yes |
| April 10 | 8 | No light duty available | Yes |
Step Seven: Use Photos and Physical Evidence
Photos can tell a direct story when words fail.
As soon as you can, take clear pictures of:
- Your injuries, such as swelling or bruises
- The work site where you got hurt
- Any equipment, tools, or spills involved
Save the photos with dates. If your phone does not mark dates, write the date in your journal.
Also keep any items linked to the injury, such as a broken ladder rung or torn clothing, if it is safe and legal to do so. Do not remove items your employer must keep for a safety review. You can instead take photos from more than one angle.
Step Eight: Stay Consistent Across All Records
Insurance companies look for gaps and mixed stories. Small differences can hurt your claim. Consistency builds trust.
Check that the following match as much as possible:
- Employer incident report
- Your journal and incident statement
- Doctors’ notes
- Recorded statements, if any
If you remember new details later, write them in your journal and explain that you are adding to your memory. Do not change the original story. Just add more facts with the new date.
How Strong Documentation Helps Your Case
Careful records do more than support a claim. They help your health team understand your needs. They also give you power in a system that can feel cold.
Strong documentation can:
- Show that the injury happened at work
- Prove that you reported it on time
- Connect medical care to the work event
- Show how the injury harmed your income and family life
You can learn more about general workers’ comp rights from the U.S. Department of Labor. While those rules are broad, your case in Virginia will follow state law. That law rewards clear proof.
You did not choose to get hurt. You can choose to protect yourself. Each note, photo, and record is one more brick in a strong wall around your claim.
