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The Workplace Violence Incident Log: What It Is, What It Must Contain, and Why Missing It Puts Your Business at Risk
The violent incident log is one of the most commonly missed requirements under SB 553. Many employers who have a written WVPP still lack a compliant log, and that gap is exactly what Cal/OSHA inspectors look for.
What SB 553 says
California Labor Code Section 6401.9(d) requires every employer covered by SB 553 to maintain a violent incident log. This is a separate obligation from the workplace violence prevention plan itself. The log must be maintained for the duration of the employer's WVPP and updated after every qualifying incident.
“Employers shall maintain a violent incident log as described in subdivision (d).”
California Labor Code Section 6401.9
The log is not optional. It is a standalone compliance obligation under the statute, and its absence may be cited independently of any other WVPP deficiency.
Eight required fields under LC 6401.9(d)
Per Cal/OSHA guidelines, every entry in the violent incident log must include the following information:
- 1
Date, time, and location of the incident
The log must record when and where the incident occurred, including the specific worksite and area within the workplace.
- 2
Type of workplace violence
Classify the incident using the NIOSH four-type framework: Type 1 (criminal intent), Type 2 (customer/client), Type 3 (worker-on-worker), or Type 4 (personal relationship).
- 3
Detailed description of the incident
A factual narrative of what happened, including the sequence of events leading up to, during, and immediately following the incident.
- 4
Classification of who committed the violence
Identify the relationship of the perpetrator to the workplace: stranger, customer, coworker, or person with a personal relationship to an employee.
- 5
Type of harm or threat
Document the nature of the violence: physical assault, threat of assault, verbal abuse, brandishing a weapon, sexual assault, or other threatening behavior.
- 6
Circumstances at time of incident
Record the working conditions when the incident occurred, including staffing levels, time of day, whether the employee was working alone, and any contributing environmental factors.
- 7
Actions taken in response
Document the immediate response: law enforcement notification, medical treatment, employee removal from the situation, and any interim protective measures implemented.
- 8
Information about contributing factors
Note any workplace conditions, operational patterns, or environmental factors that may have contributed to the incident, such as poor lighting, isolated work areas, or cash handling.
What happens when it's missing
A missing or incomplete violent incident log may result in a standalone citation from Cal/OSHA, independent of any other WVPP deficiencies. Under Cal/OSHA guidelines, a serious violation may carry penalties of up to $25,000 per violation. A willful or repeat violation may result in significantly higher penalties.
Beyond direct penalties, an absent log creates downstream problems. Without documented incident data, employers cannot demonstrate that their WVPP is informed by actual workplace conditions, a requirement under Labor Code 6401.9. An inspector reviewing a plan with no supporting incident history may question whether the plan reflects real hazards at all.
Incomplete logs are treated similarly. A log that captures dates but omits the NIOSH classification, contributing factors, or actions taken may still be cited as non-compliant per Cal/OSHA guidelines. All eight fields are required for each entry.
How Cynserus supports compliance
Every Cynserus plan is designed to help employers meet the incident log requirement under LC 6401.9(d):
- Essential plan: Includes a structured incident log template designed to capture all eight fields required under LC 6401.9(d).
- Complete and Pro plans Include a digital incident reporting portal with QR code access, built around the requirements of LC 6401.9(d). Employees can submit reports directly, and each submission is structured to capture the required fields.
This page provides general information about SB 553 requirements and is not legal advice. Consult a qualified employment attorney for guidance specific to your business.
Workplace violence prevention compliance, starting at $249.
Your incident log is just one part of the requirement.
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