On board any vessel, maintaining a culture of safety and diligence isn’t just about compliance—it’s a practical shield against both injury and liability. P&I Clubs emphasize that all personal injury incidents, no matter how minor they may initially appear, must be reported, investigated, and recorded meticulously. Here’s what your P&I Club would expect—and strongly advise—in the aftermath of an incident.

Prevention First
Slips, trips, and falls remain the leading causes of injuries at sea. These are often triggered by preventable hazards such as oily surfaces, poor lighting, cluttered walkways, or improperly rigged ladders. Regular checks and good housekeeping practices are essential to minimizing these risks and preserving operational integrity.

Immediate Reporting and Investigation
Should an accident occur, especially in jurisdictions known for litigious environments like the United States, your first call should be to the local P&I correspondent. This holds true regardless of whether the injured party is a crew member, stevedore, contractor, or passenger. Timely contact ensures expert assistance on site, along with the proper handling of sensitive legal and insurance matters.

Preserving Critical Evidence
All injuries—particularly those involving malfunctioning equipment—must be documented thoroughly. Defective parts should be retained on board, as they may be subject to expert analysis. Evidence such as photographs, CCTV footage, and signed statements should be collected immediately and stored securely.

Information to Record
Shipowners and masters are advised to gather and share the following details with their P&I Club, local correspondent, and company:

• Information about the injured individual
• Date, time, and location where the incident occurred
• Description of the task or activity the injured person was performing at the time of the incident
• Information regarding any medical advice obtained from healthcare professionals
• Type and severity of the injury sustained
• Contact details of the injured person’s next of kin
• Description of any immediate medical care or first aid provided
• Overview of how the accident occurred, including, where possible, the underlying cause
• Environmental and situational conditions at the time (e.g., weather, visibility, lighting)
• Visual documentation such as diagrams, photographs, video recordings, or CCTV footage of the accident scene, including any involved equipment where relevant
• Copies of accident reports filed with relevant local or national authorities, or with the vessel’s flag state administration
• Information on when and how the injured person was removed from the scene and by whom
• Details regarding any behaviour by the injured person that may have contributed to the accident, or any suspected negligence by third parties
• A statement from the injured person, if appropriate
• Copies of any permits to work that were valid at the time of the incident (if applicable)
• Information on any personal protective equipment worn or used by the injured person during the incident
• Records of the injured person’s work and rest hours in the days leading up to the accident
• Results of any drug or alcohol testing conducted after the incident
• Information on any known pre-existing medical conditions the injured person may have had
• Details of any medication the injured individual was taking
• Record of any prior accidents involving the same individual
• Statements from witnesses who can provide a reliable and factual account of the incident. Even seemingly minor injuries can lead to future claims, so no incident should be dismissed or forgotten.
• Names and, where possible, contact information for all witnesses
• Copies of relevant official records, including logbook entries from deck, engine room, or work areas, as well as any rough notes. Every section must be completed thoroughly and accurately
• Identification of any individual or organization acting on behalf of the injured party
• Copies of any pertinent survey or inspection reports

The Importance of Accuracy
When collecting statements, it is essential to be cautious—especially if there are concerns about the accuracy or intent behind a witness’s recollection. To maintain credibility, avoid obtaining similarly worded statements from multiple individuals. Uniform or overly similar witness statements can undermine credibility.

By following these steps, shipowners and crews not only demonstrate a strong safety culture but also safeguard themselves legally and financially. The Club’s advice is clear: document everything, preserve evidence, and report promptly. That’s the best defense against potential disputes down the line.