From 2026, work accidents will be online only: What awaits employers and how to prepare

Paper reporting ends from 2026: what changes in practice

From 1 January 2026, an amendment to the legislation will come into force that fundamentally changes the way workplace accidents are reported. The current practice of employers completing and submitting paper forms will definitely end. It will now be possible to submit reports exclusively electronically via the portal of the State Labour Inspection Office.

The aim of the change is primarily to simplify administration and reduce errors in filling in. Electronic reporting will also enable faster transmission of data to other authorities (e.g. health insurance companies or the Social Security Agency) and improve control over compliance with obligations. Although the reporting will be done online, the employer will still be obliged to keep a signed copy for its own records.

Employers should prepare for the change well in advance by reviewing internal processes, ensuring that authorised persons have access to the portal and training responsible staff. As the obligation to report workplace accidents stems directly from the Labour Code (Section 105 of Act No. 262/2006 Coll.) and related OSH regulations, failure to comply with the obligation may result in sanctions from the Labour Inspectorate.

The amendment fits into the broader trend of digitalization of the labour law agenda – similar to sickness benefits or eSick leave. For employers, this means not only an obligation to adapt to the new system, but also an opportunity to make the management of the occupational injury agenda more efficient and transparent.

Work accidents in numbers: how common are they in the Czech Republic?

Occupational accidents have long been one of the monitored indicators of occupational safety. According to statistics from the State Labour Inspection Office and the Ministry of Labour and Social Affairs, approximately 40-50 thousand work accidents occur in the Czech Republic every year, of which several hundred are serious or fatal. Traditionally, most accidents are reported in sectors with a higher physical load – especially in construction, industry, agriculture and transport.

Although the overall number of injuries has been reduced over the last two decades, serious cases recur. Typical causes are falls from height, working with heavy loads, operating machinery or insufficient use of protective work equipment. Underestimation of the risks and inadequate training of employees often play a role.

On the positive side, the willingness to report accidents is gradually increasing and employers are paying more attention to prevention. Nevertheless, every year labour inspectorates detect cases where employers conceal minor injuries or fail to keep proper documentation.

Digitisation, which will come into force in January 2026, will not only allow faster reporting but also better collection of anonymised data. This will enable more accurate assessment of causes and trends in injury rates and the targeted introduction of preventive measures. This could contribute to a further reduction in the number of injuries and a better safety culture in workplaces.

Accident book and records: what employers must keep

The employer’s obligation to keep records of accidents at work derives directly from the Labour Code (Section 105 of Act No. 262/2006 Coll.) and related regulations on occupational safety and health. Every employer must keep an accident book in which all accidents at work are recorded – regardless of whether they require incapacity for work.

In particular, the following shall be recorded in the book:

• the name of the injured employee,
• the date and place of the accident,
• a description of the incident and the cause,
• the type of injury and its expected consequences,
• measures taken to prevent recurrence.

If the accident causes incapacity for work for more than 3 calendar days, the employer must also draw up a record of the accident and send it to the competent authorities (labour inspectorate, health insurance company). From 2026, this step will move to a fully electronic format.

The accident book itself may continue to be kept in paper or electronic form, but reporting to the authorities will be done digitally only. It is therefore important to reconcile the two procedures so that inconsistencies do not arise between the internal record and the electronic form.

Proper record-keeping protects not only the employee but also the employer itself – especially during labour inspection inspections or when dealing with compensation claims.

Rights and obligations of employers and employees in the event of an accident at work

An accident at work is not just an administrative matter, but a situation that gives rise to specific obligations for the employer and rights for the employee.

In particular, the employer has a duty to:

• provide first aid without delay and medical treatment as necessary,
• investigate the causes of the accident and take measures to prevent a recurrence,
• keep a record of the accident and, in more serious cases, report it to the labour inspectorate, the health insurance authority and other relevant bodies,
• compensate the employee for damages and pain and suffering if he is responsible for the accident (Art. 269 et seq. of the Labour Code).

The employee has the right to:

• compensation for loss of earnings, pain, and impairment of social life,
• reimbursement of expenses reasonably incurred in connection with medical treatment,
• in the event of death, the right of the family to survivor’s benefits.

At the same time, however, he or she must immediately report the accident to his or her supervisor and cooperate in its clarification. If the accident was caused, for example, by a serious breach of safety regulations by the employee (e.g. under the influence of alcohol), the right to compensation may be reduced.

The Flexinovela of 2025 did not fundamentally change these obligations, but the digitalisation of reporting from 2026 will make the whole process faster and clearer. Clear record-keeping and a quick response are key to protecting both the employee’s rights and the employer’s legal certainty.

What to watch out for: penalties but also an opportunity for better prevention

Reporting accidents at work is not just a formality but a legal obligation, the neglect of which can have significant consequences for employers. If the labour inspectorate finds that a company has failed to report an accident at all, kept incomplete records or misrepresented its records, it faces fines that can run into millions of euros, depending on the severity. In addition, the employer also exposes itself to civil liability to the injured employee, who may seek to recover compensation through the courts. This is not only a reputational risk, but also a real financial risk.

On the other hand, the mandatory digitalisation of reporting from 2026 also represents an opportunity to take the occupational safety system forward. Electronic forms will enable more accurate data collection and faster communication with authorities and insurance companies. This can lead not only to more efficient handling of individual cases, but also to better risk analysis at company level. If the employer regularly evaluates the causes of injuries and takes preventive measures, it not only reduces the likelihood of future injuries, but also its own legal and financial liability.

Workplace accidents can happen anytime and anywhere. Yet the difference between a chaotic crisis and a managed situation often lies in whether a company has a well-established system of record-keeping, training and prevention. Digitalisation should therefore be seen not only as an obligation but also as an opportunity to improve the safety culture in the workplace.

Summary

Employers must therefore prepare for the mandatory digitisation of workplace accident reporting from 2026. They remain obliged to keep an accident book, investigate the causes and compensate the injured person, but there is an added obligation to submit records exclusively electronically. Statistics show that occupational accidents are still a common problem in the Czech Republic, especially in construction and industry, and therefore proper recording and prevention is crucial. Digitisation should result in fewer errors, faster communication with the authorities and better ways to use the data to prevent further injuries. For employers, this means not only new obligations, but also the chance to strengthen workplace safety and avoid unnecessary penalties.