Getting hurt is hard enough without having to deal with paperwork and formal letters. Whether you got injured at work, in a car crash, or at a business, letting the right people know about your injury properly can make a big difference in getting the help you need. Many people struggle with writing these important letters because they’re dealing with pain and stress. Reading some examples can really help you write your own letter clearly and correctly.
The next few minutes will give you exactly what you need – real examples of injury notification letters that work. Each one shows you the right way to explain what happened, ask for what you need, and protect your rights. These letters have helped many people get proper care and compensation for their injuries.
Sample Letters of Notification of Personal Injury
Here are 15 detailed examples showing different ways to write an effective injury notification letter. Each one follows proper letter structure while addressing specific injury situations.
1. Workplace Slip and Fall Injury Letter
*Date: February 23, 2025
Risk Management Department ABC Manufacturing Company 123 Industrial Drive Portland, OR 97201
Subject: Notice of Workplace Injury – Slip and Fall Incident
Dear Risk Management Team:
This letter serves as formal notification of a workplace injury that occurred on February 21, 2025, at approximately 2:30 PM in the main warehouse facility of ABC Manufacturing Company.
While carrying out regular inventory duties in Aisle 7 of the warehouse, a leak from the ceiling had created a puddle that was not visible due to poor lighting in that section. Upon stepping into this area, the slippery conditions caused an immediate fall, resulting in severe impact to the right hip and lower back.
The incident was reported right away to shift supervisor Mark Johnson, who helped arrange immediate medical attention through the on-site first aid station. Following their recommendation, medical treatment was sought at Portland General Hospital’s Emergency Department, where X-rays revealed a hip contusion and lower back strain.
The treating physician, Dr. Sarah Chen, has recommended two weeks of rest, physical therapy, and follow-up appointments to monitor recovery progress. These medical requirements will need time away from work, as documented in the attached medical report.
Please provide guidance on next steps regarding workers’ compensation claims and any additional documentation needed from healthcare providers. The incident report number assigned by Mr. Johnson is WH-2025-0221-143.
Your prompt attention to this matter will help ensure proper handling of medical expenses and lost work time compensation.
Sincerely,
Robert Thompson
Employee ID: 47392
Contact: (503) 555-0123
2. Auto Accident Injury Notice to Insurance Company
*Date: February 23, 2025
Claims Department Guardian Insurance Company 456 Coverage Lane Seattle, WA 98101
Subject: Personal Injury Claim Notice – Auto Accident Policy #GIC-98765432
Dear Claims Representative:
This letter provides formal notice of injuries sustained in an automobile accident on February 20, 2025, at the intersection of Pike Street and 4th Avenue in downtown Seattle, Washington.
At approximately 8:45 AM, while stopped at a red light, my vehicle was struck from behind by another car, causing significant impact and vehicle damage. The Seattle Police Department responded to the scene, documented the incident, and filed report number SPD-2025-0220-789.
The collision resulted in immediate neck pain, headache, and upper back discomfort. Following the accident, emergency medical services transported me to Virginia Mason Medical Center for evaluation. The emergency department diagnosed whiplash, cervical strain, and possible concussion.
Current medical treatment includes:
- Regular visits with Dr. Michael Park, primary care physician
- Physical therapy sessions three times per week
- Prescribed pain medication and muscle relaxants
- Scheduled MRI to assess possible disc involvement
The other driver admitted fault at the scene and provided their insurance information, which has been separately submitted to your office. Their details are documented in the police report.
Please advise what additional information you require to process this injury claim. All medical bills and treatment records will be forwarded as they become available.
Thank you for your attention to this matter.
Best regards,
Jennifer Martinez
Policy Number: GIC-98765432
Phone: (206) 555-0456
3. Retail Store Accident Notification
*Date: February 23, 2025
Legal Department SuperMart Stores 789 Retail Row Chicago, IL 60601
Subject: Notice of Customer Injury at Store #456
Dear Legal Department Representative:
This letter provides notification of a serious injury that occurred at your SuperMart location at 789 Retail Row, Chicago, on February 19, 2025, at approximately 3:15 PM.
While shopping in the household goods section, a poorly secured display of heavy cookware fell from its shelf, striking my right shoulder and arm. The incident happened near the kitchen appliances area, and several store employees witnessed the event, including Assistant Manager David Chen, who quickly responded to help.
The store’s security cameras should have recorded the incident. Mr. Chen filled out an incident report with number SM-2025-0219-456. Due to severe pain and limited arm movement, emergency services were called, and paramedics transported me to Northwestern Memorial Hospital.
Medical evaluation revealed:
- Dislocated right shoulder
- Multiple contusions
- Possible nerve damage requiring further testing
Current treatment includes:
- Emergency shoulder reduction procedure
- Prescribed pain management medication
- Scheduled orthopedic consultation
- Physical therapy evaluation pending
The injuries have resulted in:
- Inability to work at my job as a dental hygienist
- Ongoing medical appointments
- Limited ability to perform daily activities
- Need for assistance with basic tasks
Please provide information about SuperMart’s claims process and any forms needed to document this incident properly.
Yours truly,
Patricia Anderson
Customer ID: (from incident report) CA-456789
Phone: (312) 555-0789
4. Construction Site Injury Notice to Project Manager
*Date: February 23, 2025
Project Management Office Metropolitan Development Corp. 321 Builder’s Way Miami, FL 33101
Subject: Construction Site Injury Report – Project #MET2025-01
Dear Mr. Rodriguez:
This letter documents a significant injury that occurred on February 22, 2025, at the Metropolitan Heights construction project, located at 321 Builder’s Way, Miami.
At approximately 10:30 AM, while working on the third floor framing installation, a section of unsecured scaffolding shifted, causing a fall. Safety harness equipment prevented a full fall but resulted in impact injuries when striking the second-floor level.
Site safety coordinator James Miller responded immediately and coordinated with emergency services. The site incident log number assigned is CS-2025-0222-078.
Initial medical assessment at Jackson Memorial Hospital identified:
- Fractured right ankle
- Multiple leg contusions
- Lower back strain
- Possible internal bruising
The treating physician, Dr. Amanda Patel, has ordered:
- Immediate ankle surgery
- Minimum six weeks recovery time
- Extended physical therapy
- Regular medical evaluations
The circumstances leading to this incident should be reviewed as similar scaffolding is being used on other project levels. All relevant safety documentation and work permits were current at the time of the accident.
Please forward this information to appropriate parties for workers’ compensation processing and job site safety review.
Respectfully,
Michael Torres
Employee ID: MT789456
Contact: (305) 555-0234
5. School Sports Injury Notification
*Date: February 23, 2025
Principal Sarah Thompson Lincoln High School 567 Education Drive Boston, MA 02108
Subject: Student Athletic Injury Notice – Track Team Practice
Dear Principal Thompson:
This letter notifies you of an injury my daughter, Emma Wilson, sustained during track team practice on February 21, 2025, at approximately 4:45 PM on the school’s athletic field.
During hurdle training, Emma experienced a severe fall when a hurdle was incorrectly set at competition height rather than practice height. The incident occurred under the supervision of Assistant Coach Rebecca Martinez, who immediately provided first aid assistance.
The school nurse, Ms. Johnson, examined Emma and recommended immediate medical attention due to:
- Severe knee pain
- Visible swelling
- Limited mobility
- Signs of possible ligament damage
Following her recommendation, Emma was taken to Boston Children’s Hospital, where medical evaluation revealed:
- Torn anterior cruciate ligament (ACL)
- Meniscus damage
- Significant knee strain
The treating sports medicine specialist, Dr. James Chen, has prescribed:
- Surgical intervention within two weeks
- Extended recovery period
- Comprehensive rehabilitation program
- Academic accommodations during recovery
Please provide information regarding:
- School insurance coverage for sports injuries
- Required documentation for extended absence
- Available academic support during recovery
- Process for physical education exemption
Your assistance in coordinating these matters will help ensure Emma’s proper recovery and academic continuation.
Sincerely,
Margaret Wilson
Parent/Guardian ID: PG-2024-567
Phone: (617) 555-0567
6. Restaurant Premises Liability Injury Notice
*Date: February 23, 2025
Legal Affairs Department Gourmet Dining Group 432 Culinary Court San Francisco, CA 94101
Subject: Customer Injury Notice – Fine Dining SF Location
Dear Legal Affairs Representative:
This letter serves as formal notification of injuries sustained at your Fine Dining SF restaurant located at 432 Culinary Court on February 18, 2025, at approximately 7:30 PM.
During dinner service, a server accidentally spilled extremely hot soup, causing severe burns to my left arm and chest. Restaurant Manager Thomas Lee responded to the incident and documented it in the establishment’s incident log as GDG-2025-0218-234.
Immediate medical attention was sought at UCSF Medical Center Emergency Department, where the following injuries were diagnosed:
- Second-degree burns on left forearm
- First-degree burns on upper chest
- Skin blistering requiring specialized treatment
The current treatment plan includes:
- Daily wound care procedures
- Burn specialist consultations
- Pain management medication
- Potential skin grafting evaluation
Additional consequences include:
- Damaged clothing and personal items
- Lost work time as a concert pianist
- Cancelled performance commitments
- Ongoing medical expenses
Please provide guidance regarding your establishment’s liability claims process and required documentation for expense reimbursement.
Best regards,
Christopher Zhang
Reservation Number: RES-02182025-789
Phone: (415) 555-0890
7. Public Transportation Injury Notice
*Date: February 23, 2025
Claims Department Metropolitan Transit Authority 654 Transit Plaza Houston, TX 77001
Subject: Bus Passenger Injury Report – Route 42
Dear Claims Representative:
This letter reports injuries sustained while riding Metropolitan Transit Authority Bus Route 42 on February 20, 2025, at approximately 9:15 AM.
The incident occurred when the bus driver made a sudden emergency stop near the intersection of Main Street and Commerce Avenue, causing passengers to be thrown forward. The bus number was MTA-4567, operated by driver badge number DB-789.
Several passengers witnessed the event, and transit police responded to the scene, generating report number TP-2025-0220-432. The bus’s onboard cameras should have recorded the entire incident.
Medical evaluation at Houston Methodist Hospital revealed:
- Severe neck strain
- Shoulder sprain
- Possible concussion
- Lower back injury
Current medical directives include:
- Temporary neck brace
- Physical therapy sessions
- Neurological monitoring
- Limited physical activity
Please provide information about:
- Passenger injury claim procedures
- Required medical documentation
- Coverage for ongoing treatment
- Transportation expense reimbursement
Your prompt attention to this matter will help address mounting medical expenses and related costs.
Regards,
Sandra Rodriguez
Transit Card ID: TC-987654
Contact: (713) 555-0345
8. Gym Facility Injury Notification
*Date: February 23, 2025
Management Office FitLife Wellness Center 876 Health Boulevard Denver, CO 80201
Subject: Member Injury Report – Equipment Malfunction
Dear Management Team:
This letter documents an injury that occurred at your facility on February 22, 2025, at approximately 6:45 AM in the weight training area.
While using the cable cross machine, the upper cable mechanism failed, causing the weight stack to drop suddenly and the handle to strike my face and upper body. Fitness instructor Kevin Martinez witnessed the incident and provided immediate assistance.
The incident was recorded in the gym’s safety log as FL-2025-0222-567 by facility manager Lisa Thompson. The equipment in question had a maintenance tag dated January 15, 2025.
Emergency treatment at Denver Health Medical Center identified:
- Facial lacerations requiring stitches
- Dental damage to two front teeth
- Neck strain from impact
- Shoulder contusion
The treating physician has ordered:
- Dental restoration procedures
- Soft tissue injury treatment
- Regular medical monitoring
- Restricted physical activity
Additional impacts include:
- Inability to conduct business presentations
- Dental procedure expenses
- Lost professional opportunities
- Ongoing medical costs
Please provide details about your facility’s injury claim procedures and insurance coverage for equipment-related accidents.
Sincerely,
Gregory Peterson
Membership ID: MP-345678
Phone: (303) 555-0456
9. Hotel Property Injury Notice
*Date: February 23, 2025
Risk Management Department Luxury Hotels International 789 Hospitality Way Las Vegas, NV 89101
Subject: Guest Injury Report – Pool Area Incident
Dear Risk Management Team:
This letter provides notice of injuries sustained at your Las Vegas Boulevard location on February 21, 2025, at approximately 2:45 PM in the main pool area.
While walking on the pool deck, a broken tile caused a fall resulting in significant injuries. Security officer James Wilson responded immediately and documented the incident as HI-2025-0221-890. The area had no warning signs or barriers despite visible damage to surrounding tiles.
Medical evaluation at Sunrise Hospital revealed:
- Broken right wrist
- Hip contusion
- Multiple abrasions
- Possible ligament damage
Current medical requirements include:
- Wrist surgery and casting
- Regular orthopedic follow-up
- Physical therapy sessions
- Pain management treatment
The injuries have affected:
- Scheduled business meetings
- Ability to travel
- Work responsibilities
- Daily activities
Please provide information about guest injury claims and required documentation for medical expense coverage.
Best regards,
Elizabeth Morgan
Reservation Number: LHI-98765
Contact: (702) 555-0567
10. Theme Park Attraction Injury Notice
*Date: February 23, 2025
Guest Relations Department Adventure World Parks 543 Entertainment Drive Orlando, FL 32801
Subject: Visitor Injury Report – Thrill Ride Incident
Dear Guest Relations Representative:
This letter reports injuries sustained on February 19, 2025, at approximately 1:30 PM while riding the “Space Explorer” attraction at your Orlando location.
During the ride’s operation, a restraint system malfunction caused excessive movement, resulting in injury. Ride operator Maria Garcia and park medical staff responded immediately, documenting the incident as AW-2025-0219-345.
Emergency treatment at Orlando Regional Medical Center identified:
- Severe whiplash
- Head trauma
- Shoulder dislocation
- Upper back injury
The medical team has prescribed:
- Immediate shoulder treatment
- Neurological observation
- Regular medical evaluation
- Limited physical activity
The incident has impacted:
- Remaining vacation plans
- Return travel arrangements
- Work responsibilities
- Family obligations
Please provide guidance regarding visitor injury claims and compensation procedures.
Yours truly,
William Chen
Ticket Number: AWP-567890
Phone: (407) 555-0678
11. Government Building Injury Notice
*Date: February 23, 2025
Facility Management Division City Hall Administration 234 Municipal Square Phoenix, AZ 85001
Subject: Public Building Injury Report
Dear Facility Manager:
This letter documents injuries sustained on February 20, 2025, at approximately 11:30 AM in the main lobby of Phoenix City Hall.
While entering through the revolving doors, a mechanical malfunction caused the door to stop suddenly, leading to injury. Security officer Robert Johnson witnessed the incident and filed report number CH-2025-0220-123.
Medical assessment at Banner University Medical Center showed:
- Back muscle tears
- Knee ligament strain
- Hip contusion
- Possible nerve damage
Treatment requirements include:
- Extended physical therapy
- Pain management
- Regular medical evaluation
- Limited mobility assistance
The injuries have affected:
- Daily work activities
- Personal responsibilities
- Medical appointment attendance
- Recovery expenses
Please advise on municipal liability claims procedures and documentation requirements.
Respectfully,
Maria Sanchez
Visitor Badge: VB-432198
Contact: (602) 555-0789
12. Shopping Mall Injury Notification
*Date: February 23, 2025
Property Management Office Central Shopping Plaza 876 Retail Drive Atlanta, GA 30301
Subject: Mall Common Area Injury Notice
Dear Property Manager:
This letter reports injuries sustained on February 21, 2025, at approximately 3:30 PM in the main atrium of Central Shopping Plaza.
A loose floor tile caused a fall near the central fountain, resulting in serious injury. Mall security supervisor David Brown responded and documented the incident as CSP-2025-0221-567.
Emergency evaluation at Emory University Hospital revealed:
- Fractured pelvis
- Lower back injury
- Multiple bruises
- Possible nerve compression
Medical directives include:
- Immediate surgery
- Extended hospital stay
- Rehabilitation therapy
- Home care assistance
Impact areas include:
- Extended work absence
- Daily living assistance
- Medical transportation
- Ongoing treatment costs
Please provide information about property liability claims and required documentation.
Sincerely,
Thomas Jackson
Incident Report: IR-876543
Phone: (404) 555-0890
13. Office Building Injury Report
*Date: February 23, 2025
Building Management Corporate Tower Services 345 Business Plaza Seattle, WA 98101
Subject: Common Area Injury Notice – Lobby Incident
Dear Building Management Team:
This letter notifies you of injuries sustained on February 22, 2025, at approximately 8:45 AM in the main lobby of Corporate Tower.
While walking across the recently cleaned marble floor, the absence of warning signs led to a fall. Building security officer Sarah Thompson responded and filed incident report BM-2025-0222-789.
Medical evaluation at Swedish Medical Center identified:
- Concussion symptoms
- Shoulder dislocation
- Elbow fracture
- Multiple contusions
Required medical care includes:
- Neurological monitoring
- Orthopedic treatment
- Physical therapy
- Pain management
The incident affects:
- Professional obligations
- Client meetings
- Daily work activities
- Recovery timeline
Please provide guidance on building liability claims and insurance coverage procedures.
Best regards,
Richard Martinez
Access Card ID: CT-987654
Contact: (206) 555-0123
14. Fitness Class Injury Notice
*Date: February 23, 2025
Management Office Elite Fitness Studio 567 Wellness Way Austin, TX 78701
Subject: Group Exercise Class Injury Report
Dear Management:
This letter documents injuries sustained during a group fitness class on February 21, 2025, at approximately 5:30 PM.
During an advanced yoga session, instructor-directed adjustments resulted in injury. Studio manager Karen Lee witnessed the incident and created report number EF-2025-0221-432.
Urgent care assessment at Austin Regional Clinic showed:
- Severe back strain
- Muscle tears
- Joint inflammation
- Nerve compression
Treatment protocol includes:
- Specialized physical therapy
- Anti-inflammatory medication
- Movement restrictions
- Regular monitoring
The injuries impact:
- Professional dance career
- Teaching schedule
- Performance contracts
- Daily activities
Please provide information about studio injury claims and instructor liability coverage.
Sincerely,
Michelle Thompson
Membership Number: MT-345678
Phone: (512) 555-0456
15. Medical Facility Injury Notification
*Date: February 23, 2025
Risk Management Department Wellness Medical Center 432 Healthcare Boulevard Minneapolis, MN 55401
Subject: Outpatient Facility Injury Report
Dear Risk Management Representative:
This letter reports injuries sustained on February 20, 2025, at approximately 10:30 AM in your outpatient rehabilitation facility.
While using prescribed exercise equipment under staff supervision, equipment failure caused injury. Physical therapist John Anderson documented the incident as WMC-2025-0220-678.
Wrap-up
Writing a proper injury notification letter might feel challenging, but these examples show that staying clear and factual works best. Each situation needs its own approach, but the basic pieces stay the same – explain what happened, give important details, and say what you need. Keep your letter professional and stick to the facts. This helps everyone understand your situation and gets things moving toward resolution.
Remember to save copies of everything you send and get legal help if you need it. The right letter can make a big difference in getting your injury claim handled fairly.