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How to Read (and get) an Accident Report

Posted on April 24, 2023 at 1:38 pm.

Being involved in a car accident can be a confusing and stressful experience. In addition to the physical and emotional toll of the accident, there may be various legal and financial issues to consider. The accident report is one of the most important documents to understand following a car accident. This report can provide valuable information about the details of the accident, including who was involved, what happened, and who was at fault. Let us look at how to read and obtain an accident report.

Understanding an Accident Report

An accident report is a document created by law enforcement officials after a car accident. The purpose of an accident report is to provide a detailed account of the accident, including information about the drivers involved, the vehicles that were damaged, any injuries that were sustained, and any citations or charges that were issued as a result of the accident. The report is typically created by a police or other law enforcement officer who responds to the scene of the accident. 

Why an Accident Report is Important

An accident report is an important document that can help establish the facts of the accident and provide valuable evidence for any legal or insurance claims that may arise. The report can provide details about the accident that may not be immediately apparent, such as the weather conditions at the time of the accident, the condition of the vehicles involved, and any witness statements. This information can be critical in determining who was at fault for the accident and in providing evidence to support any legal or insurance claims that may be filed.  An accident report typically includes a variety of information about the accident, including the date, time, and location of the accident, as well as the names of the drivers and passengers involved, the vehicles that were involved, and any witnesses to the accident. The report may also include diagrams of the accident scene, descriptions of the damage to the vehicles, and any citations or charges that were issued as a result of the accident. The report may also contain information about any injuries that were sustained in the accident and the severity of those injuries.

It is important to note that, while an accident report can provide helpful facts accident report’s conclusions about who caused the accident may not be admissible in a legal proceeding.  It takes specific skill and expertise to examine the facts and apply the law in order to determine fault. 

How to Obtain an Accident Report

While your lawyer will obtain the accident report, you may choose to obtain one yourself directly as you consider your legal options.  To obtain an accident report, you can typically request a copy from the law enforcement agency that responded to the accident. In most cases, you will need to submit a request in writing to the agency, and you may need to pay a fee for the report. The report may also be available online, depending on the agency’s policies and procedures.

The process for obtaining an accident report may vary depending on the state and the law enforcement agency involved. You can usually find information on how to request a copy of an accident report on the agency’s website or by contacting them directly. Some state agencies may require that you have a legitimate interest in the report, such as being a driver or passenger involved in the accident or an insurance company representative.

How to Read an Accident Report

Reading an accident report can be confusing, especially if you are not familiar with the terminology and format of the report. Here are some of the most important sections of an accident report to review:

• Accident Information : This section of the report contains basic information about the accident, including the date, time, and location of the accident. It may also include a diagram of the accident scene.
• Vehicle Information : This section of the report contains information about the vehicles involved in the accident, including the make, model, and license plate number of each vehicle.
• Driver Information : This section of the report contains information about the drivers involved in the accident, including their names, addresses, and driver’s license numbers.
• Injuries : This section of the report contains information about any injuries sustained in the accident, including the types of injuries and the severity of the injuries.
• Charges : This section of the report contains information about any citations or charges that were issued due to the accident, including the type of citation or charge and the penalty for the citation or charge.
• Insurance Information : This section of the report contains information about the insurance companies of the drivers involved in the accident, including the insurance company’s name and policy number.
• Witness Information : This section of the report contains information about any witnesses to the accident, including their names and contact information.

How to read an accident report can be confusing. With the tips above, you now have a better idea of how to read a police accident report, so you can build the best case possible.

Seek Help When Needed

Obtaining an accident report can be an essential step in the aftermath of a car accident. The report provides important information about the accident and can be used to establish the facts of the accident and provide evidence for any legal or insurance claims that may arise.  But the accident report alone cannot win your case, and it may have inaccuracies or state the wrong conclusions about what happened. Berman & Simmons has a team of attorneys who can assist victims with obtaining and reviewing accident reports.

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How to Read a Traffic Collision Report

July 4, 2015 | Legal Info

If you’ve been involved in an accident, you probably know by now that the collision itself was just the beginning.

You may be getting calls from the insurance company and their adjusters.

Your medical bills could be piling up.

Your car might still be in the tow yard or even worse, sitting in your driveway waiting to be inspected for repairs.

By now, you’re not sure what to do or what to expect. On top of all of this, you just don’t know how to read the Police Report made by the officer at the scene of the accident.

What is most important for you to know about traffic collision reports?

At the outset, the most important thing to understand about a police traffic collision report (also referred to as a police report, or an accident report) is that it is not admissible as evidence at trial . Just because something is written in the police report, doesn’t make it true. It is simply a record of information gathered by a police officer at the scene of the accident.

For example, if the police report puts you at fault for the accident, don’t worry! The report itself is not evidence, it is merely a report taken by a police officer who is taking statements from the involved parties and/or witnesses. More often than not, police reports are riddled with mistakes, errors, omissions and just flat out wrong information. Order Your Free Police Report

So the takeaway from this post should be that just because a police report might be adverse or have incorrect information, don’t worry about it. Hire a lawyer and law firm that knows how to handle these situations to make sure that the information contained in a police report doesn’t harm your case.

Now, lets get right into the important elements of a police report. Below is a blank California Highway Patrol Traffic Collision Report template. This is the most common form used in traffic accidents throughout California.

How to read a police report

Blank First Page of Traffic Collision Report

1. Make Sure the Date Is Correct

Perhaps one of the most important parts of the traffic collision report (TCR) is the date of the accident. This is critical when calculating specific deadlines (statute of limitations) set by law that can bar you from filing a claim or lawsuit. When you get your accident report, make sure that the date is correct. Often times, the police officer may inadvertently make a mistake. Just being one day off can jeopardize your entire case.

2. Make Sure the Location is Correct

Check to make sure that the location indicated in the accident report is correct. Should any of the information regarding the location be incorrect, you want to bring it to the attention of your lawyer or the police department who made the report. This might not seem important now, but the exact location of the collision will be a major issue and you want to make sure that the accident report is accurate.

3. Did the Police Take Pictures?

This section will typically indicate whether there were photos taken by the investigating officers. If this section is filled out, make sure you order copies of any photos they took. If its left blank then contact the police department, or make sure your lawyer does to find out if there were any pictures taken. If marked none, you or your lawyer should still call to confirm. These pictures will be very important to your case.

4. Party Identifications – P1

Still on page one of the police report, this section identifies the parties. Party 1 will often be referred to throughout the report as “P1.” The information for this section is generally taken from P1’s Driver’s License and can be out of date. It is important that your lawyer does a background check to find the current address and information if P1 is the other party. Another important part of this section is the “Insurance Carrier” and “Policy Number.” This section is frequently left blank or has inaccurate information. Don’t be discouraged if the insurance information is left blank or says “none.” Our law firm routinely finds insurance information for defendants even though the report may not provide any information or indicate that none was available. Make sure you talk to your lawyer about how to find this information out – and experienced personal injury lawyer will know how.

How to Read Insurance Policy

5. Vehicle Information and Owner’s Information

Still on page one, this section will provide the details of P1’s vehicle information. If the owner of P1’s vehicle is different than the driver then that information will be provided in this section. This is very important especially when looking to determine liability and finding insurance coverage. If the owner is different than the driver, then you or your lawyer should investigate into any additional insurance policies that either one may have. The investigators and lawyers at our law firm are experts in finding this information out and pursuing all potential sources of recovery. Don’t miss this one – very important.

6. Party Identifications – P2

As discussed above for Party 1 (P1), this section provides the identification of the other vehicle involved in the crash and will be referred to throughout the report as P2.

7. Primary Collision Factor

This section will indicate which Party was the primary collision factor and indicate a vehicle code violation. Generally there will be a number (1 or 2) to indicate the party followed by the actual vehicle code the officer believes was violated. If you are found to be at fault, you should read this post on: Police report says I am at fault. What are my rights? You can also find a complete list of California Vehicle Codes at our help center using the button below:

8. Other Associated Factors

Another very important part of the traffic collision report is on page 2. This section indicates whether the police officer believes that there were other contributory factors that caused the collision. You and/or your lawyer should pay particular attention to this section as it can play a critical role in your case, especially if liability is disputed.

9. Witness and Passenger Information

Probably the most important part of the traffic collision report would be the witness and passenger information. Remember, the police report is NOT evidence and not admissible in a trial as such.

California Vehicle Codes Section 20013 . No such accident report shall be used as evidence in any trial, civil or criminal, arising out of an accident, except that the department shall furnish upon demand of any person who has, or claims to have, made such a report or upon demand of any court, a certificate showing that a specified accident report has or has not been made to the department solely to prove a compliance or failure to comply with the requirement that such a report be made to the department.

There are other very important sections on a traffic collision report that should be carefully reviewed and analyzed. You should meet with your lawyer to go over the specifics of each section and what they mean; and how it impacts your case. Statements by parties, witnesses, conclusions, diagrams, drawings, calculations, measurements etc.. are all VERY important. Our law firm routinely faces adverse police reports to which we are able to overcome statements and conclusions by properly conducting our own investigation, discovery, depositions and aggressive litigation.

For a free consultation of your case or a review of your traffic collision report, feel free to contact us today to schedule a time. All consultations are free and there is no obligation whatsoever.

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Car Accident Police Report: When & How To Get A Report

Updated: Oct 3, 2022, 12:32pm

Table of Contents

What is a car accident police report, how to obtain a car accident police report, what’s in a car accident police report, how to get a copy of a police report, how insurance companies use police reports, are police reports admissible in court, what to do after a police report is made, frequently asked questions (faqs).

Getting a police report after a car accident is a critically important step, regardless of whether the incident is a minor fender bender or a serious collision . Understanding what car accident police reports contain, when and how to get one and how a police report may be used during a car accident settlement or lawsuit is essential to protecting your legal rights. This guide explains when and how to get a report so your rights will be protected.

A police report is an incident report created by a law enforcement officer who responds to the scene of a car accident. The report, taken at the scene of the accident, will include specific details related to the crash, statements from drivers and parties involved in the accident, witness statements and other important details noted by the officer. Police reports are necessary to help make determinations of damage and fault after a car accident.

Insurance companies and car accident lawyers place significant emphasis on what the police report contains, especially if the law enforcement’s evaluations point to one driver bearing most — or all — of the fault.

For these reasons, even in a minor car accident, a police report is essential evidence to protect your own legal rights and support any future insurance and legal claims anyone involved in the car accident could make, including seeking a settlement or a car accident lawsuit.

To get a police report after a car accident, you’ll need to bring a law enforcement officer to the scene if one is not already present. Once you and your passengers are in a safe location, call 911 to verify law enforcement and first responders are dispatched to the scene.

You are not legally required to talk to the police, but it may be in your interest to provide your side of the story for the police report. Do not admit fault, either accidentally or intentionally, and speak only about the facts of the incident.

Before the law enforcement officer(s) leaves the scene, obtain their name(s), badge number(s) and the police or incident report number if available.

A car accident police report usually contains the following:

• Identifying information about parties involved may include addresses, phone numbers and insurance information
• Identifying information for witnesses
• Weather, roadway and visibility conditions at the scene
• Statements from drivers, passengers and witnesses
• Path of the vehicles
• Point of collision
• Descriptions of damage to the vehicles and or persons involved
• Violations of the law or citations, if any
• Other findings or conclusions about how or why the accident occurred, including the officer’s opinions as to the cause of the collision and/or a determination of fault

Facts Versus Opinions in Police Reports

Police reports can contain both facts and opinions noted by the law enforcement officer. Details such as the make and model of the vehicles involved, the location and time of the accident and the weather conditions at the scene are facts.

A determination of fault — who caused the car accident, or is mostly to blame — is the opinion of the police officer. The police statement’s opinions still carry weight, but insurance companies will also separately collect relevant information to form their own opinions and conclusions about who is at fault .

If you need to obtain a police report, there are a few ways to do it.

You can request a copy from the local law enforcement office that drafted the report. If you have the report number provided by the responding officer, you can call the traffic division of that agency and they should be able to provide you a copy, usually with an administrative fee (around $15 on average). Some cities will allow you to do this online in addition to in-person.

If you do not have the police report identification number, the agency should be able to locate it if you can provide the date, time, location of the accident and your name.

Alternatively, your insurance company may have already obtained the report, and if so, you may be able to request a copy from them without associated fees.

Note that it could take up to a few weeks for the responding officer to complete the report and for it to become available.

The insurance companies for all parties involved in the car accident will conduct their own investigations into the incident. Since the insurance adjusters were not witnesses to the event, one of the first pieces of evidence they will review is the car accident police report.

In the event an insurance company comes to a different opinion than the police report or the other driver’s insurance denies your claim, a police report could potentially support your case when it comes to a fault determination.

Police reports can be used as evidence in a car accident lawsuit — but only in certain instances and jurisdictions.

Police reports are permitted to be used as evidence in small claims courts, but the rules are different if the case goes to trial in your state’s court of general jurisdiction, also known as a circuit court or superior court. At this level, litigants are held to the rules of evidence, which can sometimes exclude “hearsay” evidence collected as an out-of-court statement.

Some jurisdictions may have exceptions to the hearsay rule and allow you to admit some or all of the police report. In other jurisdictions, police reports may be considered “public records” or “business records” and be entirely admissible.

An experienced personal injury attorney in your jurisdiction can advise whether a car accident police report may be used as evidence.

Most insurance policies require you to report any accident to them within a certain period of time (which could range from one day to 30 days) even if you are not making a claim. Some states also require that you file a report with the DMV about the accident.

After a car accident, you may consider making an insurance claim or filing a lawsuit to recover damages. Alternatively, you may notice the other side has filed an insurance claim or is preparing a lawsuit against you.

Whether or not the police report is on your side in determining who was at fault for the accident, we recommend seeking legal advice and representation from an experienced and qualified car accident lawyer. In addition to protecting your rights and acting as a liaison between all involved parties, an attorney can also help you seek fair, complete compensation for accident-related losses and damages.

Do I need a police report even if no one was hurt?

Yes. Even if no one was hurt in a car accident, a police report can help make determinations about who was at fault and what accident-related losses and compensation you might recover. Additionally, a police report is a key piece of evidence insurance companies will use to form their own opinions about the involved parties’ claims , and may even be admissible in court if the other party files a lawsuit.

How long do you have to make a police report after a car accident?

A police report must be made at the scene of the car accident. If you are involved in a car accident, call law enforcement immediately to begin collecting evidence for the report.

What is the first thing you should do after being involved in a car accident?

Get yourself and your passengers to a safe location and assess for injuries. Then, call 911.

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What Is in a Police Accident Report?

• Why You Need a Police Report
• What's in the Police Accident Report?

What About Accidents on Private Property?

How to get a copy of the police report, frequently asked questions.

The Balance / Julie Bang

If you get into an auto accident and file a claim with your insurance company , one of the first things they will likely ask you is whether you made a police accident report. If you can get one, you are probably better off.

If the police do not come to the accident scene, you should be able to visit your local police station or DMV and fill one out. The key is to make sure that the information on the report is accurate before an inaccuracy becomes a problem and potentially costs you money.

What information is on a police auto accident report?

Key Takeaways

• Police auto accident reports record essential information about an accident.
• If the police don't come to the scene, you can fill out a report at the local police station or DMV.
• Police reports often include the date and location, the drivers and vehicles involved, information witness statements, and more.
• The police might not respond to an accident on private property, like a parking lot fender bender, so you may need to record the relevant information yourself. 

Why You Need a Police Report After an Accident

Police reports help document what happened during an accident, and one of their main benefits is that they are objective. That helps the insurance company or any other legal entities understand exactly what happened, in an unbiased way.

If information is needed as evidence, it holds more weight than what might be considered "hearsay" between your story and the other driver's story.

The police report is important not just in regard to making an insurance claim , but also as evidence in a potential civil or criminal court action.

What's in the Police Accident Report?

Basic information about the accident should always be part of any report. Be sure the following information is included and complete.

The Date and Location of the Crash

Details are essential. The date should include the day, month, and year, of course, but also the specific time. It also doesn't hurt to make note of the day of the week.

In terms of the location, be very specific. Check to make sure that everything that applies is included:

• Town or city
• Road, street, route and/or intersection
• Road marker
• Railroad crossing ID
• Any distinguishing landmarks

The report should also describe the weather conditions at the time of the accident.

Drivers and Vehicles

Be sure that your report has all of the pertinent information for each driver, including name, address, phone number, driver's license number, and date of birth. It may be easiest to take a look at the other person's driver's license.

You might want to note whether another driver's license indicates a corrective eyewear requirement, especially if it appears that the other driver was not wearing glasses at the time of the accident.

It is also important that the report includes full information for each vehicle involved, such as the year, make and model, and license plate number. 

Passengers and Other Witnesses

Here is where you need to check the information in a police report written by a responding officer to make sure it is complete.

In many cases, officers will not take down basic information on passengers unless they are injured or killed, but passengers are often the best witnesses to an accident. If you are filling out a report at the station or the DMV, be sure to include all of the information you have on passengers.

Be sure the police report has taken the statements of any third-party witnesses. Third-party witnesses are often seen as particularly credible, since they have no apparent connection to the parties and therefore have no bias.

Gently insist that the responding officer take down witness information and statements. If they don't, get the information yourself—it may come in handy later on.

Accident Information

The vast majority of police accident reports are done on a printed form with spaces for specific information and, in many cases, check-the-box sections to cover every possible tiny detail of what happened.

It will also provide a space for the officer to write in any additional details that they deem important.

If you are the one filling out the form at the police station or DMV , be sure to describe the accident in as much detail as the form allows—and then some.

Party and Witness Statements

This is the most important section for you, because this is where you get to tell your side of the story.

If the report is being taken by a responding officer, be sure to read over what they write down for you, and confirm its accuracy on the spot. You may want to review what the other parties and witnesses put down in their statements if you get the opportunity. 

If you review a police accident report and discover an error, let them know immediately. If the error concerns a factual mistake, such as a misspelled name or incorrect license number—something that is easily confirmable—you will likely find it simple to correct.

Don't expect to be able to change something that amounts to a conclusion reached by the report taker, though, even if you believe that the conclusion is factually incorrect.

Remember, the need for a police accident report to be complete and accurate is hard to overstate.

The police are not able to respond to every fender bender in a parking lot or driveway.

If your vehicle is damaged in the grocery store parking lot, the police will likely not come to file a police report if there are no major injuries. That means you will need to take down the information yourself.

The information required for filing a car insurance claim that occurred on private property is very similar to the information usually included on a police report. While you might not have a police report form, be sure to include all of the same information in your personal documentation.

When you are involved in an accident, and police come to the scene, the officer who writes the police report will often provide you with a report identification number.

By calling the police department that issued the police report, you will be able to receive a copy, but it might not be available immediately.

Does the accident report automatically go to insurance?

Police reports are not automatically sent to your insurance company. When you call or contact your insurer to make a claim, they may ask you to send it to them.

How long do you have to report an accident to the police?

The amount of time you have to report an accident to the police varies by state. In New York, for example, you must report the accident within 10 days. In Missouri, you have up to 30 days. Be sure to check your local state laws to find out the requirements where you live.

When should I report an accident to the police?

Even if your state law gives you a cushion of 10 days, 30 days, or something else, you should always report an accident to the police as soon as possible. In some cases, if you take longer than a certain amount of time, you may need to provide documentation proving why you couldn't submit it earlier.

HG Legal Resources. " The Importance of Filing a Police Report After a Car Accident ."

Mayer & Associates, P.C. " Know Your Legal Options If You Are Injured in a Parking Lot ."

Nolo Legal Encyclopedia. " Car Accidents and Police Reports ."

Eason & Tambornini. " Does a Police Report Automatically Go to Your Insurance Company After a Car Accident? "

The Barnes Firm. " How Long After a Car Accident Can You File a Police Report? "

Law Offices of Bryan Musgrave. " How Long Do You Have to File a Police Report After an Accident? "

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• How to Read an Accident Report: Everything You Need to Know

Car accident reports serve as the official record of the incident, capturing essential details that could influence the resolution of insurance claims and legal actions. For drivers or individuals involved in such accidents, gaining familiarity with the structure and content of these reports is not just beneficial—it’s a strategic necessity. This knowledge empowers you to advocate effectively for your rights and ensures that you’re adequately prepared to discuss the incident with your insurance provider or legal representative.

Procedure for Reporting Automobile Incidents in Georgia

The procedure for reporting car accidents in Georgia is designed to ensure that all necessary information is accurately documented and available for all parties involved. Overall, these are the steps we recommend you to follow:

• Immediate notification : Following an accident, it’s required by law to notify the local police, sheriff, or state patrol if there are any injuries, fatalities, or significant property damage.
• Information exchange : At the scene, exchange contact and insurance information with the other driver(s), including names, addresses, and vehicle registration details.
• Official report filing : The responding officer will file an official accident report, which is crucial for insurance and legal purposes.
• Obtaining a copy : Individuals involved in the accident can obtain a copy of the report.
• Review and action : Once you’ve obtained the report, review it for accuracy and consult with a car accident lawyer to understand its implications for your insurance claim or any potential legal action.

How to Request an Accident Report in Georgia

Obtaining a copy of an accident report in Georgia is a straightforward process, but it requires following specific steps to ensure you receive the necessary documentation:

• Identify the investigating agency : Determine if the Georgia State Patrol or another local law enforcement agency conducted the accident investigation.
• Submit an open records request : For reports by the Georgia State Patrol, complete the Open Records Request form available on the Georgia Department of Public Safety’s website. For accidents investigated by local or county agencies, contact the respective department directly.
• Provide required information : When submitting your request, include all necessary details such as your name, address, phone number, the names of involved parties, the accident date, and location, and, if known, the crash report number. This information helps the agency locate the specific report.
• Payment of fees : Be prepared to pay a nominal fee for the report. Fees vary by agency and report length but are generally minimal.
• Receive the report : Once your request is processed, you will receive a copy of the accident report. This can be sent electronically or by mail, depending on the agency’s policies.

By following these steps, you can obtain the accident report necessary for insurance claims or legal consultation.

Basic Information You Can Find in an Accident Report

An accident report, meticulously prepared by responding law enforcement officers at the scene of a collision, serves as a critical document for all parties involved. It encapsulates a wealth of information essential for navigating the process after an accident, which can be helpful to pursue a claim. Here’s a closer look at the fundamental elements typically included in such a report:

• Incident details : This includes the date, time, and exact location of the accident, providing a temporal and spatial context that is crucial for any subsequent analysis or legal proceedings.
• Involved parties : Detailed information about each individual involved in the accident, including drivers, passengers, and any pedestrians. This section contains names, addresses, contact information, and often, the driver’s license numbers, offering a comprehensive overview of who was involved.
• Vehicle information : Specifications of all vehicles involved in the accident, such as make, model, year, and license plate numbers. This section may also include the insurance status of each vehicle at the time of the accident.
• Witness accounts : Names and contact details of witnesses, along with a summary of their accounts, which can be key in reconstructing the events leading up to the accident and establishing fault.
• Narrative summary : A detailed narrative from the responding officer, providing an overview of the accident based on their investigation, observations at the scene, and interviews with involved parties and witnesses.
• Diagram of the accident scene : A graphical representation of the accident scene, showing the positions and movements of vehicles and pedestrians , which aids in visualizing how the accident occurred.
• Injuries and Damages : A record of any injuries reported or observed at the scene, as well as an initial assessment of damages to vehicles and property.
• Citations Issued : Information on any traffic citations or violations noted by the officer, which can indicate preliminary determinations of fault or contributory factors to the accident.

This document not only aids in filing insurance claims but also forms the basis for any legal claims that may arise from the incident. Given its importance, it’s advisable to review your accident report thoroughly and consult with a legal professional to ensure that your interests are adequately represented and protected.

Factors You Should Look at in an Accident Report

When reviewing an accident report, certain elements can provide critical insights into the incident, potentially influencing the outcome of insurance claims and legal proceedings. Paying close attention to these factors can help you understand the dynamics of the accident more thoroughly:

Drug Testing

One crucial aspect to examine is any mention of drug testing. This section will indicate whether any involved parties were tested for the presence of alcohol or drugs, which can significantly impact fault determinations and liability. Positive test results could lead to more severe repercussions for the responsible party and may influence the strategy for pursuing compensation.

Road Conditions

The report will often include details on the road conditions at the time of the accident. Factors such as wet roads, icy conditions, poor lighting, or road obstructions play a critical role in understanding how external factors contributed to the accident.

Vehicle Damage

The extent and location of vehicle damage documented in the report can offer insights into the collision’s dynamics. This information can help reconstruct the accident scene and establish the impact points and the sequence of events leading to the collision.

Witness Statements

Witness accounts are invaluable for corroborating the involved parties’ versions of events. These statements can either support or contradict the details provided by the drivers, offering an objective perspective on the accident.

Officer’s Narrative and Conclusion

The responding officer’s narrative and any conclusions drawn about the accident’s cause are pivotal. This section may include the officer’s assessment of fault, based on the evidence and observations at the scene.

Contact an Experienced Car Accident Lawyer and Get Help with Your Report

Whether it’s negotiating with insurance companies or preparing for a potential lawsuit, having a legal professional by your side can significantly enhance your chances of securing the compensation you deserve. Our team of personal injury lawyers at Deming Parker specializes in automobile accidents and is committed to advocating for your rights and best interests throughout the legal process. For expert legal support and to explore how we can assist you, reach out to us today for a free consultation.

• Accident Report: Legal Definition

What To Include in an Accident Report

Contact a personal injury lawyer.

An accident report is a document that includes details about an accident including the type and how it happened.

A detailed accident report will likely be required in the aftermath of an accident, whether it is a car , motorcycle , truck , bicycle , pedestrian , slip and fall , or construction accident to establish liability .  In the case of an automobile or other accident that happens in traffic, a police officer will likely be called to the scene. For all other situations, drivers or other interested parties may need to write their reports.

If you have been involved in an accident, for insurance and legal purposes, you should prepare your accident report or obtain an official report from the police.

When it comes to filing a report after an accident, no matter where or how it occurred, more information is always better than less. There are certain key items your report should include, and you should try to remain as objective as possible.

Key Details of the Accident

This is essentially the who, what, where, when, and why of the accident itself. Record the location, time, and date of the accident. If possible, take photos or videos of the scene from a variety of angles, and include skid marks or debris. If the accident occurred on public streets, note the street names, and the exact location in the street where the accident occurred.

Environmental Factors That May Have Contributed

Whether you are involved in a traffic or slip and fall accident, the conditions at the time of the accident may be critical. Note if the surfaces were wet or dry, whether it was day or night, and how much light was available. Also note any specific landmarks such as signs, vegetation, buildings, or fences that may have hampered visibility or safety.

Include a Diagram or Map

In addition to your written report of the accident, it is helpful to create a simple diagram of the scene, showing the location of vehicles (if appropriate) and any other relevant factors, including witnesses and bystanders. In the case of a traffic accident, indicate the position, direction, and speed of the vehicles involved, the position at impact, and the final position after the accident.

Include Detailed Contact Information

Be sure to include contact information for the primary people involved in the accident, along with passengers, bystanders, and witnesses if possible. Note their names, addresses, contact information (phone and email), age, and gender.

For drivers, note the make, model, and year of the vehicle, license plate information, driver’s license number, and insurance policy information. If any injuries occurred, include the severity and hospital information if necessary.

Depending on the circumstances, you may not be able to create your accident report immediately after the accident. However, the sooner you can, the better, while details are fresh in your mind. Bear in mind, that you do have a time limit, as Arizona statutes require you to take legal action on your case within two years.

Note: If the police show up at the scene, you can just obtain the official report rather than doing all this work yourself.

If you have been involved in an accident, whether it happened in traffic, in a public place, or on a construction site, Zanes Law may be able to help you recover the compensation you deserve. Call today for a free case review.

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What Is an Accident Report and Why Is It Important for Legal Claims?

Key points:.

• When the police respond to the scene of a crash, an accident report must be completed by a responding officer.
• Police accident reports contain essential details and accounts that can help draw a picture of how and why a car accident occurred.
• An accident report can help you file a claim with an insurance agency, as it acts as an eye-witness account from a respected and reliable source.
• You can obtain an accident report through the agency that responded to your accident or from the online website BuyCrash.com.

Police Reports Can Impact Georgia Car Accident Legal Claims

When trying to obtain compensation after a car accident, any evidence that explains how and why the accident took place can help with your case. An accident report from a police agency can be extremely valuable when making a legal claim because it acts as an eye-witness account from a respected and reliable source.

Police must complete an accident report using the Uniform Motor Vehicle Accident ReportingForm, a standardized document that provides all the details regarding a crash. These forms must be filled out even for minor accidents. Fields on the form are typically consistent throughout the state of Georgia so that all accident documentation is the same, no matter where the accident took place. Additionally, there are overlay forms containing multiple-choice codes that help streamline the paperwork for law enforcement officers.

Here’s why an accident report is crucial for a car accident claim.

Georgia Police Accident Reports Provide Critical Information

Depending on where your crash happened and which agency responded to the scene, the accident report will be completed by either local, county, or state law enforcement authorities.

The accident reporting form has several pages that allow officers to provide precise specific details about the drivers, the environment, and what took place at the scene of the crash.

The following fields are included in all accident reports:

• The time, date, and location
• Descriptions of the vehicles involved
• Details about all drivers involved, including names, addresses, and telephone numbers
• Witness contact information, if available
• Insurance information for all vehicles
• Driving and traffic conditions at the time of the accident
• Weather conditions, if weather was a factor in the crash
• Any traffic tickets issued
• A write up of the officer’s account
• A drawn diagram of the accident

All the information within the accident report is helpful in making a legal claim as it can alleviate “he said-she said” differences among involved drivers. Having the official police report is often critically important in proving liability in a case or court.

Accident Reports Differ from Criminal Reports

If the responding officer determines that a criminal act has been committed, a separate criminal report will be filed, and arrests may be made. For example, a criminal report may be filed if a driver was under the influence of drugs or alcohol during the crash.

Criminal police reports contain the details of individual acts that violate Georgia laws, which may be anything from trespassing to driving while intoxicated .

Where to Get Accident Reports

If you are considering legal action, it’s helpful to have the accident report with you during your initial consultation. To obtain the official police report, you may request a copy from the reporting agency. There may be a small copy fee for this service.

The following websites explain how to obtain a copy from various departments or online resources:

• The Georgia State Patrol / Georgia Department of Public Safety
• Fulton County Police Department – How to get your police report
• Clayton County Police Department – How to get a report
• City of Atlanta Police Traffic Reports (Central Records Unit)
• Gwinnett County, Georgia Accident Reports – how to get yours
• Cobb County, Georgia Police Traffic Crash Reports
• Dekalb County Police Reports
• Douglas County, GA Accident Reports
• Henry County, Georgia Traffic Accident Reports
• BuyCrash.com

If you do not have a copy of your accident report during your initial consultation and you decide to retain a lawyer, they can help you get a hold of a report for your case.

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Insurance companies often try to pay victims less than what they should rightfully be awarded, as this is how they make their profits.

At The Millar Law Firm, we have spent three decades supporting and assisting accident victims as they pursue their insurance claims. Our attorneys work on car accident cases every day and are familiar with insurance company tactics that attempt to pay you less than you deserve . With our help, you’ll be better positioned to receive a full and fair settlement for your claim.

We offer a free first consultation to help you understand your rights and the steps to take to protect yourself and your family.

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Related legal guides.

• How to Sue Your Insurance Company for Uninsured or Underinsured Motorist Claims
• The 2024 Car Accident Internal Injury Checklist
• How a Car Accident Victim Can Receive Injury Compensation and Disability Income 
• Head-On Car Crash Legal Claim Facts and FAQs

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How to read a car accident report.

A car accident report is a valuable document that contains facts and investigative results about your car accident. Many states use a uniform version for their state officers or highway patrol to use when completing an accident investigation.  The officer uses the report to document their findings and to reach conclusions in most cases as to the responsible parties.

Although the finding of fault in the police or car accident report is not admissible at trial, the officer may refer to the report when expressing his observations.  If a police officer issues a citation that allocates blame, that citation is not admissible.  While police officers and highway patrol officers are trained accident investigators and many have years of experience, they are only permitted to testify regarding their first-hand observations and not offer opinions as to liability.

Insurance adjusters will generally accept the car accident report as sufficient evidence to establish liability and responsibility. They will also use the document to determine the location of property damage.

In accurate reading of a car accident report will inform you if liability is an issue, what the parties and witnesses stated to the police officer at the scene, and other observable facts. Be careful though, police reports are not always 100% accurate.  While officers may do their best to get the facts right, we have looked at many accident reports with glaring mistakes.  So do not always take the report as the gospel.  A good personal injury lawyer Atlanta residents trust should conduct his own investigation.  You can obtain a copy of the car accident report directly from the investigating officer’s department or online at buycrash.com within 3 to 6 days after the accident.

A Georgia car accident report has 21 categories offering various information about the vehicles, parties, weather, road conditions, the direction of travel for the vehicles, property damage, point of impact, and injuries. Of course, not all of the categories will apply to your individual case. But the following are the more common ones that you should examine:

Alcohol and drug tests

If a driver tested positive for drugs or had a blood alcohol concentration (BAC) level of 0.08%, he is presumed to be under the influence. This is also true if the driver refused to consent to testing. This section also indicates if the driver had a breath, blood, or urine test. A positive test can be considered negligence per se and may be used to pursue punitive damages.

Insurance Information

You will want to know the name of the defendant’s driver’s insurance carrier so that written notice of your claim can be promptly made. Your lawyer will send a letter under O.C.G.A. § 33-3-28.

Vision Obscured

If a driver’s vision was blocked or obscured by the weather, a parked vehicle, or vegetation, this could lead to further investigation as to whether another party contributed to the accident, or that the defendant failed to take reasonable precautions.

Vehicle Maneuver

This section shows what movement or lack of movement was made by one of the vehicles at the moment of impact, and can suggest liability by one of the parties.

Operator Contributing Factors

There are 42 listed contributing factors that could have caused the accident. They include exceeding the speed limit, distraction, impairment, road surface defects, racing, mechanical issues, and others. If the driver was impaired, a bar or other establishment may be liable under Georgia’s dram shop laws. O.C.G.A. § 51-1-40.

Traffic Control

Was a traffic control device, a stop sign, or other signage an issue in the accident?

Traffic-Way/Flow

This shows how the traffic was moving in the area where the accident occurred. There could be a two-way with or without separation by barriers or one-way traffic where a party drifted into the other lane. In an accident where a defective barrier allowed a car to cross into the opposite lane of traffic should be investigated for municipal liability.

Number of Occupants & Posted Speed

These two categories are obvious: how many people were in the car and what was the speed limit.

Roadway Contributing Defects

If the officer felt the road conditions contributed to the accident, he might have indicated standing water, sand, slick surface, or significant holes. The road might have sharp turns, was graded, had a hill crest that suddenly peaked at a crosswalk, or was simply straight. This can suggest that a driver’s vision was obscured or he failed to take proper precautions.

Damage to Vehicles

While this is not fair, often, the severity of an injury is presumed to be based on the property damage sustained. The reason this is not fair is that a car may be crumpled, and the driver only suffers minor injuries.  Similarly, a car may have less damage, but the driver suffers serious injuries.  This category offers 4 different choices and is based on the subjective judgment by the officer.  The 4 levels of damage that the officer can select from are: 1) no damage; 2) minor damage; 3) functional damage; or 4) disabling damage.

This section indicates is there was construction or any road maintenance at the crash site.

Narrative and Diagram

There are several other categories in the report. The ones we have reviewed above are just some of the boxes that the officer will fill in when he prepares his report.  One of the most important parts of the report is found on page two of the accident report where the officer will write a narrative, draw a diagram, and provide witness information.  If a driver or passenger was transported to a hospital, the narrative will include that information. The narrative should include what the officer observed and what he did.  The diagram will have a picture—not always an accurate picture—that shows what the officer thinks happened.

Witness Information

One of the most important things you need when you are involved in an accident is to take out your phone and text yourself the witnesses’ names and numbers.  Witnesses often disappear and so while there is a section for witnesses in the report, the officer may not have their information.

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Incident Report Vs. Accident Report – Defined For Business In 2023

Posted 14.01.21 by: Bond Seidel

Updated March 21, 2023.

Examine the differences between incident and accident reports by defining each’s meaning to today’s business. Incident Report Vs. Accident Report – Differences For Your Business

Every day, it seems there are more and more files, forms, passwords, and reports than ever before in history. These are truly unprecedented times. And in all the confusion, sometimes further clarification can make all the difference between wasted and efficient time spent. Take the incident report vs. the accident report; even these forms can be confusing: which is which, and when should you use one or the other?

Incident reports and accident reports are synonymous because an incident may be an accident, and an accident is a form of incident. The only difference is the assumption of fault: the assumption is an accident is no-fault, and an incident potentially is the fault of a person or persons.

In ordinary workplaces, an accident usually refers to a situation where an injury occurred. Furthermore, an incident is reserved for near misses, property damage situations, and other accidents that do not involve personal injury.

Defining accidents and incidents for health and safety reporting purposes is essential to setting a standard for incident or accident reporting practices.

This guide will help you define incidents and accidents for your health and safety reporting program.

We’ll also point you to some free and downloadable templates you can use to get started or the superior digital reporting platform, the 1st Incident Reporting app . We’ll start by going over some definitions of incidents to business operations; after all, it’s the real-life application that matters here.

Table of Contents

The Incident Report Defined

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Oxford defines an Incident as an event or occurrence. However, no defined nature of the event or occurrence gives it the sense of a problem. But as soon as you enter the realm of health and safety reporting, an incident and, thus, incident report have a slightly more defined meaning.

Business And Industry Definitions Of Incidents By Type

Each industry has its definition of an incident. And depending on the subject matter, some incidents span multiple industries. Let’s take a quick look at a few of the many incident report types we find in North America alone.

Personal Injury Incidents

In the USA, the OSHA defines an incident as any event (or situation) in which a worker sustained an injury or a ‘near miss’ occurred. Business is encouraged and, in many cases, liable for recording these situations with the appropriate forms. An example of a form for a small business might look something like this team member injury form . 

In Canada, the CCOHS oversees a similar injury reporting process. The definitions of what to report vary from province to province, but you can find the injury type to report here .

Human Resource Related Incidents

When it comes to human resources, companies face several potential incidents. However, when concerned with people, incidents may be defined as any event or situation involving a person or persons that involve injury, violation of company policies, violation of laws, or risk to a person.

The incidents that could fall into the human resources category might include some examples.

• Team member injury report
• Team member misconduct report
• Team member incident report
• Customer incident report
• Near miss report
• Dangerous situation report

Transportation Incidents

One of the most, if not the most, standard reports that many of us are unfortunately acquainted with is the Vehicle Accident Report. If you have ever bought a used car, you’ve experienced a part of the process for vehicle accident reporting. Every time a vehicle gets into an accident and reported to authorities, the authorities log the accidents so future car buyers can access a vehicle history.

According to the FSCO , in Ontario, Canada, a driver must report an accident to the local accident reporting center within 24 hours of the accident. When you’re in an accident

, you complete the automotive incident report at the reporting center. 

For reporting traffic and vehicular accidents, the accident or incident is defined as an event that causes damage to one or more vehicles. This type of incident may involve injury to people or damage to other forms of property.

Many companies that utilize fleet vehicles have internal systems for reporting vehicular incidents internally. When this is the case, using a digital solution for reporting is the best possible option.

Environmental Incidents

Environmental incidents are those events where danger or harm occurs to the environment. This sort of incident may include chemical or other substance spills like an oil spill, particulate concerns like those found in automotive battery recycling facilities and similar toxic chemical handling facilities, or the case of fisheries; this type of incident might include biological contamination like a disease in a fish population.

The most common environmental incident in standard industry terms is a substance or chemical spill. For example, think of all the gas stations and how many times they need to use their spill kit for some spilled gas. Cleaning up a gas spill is considered an environmental incident, and fair reporting would include an appropriate environmental incident form to document the event.

Regarding industries like construction, medical, or even security services , all businesses have one thing in common: the goal to maintain safe and incident-free facilities. In this sense, the incident defines any situation where an injury occurred or may have occurred. The latter uses the specific Near Miss Report Template or Dangerous Situation Report Form . 

Most businesses include damage to equipment or property in their incident reporting. Some also include a near-miss report form for property or equipment. These forms do not always require that a person is involved, although all people’s health and safety are paramount. When a company uses expensive equipment, reporting near-miss accidents may pertain to equipment and property just as it does to people. And given a more autonomous age, more and more property and equipment-related reports will be required.

Read all about the Incident Report and Disclosure Process here .

Types Of Incident Reports

As you can well imagine, many further different incident reports are available. Some of these report examples are listed below.

• Vehicle accident report form
• Equipment Condition Report
• Property Damage Form
• Team member Injury Form

There are many situations where one might classify an event as an incident. It will entirely depend on your business reporting requirements and obligations, but typically it will involve situations where injury or damage has occurred or might occur to persons or property.

Accident Report Defined

The word accident has two meanings for most people and businesses alike. The first meaning of accident is defined well by Oxford as “ an unfortunate and typically unforeseen event, a disaster, a mishap; (also) unfortunate eventuality.”

The second meaning concerns a fate not so dire as damage or injury. In the second instance of an accident, we assume there may not be a bad outcome. For example, one might say they accidentally won a draw at work. Therefore the meaning is that of an unplanned event.

In business, we look at accidents with the first meaning in mind. It is true when it comes to our reporting processes used in health and safety. Ergo, our definition of an accident report is any report that documents any person or property’s real (or potential in the case of near-miss incidents) injury or damage.

Types of Accident Reports

Accident reports come in various flavors, but the business’s predominant accident reports pertain to accidents involving people and property . Some of the more common types of accident reports include the following.

• Vehicle accident report – It is the most commonly used accident report. It might pertain to a local or regional police report for a vehicular accident or a private company’s vehicle accident form, like a security officer might use at a busy shopping mall for parking lot fender benders. 
• Team member accident report – Also known as the Employee Injury Report, most instances where a team member sustains injury are due to an accident. Ergo, a team member injury or accident reports are the same in many cases.
• Property damage report – The property damage report finds a use for detailing the damage caused to property, whether by the elements, people, vehicles, or another source.
• Equipment damage report – Having a form or report to detail damage to equipment is essential to tracking driver or operator behaviors and department profitability.

As mentioned earlier, with so many different industries and types of potential accidents, the sky’s the limit for how many possible reporting forms could exist. However, using a generic or group of semi-generic forms works well enough for most small to medium-sized businesses.

Once your company gets to a specific size, scrambling around for the correct form is more than just a waste of company resources, it’s a waste of time. That’s when a digital solution is necessary, as the 1st Incident Reporting app : Everything your business needs for your health and safety incident and accident reporting. 

Why Should All Incidents And Accidents Be Reported?

Aside from the standard reporting requirements that drive most businesses to have a robust reporting system, there are also economic advantages. Most incident reporting practices fall into the class of money spent as part of nothing more than an operating expense. However, there is much more to it than meets the eye.

Reporting all incidents and accidents with an efficient system like the 1st Incident Reporting app is a way to do several things.

• Aids in future investigations where required
• Allows for trend analysis of incidents and accidents
• Aids in providing evidence or documentation if required for medical, insurance, or other purposes
• Supports legal mandates that require business due diligence for reporting incidents and accidents

With the benefits of a robust reporting system, companies can save time and money when future situations require validation by documentation. 

Last Thought On The Incident Report Vs. Accident Report (And Their Differences)

An accident may be an incident, and an incident may be by accident. A business defines incidents typically as those events where a person or property is injured or damaged. However, businesses often include near-miss events as incidents as well. Although a near miss may also be considered an accident, injury or damage must occur for it to be an accident, as it is commonly understood. But again, it depends on your particular business definition to report.

Trying to attempt to keep all the different incidents and accident forms organized may seem confusing. We’ve mentioned the value of using a digital solution. And although none of us want to have an incident or an accident occur, having an efficient reporting system set up prevents future reporting costs and helps in several other ways should an event occur that requires reporting.

Further Resources

• https://www.osha.gov/incident-investigation
• https://www.ccohs.ca/oshanswers/legisl/injury_reporting.html
• https://www.oed.com/
• https://www.hanford.gov/files.cfm/VPPPA_Nationals_Final_Rev_1.pdf

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Incident Report Guide: All You Need To Know

 Prevent critical safety issues in the workplace through comprehensive incident reports

What is an Incident Report?

An incident report is a tool that documents any event that may or may not have caused injuries to a person or damage to a company asset. It is used to capture injuries and accidents, near misses, property and equipment damage, health and safety issues, security breaches and misconducts in the worksite.

What is the Purpose of Incident Reporting?

As part of Incident Management , the purpose of incident reporting is to record an incident, determine its possible cause, document any actions taken, and make it known to stakeholders. An incident report can be used in the investigation and analysis of an event or as safety documents that indicate potential risks and uncontrolled hazards found on the work site for future assessments (e.g., ergonomic assessments ).

An incident report is utilized by:

• an authority to create a report of an incident;
• a worker to report an incident he/ she has witnessed;
• any member of the organization to raise awareness about an incident that has occurred in the worksite.

Top 3 Benefits of Incident Reporting

The management and their workers should know why incident reporting can not only improve an organization’s safety but also help the business stand out from others and, most importantly, can help create a sound and healthy working environment and culture for workers.

1. Immediate Reinforcement of Actions

In the event that an incident happens at work, documenting and reporting the details to management can induce immediate and necessary measures to be taken (e.g., providing first aid ). This also heightens the seriousness and gravity of any incident, reminding all workers that these events should be reported, whether big or small. Immediate action also helps leaders magnify their responsibilities in ensuring a safer place for their workers.

2. Communication on Hazards and Threats

Communicating threats, risks, and hazards to all concerned and affected workers in an organization helps raise awareness of possible dangers that may arise. This could be an essential tool for industries in which tasks are associated with the highest risks, such as the construction, manufacturing, mining industries, and even offices, which are prone to accidents because of the potential hazards that can be overlooked.

3. Continuous Improvement of Processes

An incident report provides a clear picture of what an organization should focus on resolving, changing, improving, or eliminating. This also helps the management implement new policies to determine the efficacy of these changes for safety and quality.

What are the 4 Types of Incident Reports?

Here are 4 types of incidents you should report:

• Worker injury incident
• Environmental incident
• Property damage incident
• Vehicle incident
• Fire incident
• Near misses – these are situations where the people involved had no injuries but could have been potentially harmed by the risks detected.
• Adverse events – related to medicine, vaccines, and medical devices (in compliance with ISO 14971 ). These events occur when an act of commission or omission harms a patient rather than the existing disease or condition.
• No harm events – these are incidents that need to be communicated across an organization to raise awareness of any harm that may happen.

Additionally, there are two major ways to create a comprehensive incident report: list type and narrative type. List-type reporting allows users to enumerate all the relevant information in a straight-to-the-point approach. Narrative reporting, meanwhile, involves documenting events in a descriptive or storytelling manner. As the keyword suggests, it narrates the whole incident from start to finish.

What to Include in an Incident Report

To ensure an effective incident reporting, it should be accurate, factual, complete, graphic, and valid. Here’s a list of elements that would guide you during the documentation of an incident:

• General information
• Setting or environment
• Affected people
• Injuries and the severity
• Administered treatment
• Property and equipment damages
• Actions of people involved during the incident

Take a look at some incident report examples here

The layout of information in an incident report form may vary depending on a number of factors. But should generally include the following elements:

• Introduction – The first part of the incident report form covers the who, what, when, and where of the incident.
• Body – Talk about the incident from start to finish, ensuring details are laid out in chronological order to avoid confusion.
• Conclusion – Was the incident resolved? How? If the incident was not resolved, explain why, and provide the steps that need to be taken in order to resolve it.
• Sign off – Include the full name and signature of the incident report writer for accountability and record-keeping.

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How to Write an Incident Report: A Step-by-Step Guide (with Examples)

Now that we have an idea of what information should be included in an incident report, here’s a sample walkthrough through an incident report PDF sample to give you a clearer picture of how you can create an effective incident report.

Step 1: Provide Fundamental Information

Following the outline of an incident report form , the first thing you would want to collect are fundamental information. You can do this by answering the following questions:

• What type of injury was caused, if any? Was it fatal or non-fatal?
• Was there any property damage?
• When and where did it take place?
• What task was being done at the time when the incident occurred?
• What was the environment like?

Using the scenario above, the first section of your report would begin to look something like this:

Incident Report Sample fig. 1

In our incident report example, we took advantage of adding photo evidence to better illustrate the environment where the incident took place. Notice that the photo attached had an annotation. Annotating gives the reader(s) of your report a clearer idea of what to look at.

Step 2: Take Note of Any Damages and Injuries

The next thing you would want to do is determine the results of the incident. Did it cause any damage or injure anyone? If so, you should describe it in detail and, if appropriate, provide photo evidence of the damage.

Incident Report Sample fig. 2

Step 3: Identify Affected Individual(s)

Provide the names of the people involved along with their job details, such as title, shift arrangement, and other relevant information.

Incident Report Sample fig. 3

Step 4: Identify Witnesses and Take Their Statements

Record the names of people present during the incident and gather their statements. These will be valuable in understanding the sequence of events that led to the incident and may even provide you a better insight into whether or not the behavior of the affected employees was a factor that contributed to the injury or damage. Witnesses’ statements can be noted verbatim or paraphrased. Remember to have the witnesses sign off on their statements to verify the accuracy of what has been recorded.

Incident Report Sample fig. 4

Step 5: Take Action

This refers to the actions that should be taken after the incident. It includes corrective actions that will eliminate recurrence of the incident. The corrective actions section of your incident report can also include the actions that you need to take in order to complete the report.

Incident Report Sample fig. 5

Step 6: Close Your Report

Upon completion of the previous sections, you may collect management’s comments on the incident. For accountability measures, you, as the reporter, and someone from upper management should sign off. This will validate that the information stated in the incident report is truthful and unquestionable.

See this incident report PDF sample for a comprehensive guide.

Incident Report Sample fig. 6

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FAQs about Incident Reports

What is the difference between an incident report and a police report.

The main difference falls on the one who completes it. A police report is a detailed documentation of a crime written by an officer or any representative of a police department who was present at the crime scene. On the other hand, an incident report can be written by anyone who wants to report any events that might or might not have caused harm to someone or something. Police reports require an investigation to follow, while an incident report can be used as a supporting document for an investigation or analysis of events.

What is considered an incident?

Generally, an incident is defined as any event, condition, or situation which:

• Causes disruption or interference to an organization;
• Causes significant risks that could affect members within an organization;
• Impacts on the systems and operation of worksites; and/ or
• Attracts negative media attention or a negative profile for the worksite

When should I report an incident?

The rule of thumb is that as soon as an incident occurs, an incident report should be completed. Minor injuries should be reported and taken as seriously as major injuries. These injuries may get worse and lead to more serious injuries or health issues if not addressed.

Jona Tarlengco

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5 Key Differences Between Accident vs Incident Reporting

The differences between an accident vs incident are subtle but crucial to grasp if you want to generate accurate reports, remain compliant, and foster a strong safety culture. Most regulatory bodies around the globe define accidents and incidents in their own way but all have similar undertones. When OSHA defines accident vs incident, they define them as follows:

“An accident is an unforeseen and unplanned event or circumstance. An incident is something that occurs during work where no personal injury or illness is caused”.

Accidents tend to be characterized by unexpected, undesirable events resulting in harm. Incidents include a broader spectrum, ranging from accidents to near misses and unsafe conditions.

Think of it this way: An accident is a type of incident. But not all incidents are accidents. And getting it right in your reports is critical and this article will help you learn the difference.

Accident vs Incident: Know the Difference

The difference between an accident vs incident can be broken down into 5 key areas:

1. Type of Event

The first thing you must evaluate is the outcome of the event. In occupational safety, accidents are often serious AND preventable.

On the other hand, an incident, in the context of safety, is always unwanted and unplanned.

Can an incident be a precursor to an accident? Some industry experts classify an incident precursor as a “near-miss”. It’s a minor incident that could have been an accident had one or two additional safeguards failed. And when it comes to incidents that cause injury, what makes an injury or illness “serious” enough to be classified as an accident?

2. Reporting Requirements: Accident vs Incident

Occupational Health and Safety regulatory bodies around the globe require companies to report accidents and incidents. But some businesses may have different opinions when it comes to defining what makes an injury serious. In the U.S., to keep things simple and consistent, many companies use the OSHA reporting policies as their guide. An incident with a serious safety and health outcome must be reported within 24 hours, which triggers a site visit and investigation.

Reportable incidents include:

• In-patient hospitalization
• Loss of an eye

In addition, OSHA requires some outcomes to be recorded in a log. This can be reviewed during an investigation or audit.

Recordable incidents include:

• Any reportable incident, plus injuries or illnesses that require;
• Missed days at work, restricted work, or transfer to a different job
• Medical treatment beyond first-aid
• Loss of consciousness
• Another diagnosis of significant injury or illness by a health care professional

3. Preventability and Foreseeability

Foreseeability refers to the predictability of an accident.  The job of the safety team, perhaps the EHS Manager or Safety Officer , is to foresee a potential accident and put steps in place to prevent it. Since accidents are deemed preventable and foreseeable, they should technically never happen. But they do. The key is being as proactive as possible by identifying safety hazards and potential risks, and having strong communication practices in place to ensure workers are aware. However, to be proactive you need data.

Regularly analyzing incident reports gives companies the ability to have a >

4. Seriousness of Consequences

Everyone can agree on at least one thing when it comes to comparing an accident vs incident: They both cost companies money. Injuries can result in medical expenses, loss of production, and time, and run the risk of project delays. Even incidents that do not cause injuries, such as a near-miss, can cause psychological harm to workers. They may feel unsafe or that the company is not putting the proper steps in place to prevent an accident. Psychological consequences may include high employee turnover and missed days.

Reputational damage is a real factor to consider when it comes to the fallout of a major incident. Even if a contractor or subcontractor is responsible for the incident, the hiring company still faces reputational damage. This tends to be more common for incidents that result in a fatality or an environmental crisis. Accidents tend to draw significant attention, while incidents may not receive the same level of immediate attention.

5. Causation Complexity

Accidents often involve a more straightforward cause-and-effect relationship, where a specific action or event directly leads to harm or damage. On the other hand, incidents may entail a more intricate web of causation, involving several factors.

Think of it like a puzzle. An accident might be like fitting a handful of pieces together, while incidents are like dealing with 500 pieces to put together, without a picture to follow. So when we consider causation complexity, we acknowledge that incidents are often the result of several factors, each playing a role in the root cause.

Tracking Accidents and Incidents Provides Opportunities for Improved Safety

By analyzing incident reports, companies can identify areas or processes that pose a risk to worker safety and take proactive measures to mitigate those risks. Reports also provide valuable insights and data that can be leveraged by safety teams to develop programs and training to improve workplace safety for all.

Furthermore, comprehensive reporting fosters a culture of transparency and continuous learning, while encouraging employees to report safety concerns and near-miss events.

Veriforce can provide the expertise to help you with incident reporting and help you turn a challenging event into a learning opportunity for your organization.

Contact us today to learn more.

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