how to write incident report form

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Blog Human Resources How to Write an Effective Incident Report [Templates]

How to Write an Effective Incident Report [Templates]

Written by: Victoria Clarke Jun 13, 2023

We all do our best to ensure a happy and healthy workforce. That’s why, in a perfect world, you would never have to create an incident report.

But since incidents do happen, it’s never a bad idea to be prepared for any situation–especially the unexpected.  

Small business owners, human resources teams and workplace emergency first responders: this is the article for you! 

In this step-by-step guide, I’ll share our top tips on creating incident reports that will help you carry out effective investigations and make sure similar (or more serious) incidents don’t happen again.  I’ll also include our top incident report templates to get the job done.

Table of Contents:

• What is an incident report?

What to include in a work incident report?

• How to write an incident report?
• Incident report examples, templates and design tips
• Simple incident report template
• COVID-19 employee incident report templates

All of the templates in this post can be customized using our easy online  incident report maker  tool. It’s free to sign up, many of our templates are free to use too.

What is an incident report? 

An incident report is a form to document all workplace illnesses, injuries, near misses and accidents. An incident report should be completed at the time an incident occurs no matter how minor an injury is.

Here’s one example:

Any illness or injury that impacts an employee’s ability to work must be noted. The specifics of what is required by law to be included in an incident report will vary depending on the federal or provincial legislation that affects your workplace.

If you’re unsure, you can take a look at your government’s website for more details. In certain cases, there are exceptions that can exempt small businesses from complying with such legislation. 

A well-structured incident report typically includes the following five key elements:

• Date, time and location: Provide specific details about when and where the incident occurred. This helps establish a timeline and context for understanding the event.
• Description of the incident: Clearly describe what happened, including relevant details such as the sequence of events, the people involved and any contributing factors. Use objective language and avoid assumptions or opinions.
• Witness information: Include names and contact information for any witnesses to the incident. Their accounts can provide valuable perspectives and corroborate details.
• Action taken: Outline any immediate actions taken to address the incident, such as first aid, evacuation procedures or contacting emergency services. Documenting these responses is crucial for understanding the effectiveness of the initial response.
• Recommendations for prevention: Offer suggestions on how similar incidents can be prevented in the future. This proactive approach demonstrates a commitment to improving safety and mitigating risks.

How to write an incident report ?

It’s important to establish a systematic method for investigating incidents.  

It’s also equally important to have a report prepared that enables you to record every relevant aspect of the incident details–this is the essential first step in the incident reporting process.  

After you’ve created your incident report form, you can: 

• Begin your investigation with fact-finding 
• And end your investigation with determining recommendations for preventing both an increase in the severity of the incident and the possibility of a recurrence.  

To write any incident case reports, follow the basic format described below.

1. Take immediate action 

Employees of your organization should notify their manager or another member of the company’s leadership committee as soon as an incident occurs–regardless of the nature of the event (whether it be an accident, illness, injury or near miss).  

That being said, there need to be communication channels clearly defined to promote the practice of employees coming forward in these situations and the importance of such.

Once an incident has been reported, the member of leadership’s first responsibility is to ensure that appropriate treatment, if necessary, is being administered to those affected by the event.  

On this note: if the hazard still exists, the manager that the event has been reported to must eliminate the hazard by controlling it. Each company should have a defined procedure for accomplishing this based on the nature of their work. 

For example, if there was a spill that caused a fall. You would attend to the victim and promptly have the spill wiped up and identify the area as a hazard by using a sign.

2. Collect the facts 

Once the immediate action including the response to the event and eliminating the hazard from the environment has been conducted, it’s time to determine and record the facts related to the incident details. 

9 facts related to the incident include: 

1. the basics.

Identify the specific location, time and date of the incident. This information is fundamental to the investigation and the most obvious information to collect. 

2. The affected

Collect details of those involved and/or affected by the incident. This would entail recording the name(s) of the individual(s) involved, their job title(s), the department(s) they operate in the manager(s) of those affected. 

3. The witnesses

Speak to any witnesses of the event to collect their perspectives of the event. Record their statements as detailed and accurate as possible in the form.  

To ensure accuracy, it’s best practice to review your notes with the witness to ensure they agree with how the event is portrayed in the report. It’s also important to include the name(s) of any witnesses in the report in case any additional questioning is required. 

4. The context

Consider and document the events that occurred leading up to the incident. Ask:

• What was the employee doing? 
• Who asked them to complete the task? How was the employee feeling prior to the incident? …etc. 

It is important to identify which factors were an outcome of the incident and which factors were present prior to the incident and could be a potential contributing factor to the incident occurring.

5. The actions

In the report, you must specify the actions of those involved at the time of the incident. What did the employee do that led to the incident? 

For example, if an employee injured their back when lifting a box at work, it is important to determine how that employee lifted the box to decide if that contributed to the injury. If yes, then inquire if this employee was trained properly for this task and by who or what source.  

6. The environment

Identify and record environmental conditions that contributed to the event. Was there inadequate lighting? Was a piece of equipment not operating properly? Was the employees’ visibility obstructed by a glare or blind spot? Etc. 

7. The injuries

Record detailed descriptions of specific injuries and evaluate the severity of such in the report. This description should include part(s) of the body injured, nature and extent of injuries. 

8. The treatment

It is also important to document in the incident case report the type of treatment administered for the acknowledged injuries. This information is important to document in order to understand how the employee recovers when reviewing the specifics of the event.

9. The damages

Record an account of any damage to equipment, materials, etc that was affected by the incident. This will be helpful to refer back during the analysis of the event in order to consider both a corrective action plan and to determine what items will need to be repaired or replaced. 

3. Analyze and reflect  

Collecting and recording the facts related to the occurrence of the incident will aid in determining how the incident occurred. Analyzing the collected facts related to the incident will aid in determining why the incident occurred. 

Analyzing and determining how and why the incident occurred is essential in order to develop an effective corrective action plan. 

Potential causes for accidents or injuries that occurred in the workplace could include: 

• Primary causes (for example, an unsalted ice patch on a set of stairs that caused a slip and fall). 
• Secondary causes (for example, an employee not wearing appropriate personal protective equipment, such as a hard helmet or eyewear).
• Other contributing causes (for example: a burned-out light bulb in the area causing poor visibility). 

4. Establish a corrective action plan 

A corrective action plan would provide recommendations as a means to reduce the possibility of a continued issue and/or recurrence of the incident details. The recommendations would result from an effective analysis of the facts collected and documented in the incident report. 

Elements of an effective corrective action plan could include: 

• Occupational Health & Safety training for employees 
• Preventative routine maintenance processes that ensure equipment is in proper working condition 
• A review of job practices and procedures with a recommendation for changes to reduce the risk of incidents 
• Conducting a job hazard analysis to determine if other potential hazards are associated with the task and/or environment and then training employees on these hazards based on the findings of the assessment 
• Engineering, equipment or PPE changes/upgrades to ensure the task or the process of completing said task poses less risk

Incident report examples and design tips

Here are some examples of types of incident reports to help you get started. I’ve also included some report design tips to help you present your information effectively. If you want to dig a bit deeper into the topic , here’s a comprehensive guide to general report design that I find handy.

Incorporate your branding into your report design

As with any document you create for your business, it’s good practice to incorporate your branding into your incident reports. (Psst– Venngage’s Brand Kit feature makes it easy to add your branding in just a click!) 

Include your brand colors in your design. You can do this by using them in the report header, footer, sidebar and in any visuals. 

You could use your brand colors in the background of your incident report:

You may also want to include your logo, like in this incident report template : 

Organize your information into sections using boxes

To make your information as readable as possible, organize it into sections. One of the easiest ways to do this is by using boxes.

For example, take a look at how these types of incident report templates use boxes to section off the information:

This type of incident report example also uses rectangles to denote section headers:

Color code the sections of your incident case report

Colors aren’t just great for making your reports , presentations and charts more interesting to look at. You can also use color to organize sections of your report and to draw attention to key information. 

For more tips on using color in your designs, read our guide on how to pick colors to communicate effectively .

Add a visual header to your incident report

As part of your company branding, you may want to add a visual header to your reports. For example, this incident case report template uses a neutral photo with a color filter to create a professional header:

You can do this in Venngage by overlaying a photo on a color background and adjusting the opacity of the photo: 

You can use the same effect for sidebars as well: 

Make a mock form to offer new team members as an example

If you’re transitioning in staff or something happens when the individual who owns incident reports is away, it’s very important that there is a process documented . That will ensure that if someone is put on the spot, they can fill in the incident report properly.

It can also be helpful to add brief descriptions of the information in the type of incident report to include in each field. Take a look at how this incident report example offers some brief text to guide the person filling it out:

Use icons to visualize concepts

Icons are small, compact visuals that can be used to reinforce the information in your reports. You can also use them to draw attention to specific fields and important pieces of information. 

For example, this incident case report template uses icons to indicate the purpose of each field:

Incident report examples

Covid-19 employee incident report template.

Blue healthcare employee critical incident report template

Although being prepared for the unexpected is often difficult, preventative measures are the cornerstone of maintaining a happy and healthy working environment for yourself and your workforce.  

Incident reports are not only a defining piece in any company’s incident response protocol, but they provide a means to avoid recurring mishaps and/or inspire change. 

That’s why it is crucial to have a relevant and comprehensive incident report form prepared and on hand for any incident details that may arise. By adhering to your jurisdiction’s legislation and considering the four components prescribed above, you’ll be well-prepared to handle incidents effectively.

The effect of responding to workplace incidents in a timely and detail-oriented manner will not only ensure a safe workplace but also: 

• Reassure your employees that their employer is prepared to take the right steps in any situation 
• Ensure all appropriate parties are fully informed of incidents 
• Establish a record of incidents for future reference 
• Protect both you/your company and your employees from lawsuits and disputes

FAQs about incident reports

What is the purpose of incident reporting.

An incident report is used to describe an event that requires an investigation that needs to be documented.

Types of incident reports

• Accident Reports
• Workplace Incident Report

What are the 4 types of incidents?

Commonly, incidents can be categorized into four main types:

• Accidents: Involving unintended harm, damage or injury.
• Near Misses: Situations where an accident could have occurred but was narrowly avoided.
• Unsafe Conditions: Reports about hazardous or unsafe environments that need attention.
• Unsafe Acts: Documenting incidents involving violations of safety procedures or rules.

Incident reports generally cover a variety of situations and the specific types may vary based on context and industry. It’s important to note that these categories can overlap and the classification may differ depending on the reporting system or industry standards.

More HR guides and templates:

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How to Write an Incident Report: Format, Examples & Tips

Last Updated: April 19, 2024 Fact Checked

Incident Report Template and Example

Following protocol, describing what happened, polishing the report.

This article was co-authored by Clinton M. Sandvick, JD, PhD . Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,244,292 times.

If you're a security guard or police officer deployed to the scene of an incident, writing up a detailed and accurate report is an important part of doing your job correctly. A good incident report gives a thorough account of what happened without glossing over unsavory information or leaving out important facts. It's crucial to follow the appropriate protocol, describe the incident clearly, and submit a polished report.

How do you write an incident report?

Note the time, date, and location of the incident on the form. Include your full name and ID number, as well. Write a first person narrative explaining what happened at the scene, be honest, clear, and concise as you go. Then, proofread your incident report and revise any mistakes before submitting it.

• Follow any instructions that accompany the forms. Each organization uses a different format, so pay attention to the guidelines.
• In some cases you're responsible for filling out a form issued by your institution. In other cases you'll be asked to type or write up the report on your own.

Tip: If possible, do your write up using word processing software. It will look neater, and you'll be able to use spell check to polish it when you're finished. If you write your report by hand, print clearly instead of using cursive. Don't leave people guessing whether your 7s are actually 1s.

• The time, date and location of the incident (be specific; write the exact street address, etc.).
• Your name and ID number.
• Names of other members of your organization who were present

• For example, you could write that you were called to a certain address after a person was reported for being drunk and disorderly.
• Note that you should not write what you think might have happened. Stick to the facts, and be objective.

• Use the full names of each person included in the report. Identify all persons the first time they are cited in your report by listing: first, middle, and last names; date of birth, race, gender, and reference a government issued identification number. In subsequent sentences, you can then refer to them using just their first and last names: "Doe, John" or "John Doe". Start a new paragraph to describe each person's actions separately. Answer the who, what, when, where, and why of what happened.
• For example, when the police officer mentioned above arrives at the residence where he got the call, he could say: "Upon arrival the officer observed a male white, now known as Doe, John Edwin; date of birth: 03/15/1998; California Driver's License 00789142536, screaming and yelling at a female white,know known as, Doe, Jane, in the front lawn of the above location (the address given earlier). The officer separated both parties involved and conducted field interviews. The officer was told by Mr. John Doe that he had came home from work and discovered that dinner was not made for him. He then stated that he became upset at his wife Mrs. Jane Doe for not having the dinner ready for him."
• If possible, make sure to include direct quotes from witnesses and other people involved in the incident. For example, in the above scenario, the officer could write “Jane said to me ‘Johnny was mad because I didn’t have dinner ready right on time.'”
• Include an accurate description of your own role in the course of what occurred. If you had to use physical force to detain someone, don't gloss over it. Report how you handled the situation and its aftermath.

• For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, and his face was red with anger.” The second example is better than the first because there are multiple reasons for someone’s face to be red, not just that they are angry.
• Or, instead of saying “after I arrived at the scene, he charged towards me,” you should say “when I arrived at the scene I demanded that both parties stop fighting. After taking a breath and looking at me, he began to run quickly towards me and held his hand up like he was about to strike me.”

• For example, if a witness told you he saw someone leap over a fence and run away, clearly indicate that your report of the incident was based upon a witness account; it is not yet a proven fact.
• Additionally, if you are reporting what the witness told you, you should write down anything that you remember about the witness's demeanor. If their statement's cause controversy later, your report can prove useful. For example, it would be helpful to know that a witness appeared excited while telling you what happened, or if they seemed very calm and evenhanded.

• Keep your writing clear and concise.
• Additionally, do not use legal or technical words: For example, say “personal vehicle” instead of “P.O.V.” (personally owned vehicle), and “scene of the crime” instead of the typical numbered code that police typically use to notify others of their arrival.
• Use short, to-the-point sentences that emphasize facts and that don't leave room for interpretation. Instead of writing "I think the suspect wanted to get back at his wife, because he seemed to have ill intentions when he walked up to her and grabbed her," write "The suspect [insert name] walked over to his wife [name] and forcefully grabbed her by the wrist."

• Do not try to make sure that statements in your report match those of your colleagues. Individually filed reports guarantee that more than one account of an incident survives. Incident reports can appear later in a court of law. If you alter the facts of your report to match those of another, you can be penalized.

• Check it one more time for spelling and grammar errors.
• Remove any words that could be seen as subjective or judgmental, like words describing feelings and emotions.

Expert Q&A

You Might Also Like

• ↑ https://www.indeed.com/career-advice/career-development/work-incident-report
• ↑ https://www.csus.edu/campus-safety/police-department/_internal/_documents/rwm.pdf
• ↑ https://www.nfic.org/docs/WrittingEffectiveIncidentReports.pdf
• ↑ https://openoregon.pressbooks.pub/ctetechwriting/chapter/accident-and-incident-reports/
• ↑ https://oer.pressbooks.pub/opentrailstechnicalwriting/chapter/writing-incident-reports/

About This Article

If you need to write an incident report, start writing down the basic facts you need to remember as soon as possible, so you don’t start to forget details. Include the time, date, and location of the incident, as well as your name and work ID number and the names of anyone else who was present. Start by describing the general nature of the incident, then write out a detailed, first-person account of what happened. Include as many details as you can. Keep reading for tips on editing and polishing your report. Did this summary help you? Yes No

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Real Examples of Incident Reports at the Workplace with Templates

Accidents can happen, no matter how many preventative measures are in place. And, when accidents do happen, it’s vital to learn from them. To ensure your documentation is spotless, it’s always a good idea to look at some example incident reports at the workplace.

A safety incident report helps ensure nobody is subject to mistreatment because it contains information from the injured employee as well as eyewitnesses. This helps fill in missing pieces of information and figure out how the accident occurred exactly. 

“The safety of the people shall be the highest law.” Marcus Tullius Cicero

So, let’s dive in! 

If you’re looking for an example of an incident report at the workplace, feel free to jump to that section using the links below. Otherwise, we will first discuss what incident reports are and why they are so important.

What is a Workplace Incident Report? 

A workplace incident report is a document that states all the information about any accidents, injuries, near misses, property damage or health and safety issues that happen in the workplace. 

They are very important to identify the root cause of an incident along with any related hazards and to prevent it happening again in the future. As soon as an incident takes place and everybody in the workplace is safe, a work incident report should be written up. 

Typically, a workplace accident report should be completed within 48 hours of the incident taking place . The layout of an accident incident report should be told like a story, in chronological order, with as many facts as the witnesses can possibly remember. 

What should you include in an incident report?

There are many different types of incident reports, depending on your industry, but most will include the underlying details listed below in order to understand what happened: 

• The type of incident that took place
• Where the incident happened
• The date, day and time of the incident
• Names of the people involved
• Injuries that were obtained 
• Medical treatment that may have been required
• Equipment that was involved
• Events leading up to the incident that could have contributed to it taking place
• Eyewitnesses that can tell their side of the story

For example…If a chemical was involved in the incident, it should be noted if the victim was wearing appropriate PPE or not, as well as a photograph of the damage and the chemical’s label stating its components. If a workplace vehicle was involved, all information about the vehicle should be noted, and the possible reasons why it occurred if there is no clear answer. Employers should ensure vehicle safety guidelines are adhered to in order to prevent incidents in the workplace. 

If this is an OSHA recordable incident (accident) and the company is exempt from OSHA recordkeeping , the employer must also fill in OSHA Form 300 . This form enables both the employer and the agency to keep a log of the injuries or illnesses that happen in the workplace. It includes crucial information such as the number of working days missed due to injury, the sort of injury that was obtained and if medical treatment was necessary. 

How to Write an Incident Report

It is important to lay out an incident report clearly and concisely with all the relevant information about what happened. The clearer it is to read, the easier it will be to understand the cause of the workplace accident. 

The language used for incident reporting should not be too emotional and should not purposefully put the blame on someone. Here is an incident report example template:

This workplace incident report template includes the basic guidelines and best practices of what to include to make sure the report includes all the details it should. Once a report is written, it should be kept on record in the workplace. 

Incident Report Examples

Depending on the type of workplace incident, the writer will need to include various pieces of information. If you are not sure how to write an incident statement, here are example incident reports for the workplace covering various scenarios. 

Injury Incident Report Example

“At 11.20am on Tuesday 7 th July 2020, a worker, Timothy Johnson, tripped over an electrical wire on the Blue & Green construction site, located on Main Street, Riverside. He was carrying a hammer at the time. 

It is believed the wire should not have been stretched across the ground without safety tape securing it to the ground and drawing attention to it. Timothy fell to the ground and dropped the hammer but did not injure himself with it. He twisted his ankle, which immediately began to swell and scrapped the side of his leg in a minor way. A co-worker came to assist Timothy to his feet and helped him walk to a nearby bench. Timothy could not put his weight on his left foot, so he was taken to a nearby hospital. Once at the hospital, doctors confirmed that Timothy had sprained his ankle and would have to keep the foot elevated and use crutches for the next two weeks. He would not be able to work during this time. 

The foreman for the construction site has assessed the wires on the ground and concluded that brightly colored tape should secure the wires to the ground to draw attention to them and to ensure there are no bumps in the wire that are easy to trip over so that this does not happen again”.

Forklift Accident Report Sample

“On Friday 5 th July 2020, at 3.35pm, a forklift driver, Max White, was driving the forklift he usually drives in the Sunny Side Warehouse, ABC Street, when the front right tire got caught on a piece of wood on the ground, causing the forklift to overturn with Max inside it. 

Luckily a co-worker was nearby to help Max climb out of the right side of the forklift. Max was shaken up and reported that his left shoulder and left side of his neck were hurting him from the impact. Max decided he did not need to go to the hospital as he felt like he would only obtain bruises from his injuries and that they were not severe enough to need medical attention. His manager sent him home for the rest of the day to ensure he did not strain himself further. 

The wood that caused the forklift to overturn had not been stacked properly and has now been moved to a secure location in the warehouse to make sure it does not cause any more issues for forklift drivers”.

Fall Incident Report Sample

“In Fairview Boutique on Friday March 6 th , 2020, Samantha Wright was stacking shelves while standing on a ladder in order to reach the top shelf of handbags at 4.10pm. As she was stretching to place a bag on the shelf, the ladder collapsed from under her and she fell to the ground. Her co-worker heard the loud noise and immediately helped her. Samantha was in a lot of pain and could not get to her feet as she felt lightheaded. An ambulance was phoned, and she was brought to hospital. Samantha obtained a broken right arm, bruised thigh and hip, and a bump to the head that left no major head injury. She was recommended three weeks off work at the minimum by doctors.  The fall was concluded to be of nobody else’s fault but was put down to Samantha accidently overreaching instead of moving the ladder to where she needed to see”. 

Hand Injury Incident Report Sample

“On April 21 st , 2020, at Willow Maintenance, Yellow Abbey Grove, Kyle Jenkins was about to use a miter saw to cut some timber, but when he started to use the saw, it jolted, causing the saw to come down suddenly on his hand. 

Kyle’s left thumb was cut deeply by the saw and he lost a lot of blood. Co-workers came to his aid, turned the saw off and helped him stop the bleeding with tissues. He was then brought to the hospital where he received eight stitches and was told to not use the hand for rigorous work for 4 weeks. The head of Willow Maintenance inspected the saw to check for any issues and see why it came down and cut Kyle’s hand. It appeared that whoever was the last person to use the machine did not put the safety latch back on the saw once they had finished using it. 

If this safety latch was on the saw when Kyle used it, it would not have cut his hand, but rather, automatically shut off once it jolted. The manager decided to take a day to retrain his staff to ensure they adhere to the health and safety guidelines of the company”. 

Exposure Incident Report Sample

“In Woodbell factory, Springville, on Tuesday May 26 th , 2020, Annie Bedley was packaging household cleaning products when a bottle tipped over onto her wrist. 

She got up from her seat to wash off the chemical in the washroom. She then went to her supervisor to show her what had happened. Annie’s wrist was red and itchy but was not burning as she had washed off the remnants of the chemical immediately. Annie’s supervisor brought her to the office to sit with a cold compress on her hand and applied a layer of ointment to treat the burn. Annie did not feel like she would need further medical assistance and agreed with her supervisor that she would need two to three days off work to ensure the burn did not get irritated. 

Annie was wearing appropriate PPE at the time of the incident and no faults were found on the conveyor belt at the packing bay. The incident has been noted as an accident with nobody to blame. Photographic evidence of the burn has been included in this file”.

First Aid Incident Report Sample

“On Friday November 15 h 2019, Arthur Stokes was walking along the corridor between building four and five of Graygrock Inc. when he noticed that there was something sharp sticking through the bottom of his right shoe. 

He stopped to see what it was and found a nail stuck in his shoe. He took his shoe off and lucking was able to pull the nail out as it hadn’t pierced through to his foot and only minorly scraped it. He saw the stairwell was getting new handrails fitted and presumed the nail came from that. He saw two other nails further along the corridor and decided to pick them up to make sure nobody else stood on them. He reported to his manager’s office where he presented the nails and explained the situation. His foot had a small cut, so Arthur’s manager gave him an anti-septic wipe and a band-aid to help him. 

Arthur returned to work while his manager talked to the construction workers about keeping their workspace neat and to prevent any further accidents like this from happening”. 

Incident Report Form Templates

The layout of an incident report forms can vary depending on where the incident took place and the type of injuries. Here are some examples of incident reports at the workplace that you can use. 

Incident Report Form for General Staff (Word/PDF)

This general staff accident report form template can be used in a variety of workplaces. It includes all the necessities to describe a workplace incident to ensure it is recorded correctly. This general form is ideal for any business type. 

Incident Report Form for a Construction Site

This example incident report for the workplace is unique to others as it includes a field for the construction project name and the project manager’s details. This makes it easy to understand where in the construction site the accident occurred and how severe it was.

Incident Report for a Hospital/ Medical Clinic (Word/PDF)

The hospital incident report template is much more detailed than others as it must include accurate information about the staff member or patient’s injuries, where in the hospital it happened and what medical treatment they required.

As you write your workplace incident reports, remember it is not to place blame on one person, but rather record a series of events that have taken place. Sometimes these are pure accidents due to bad luck and, sometimes, there is human error or a technical fault involved. By the way, this is the basis of the Just Culture Algorithm™ which is definitely worth exploring if you’re looking to improve the safety culture at your workplace .

These examples of incident reports at the workplace are only the tip of the iceberg when it comes to the variety of workplace accidents that can occur. In any case, it’s crucial to record any incidents that arise because this helps create a safer work environment.

References & Further Reading

• OSHA’s Guide for Employers carrying out Incident Investigation
• OSHA’s Injury & Illness prevention Program
• Workplace Injury Information
• Eyewitness Statement Form : Should be included for any eyewitnesses to the incident to aid the investigation.
• Injury Investigation Questions : Should be asked when an employee has been injured at the workplace to understand exactly what happened.
• Incident Investigation Flowchart Procedure: A step by step example of the procedures involved in carrying out a workplace incident investigation.  

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How To Write An Incident Report (And Use It To Improve Safety)

In our daily lives, unexpected events can occur at any moment, especially in a dynamic workplace or other complex environments. These events, often referred to as incidents, can range from minor mishaps to significant emergencies . But what happens after an incident occurs? How do organizations ensure that they learn from these experiences and prevent them from happening again? The answer lies in a critical process known as workplace incident reporting .

What is Incident Reporting?

Incident reporting is the process of documenting all details of an unexpected event in a workplace or other environment. It's not just about jotting down what happened; it's a systematic approach to capturing the who, what, where, when, and why of an incident.

The Incident report is a vital tool for safety, compliance and continuous improvement.

• Safety : By analyzing incidents, organizations can identify risks and hazards, leading to more robust safety measures.
• Compliance : Many industries have legal requirements to report specific incidents. Proper reporting ensures that organizations meet these obligations.
• Continuous Improvement : Incident reports are learning tools. They help organizations understand their weaknesses and strengths, fostering a culture of continuous improvement and growth.

Whether you're a manager overseeing a large team, an employee responsible for safety, or simply someone interested in organizational best practices, this guide will provide you with the insights and tools needed to make incident reporting a valuable part of your daily operations.

Get To Know More About Incident Reports

An incident report is a formal record of an unexpected or unusual event that could have or did result in harm or other consequences. Why is it formal? An incident report needs to be structured to capture essential details. The insights and evidence gained from incident details can be crucial for various purposes including route cause analysis.

• Purpose : The primary purpose of an incident report is to provide a clear and concise account of the incident. It serves as a valuable tool for understanding what happened, why it happened, and what can be done to prevent similar occurrences in the future.
• Common Elements : An incident report typically includes specific details such as the date and time of the incident, the people involved, the location, a description of the event, any injuries or damages, and the actions taken in response. These elements ensure that the report is not only informative but also actionable.
• Usage Across Industries : Incident reports are not confined to a particular sector or industry. From healthcare to construction, from IT to retail, incident reports are used universally to maintain safety standards, comply with regulations, and foster a culture of accountability and continuous improvement.

Types of Incident Reports

Incidents are as varied as the environments in which they occur. From a minor equipment malfunction in a manufacturing plant to a significant security breach in an IT firm, incidents come in all shapes and sizes. Consequently, incident reports are not one-size-fits-all; they are tailored to the specific nature of the incident and the industry in which it occurs. Understanding the various types of incident reports is crucial for ensuring that the right information is captured and the appropriate actions are taken.

Here's a list of the most common types of incident reports used across different industries:

• Safety Incidents : These reports cover accidents , injuries, or near misses in the workplace. They are vital in industries like construction, manufacturing, and healthcare, where physical safety is paramount.
• Security Incidents : In the digital age, security incidents like data breaches or unauthorized access are increasingly common. These reports detail the nature of the security threat and the measures taken to mitigate it.
• Quality Incidents : In sectors like manufacturing and food processing, quality incidents relate to deviations from quality standards or specifications. These reports help in identifying areas for improvement in product quality.
• Compliance Incidents : Compliance incidents involve violations of legal or regulatory requirements. These reports are crucial for maintaining adherence to laws and industry standards.
• Behavioral Incidents : In educational or care settings, behavioral incidents like bullying or misconduct are documented to ensure proper handling and resolution.
• Medical Incidents : In healthcare, medical incidents such as medication errors or patient falls are meticulously recorded to enhance patient care and safety.

How to Write an Effective Incident Report

Writing an effective incident report requires capturing the essence of an incident in a way that's informative, actionable, and conducive to learning. 

Here are some key steps to guide you in this process

• Add a 'What Happened' Heading : Start your report with a clear heading that summarizes the incident. This gives an immediate understanding of the event and sets the tone for the rest of the report. For example, "Fire in Warehouse" or "Data Breach in IT Department."
• Use the 'Was' Sentence Structure : Begin your description with a structure like "The incident was..." to define it clearly. This helps in setting a factual tone and ensures that the report is objective. For instance, "The incident was a fire that broke out in the warehouse on July 15, 2023."
• Fully Define the Incident in 2-3 Sentences : Be concise yet informative. Describe the incident, its impact, and immediate actions taken. Avoid unnecessary details but ensure that the critical aspects of the incident are covered.
• Match the Incident Report Format : Follow a standardized format for your report. This typically includes sections like incident details, people involved, actions taken, and recommendations. Adhering to a format ensures consistency and makes the report easier to understand.
• Include Evidence and Witnesses : Incorporate any supporting information, such as photographs of the incident, CCTV footage, or witness statements. This strengthens the report and provides a more comprehensive picture of the incident.
• Prioritize Immediate Reporting : Emphasize the importance of reporting the incident as soon as possible. Timely reporting ensures that details are not forgotten and allows for swift action to be taken.
• Iterate and Review : Review the report for clarity, accuracy, and completeness. Make necessary revisions and check for any missing information. Remember, an incident report is not just a document; it's a tool for learning and improvement.

By following these steps, you can create an incident report that's not just a record of an event, but a valuable resource for understanding, learning, and preventing future incidents. In the next sections, we'll delve deeper into each type of incident report, providing you with specific insights and examples to guide your reporting process .

Benefits of Proper Incident Reporting

• Improved Safety : By documenting incidents, organizations can identify patterns, uncover risks, and implement measures to prevent future occurrences. This leads to a safer work environment and a culture that prioritizes employee well-being.
• Ensured Compliance : Many industries have legal or regulatory requirements for incident reporting. Proper reporting ensures that these obligations are met, avoiding potential penalties and maintaining the organization's reputation.
• Learning Opportunities : Each incident report is a learning opportunity. It provides insights into what went wrong, why it happened, and how it can be prevented, fostering a culture of continuous learning and improvement.
• Accountability and Transparency : Incident reports promote accountability and transparency. They provide a clear record of events, actions taken, and decisions made, ensuring that all stakeholders have access to the same information.

To further illustrate the importance of proper incident reporting, let's contrast it with the risks of inadequate reporting in the table below:

Wrapping Up

Workplace incident reporting is a critical process to ensure you prevent future incidents from occurring. Rather than making mistakes and sweeping them under the rug, organizations can learn from mistakes and improve worker safety. I hope this article has shed some light on how to write an effective incident report. But what are your next steps? Check out our free Incident Report Template that can help you turn an incident into an opportunity to improve worker safety and meet compliance. Download the interactive PDF here.

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• Incident Report: Examples, Form Templates & Writing Guide

The saying, “accidents are bound to happen” is true for every individual and organization. In fact, it is normal to encounter incidents that have a far-reaching effect on productivity and when this happens, such an event should be accurately documented in an incident report.

An incident report, therefore, is the first step any individual or organization should take upon the occurrence of any unforeseen event that affects its output while putting other persons at risk. In this article, we will highlight the different features of an incident report and show you how to create an incident report form on Formplus . 

What is an Incident Report?

An incident report is a document that accurately provides the details of an incident; especially one that causes damages, injury, or death. It helps an organization to accurately profile the different events leading to such an incident and the aftermath(s) of this occurrence. 

It is also referred to as an accident report because it typically outlines information relating to an accident or injury. However, an incident report can also contain information about near misses or other unusual or hazardous happenings in different contexts. 

Features of an Incident Report  

An incident report is defined by the following features:

• Detailed Description : It narrates all the events surrounding the incident in question in their exact manner of occurrence. An incident report may include the following information: 
• The circumstances surrounding the incident.
• Date, time, and location of the incident.
• The details on witnesses and victims, if any.
• Reactionary measures put in place.
• The aftermath of the incident.
• Corrective actions are taken to reduce the likelihood of another incident. 

The more specific the incident report is, the more useful it will be in informing corrective decisions. 

• Facts : In an incident report, only the facts are stated. In this document, the reporter is not expected to communicate his or her feelings or opinions about the incident as this can distort the accuracy of the report and distract the organization from the details of the event. 
• Objectivity : An incident report must be written in an objective manner that is devoid of any emotions; regardless of the nature of the incident. The reporter must take extra care to avoid sentiments that can get in the way of an objective presentation of the details of the incident. 
• Sequence: An incident report presents events chronologically, that is, in their sequence of occurrence. The details must be organized in a logical manner that is easy to read, navigate and understand, and you are free to use subheadings and bullet points where applicable. 
• Witness Statements : When necessary, include first-hand information provided by witnesses about the incident. This can be in the form of direct statements made by the witnesses and they should be placed within quotation marks while you also provide information that explains the witnesses’ positions.
• Authorization: An incident report must be formally authorized by the reporter and other supervisor officers in the organization. This validates the information provided and it is important for the supervisory officer to proofread the information provided before appending his or her signature on the document. 

Types of Incident Reports

1. workplace incident report  .

A workplace incident report is a form that is used to profile physical occurrences that impact an employee’s productivity in the workplace. It includes workplace injuries, near misses, and accidents that have a negative impact on the employee (s) and the organization, in general. 

Usually, labor laws specify the kind of information that should be spelled out in a workplace incident report. This type of incident report may also highlight an employee’s concerns with an organization’s safety practices, security breaches, and workplace conduct. 

Examples of workplace incident reports include:

• A report about sexual harassment or assault in the workplace.
• A report about a fire incident that occurred within the office premises. 

2. Accident Report  

An accident report is a type of incident report that contains information about an accident or emergency that may be fatal, ghastly, or minor. An accident report is not restricted to the workplace as it can also be filed by law enforcement agents and safety officers. 

It is also referred to as an accident investigation report because it highlights all the probable causative factors that are responsible for the accident. It also helps the concerned parties to determine the extent of the damage and to support or refute insurance claims. 

Examples of accident reports include:

• A report on a fatal plane crash.
• A report of an explosion on an organization’s premises.

3. Security/Police Incident Report . 

A police incident report is a type of incident report that is used to keep track of the thefts/losses and any other types of security events that take place within specific premises. This report is important because it helps an organization keep track of security breaches and safety measures.

A security or police incident report is usually filed by the security personnel in charge of the premises where the security breach took place. It can also be filed in cases of computer system breaches, unauthorized access to an organization’s database, and compromised user accounts. 

Examples of safety and security incident report include:

• A report of property theft in an organization.
• A report on a burglary attempt in a neighborhood. 

Here are 7 Incident Report Form Template

1. incident report form.

Use this incident report form template to swiftly collect information about accidents and injuries as they occur. The Formplus incident report form will help your organization to easily track and record any unfortunate incidents and this information can prove useful in forestalling such an occurrence in the future. 

This form allows you to collect useful information about the victim, the location of the incident, and the nature of the incident. You can edit it in the form builder by adding more form fields to enable you to collect more information such as the signature of the reporter and the time of the report. 

2. Sexual Harassment Complaint Form

Allow your employees and clients to easily report any cases of sexual harassment for immediate investigation and redress using this sexual harassment complaint form . This form template enables victims of sexual harassment to inform the appropriate authorities about sexual abuse and sexual assault in the workplace.

With multiple form sharing options, Formplus allows you to easily share this sexual harassment form with your employees and the general public. You can embed the form on your organization’s website and you can also share it with your official social media pages through the direct sharing buttons.

3. Workplace Harassment Form

The Formplus workplace harassment form allows your employees to file a formal complaint about workplace harassment. This workplace harassment form template will help you to effectively track and address any cases of bullying, sexual harassment or assault in your organization. 

With this form, you can collect a range of important information with regard to the nature of the harassment and the employee details of the complainant and the accused. You can use this form template or edit it to suit your organization’s needs in the form builder. 

4. Online Petition Form

Do you want to advocate for a change or register your displeasure about a particular policy or action? Use this online petition form template to easily create a petition for the government, an individual or an organization. 

In the Formplus online petition form, you can directly collect digital signatures from petition signatories using the e-signature field. Formplus also allows your form respondents to fill and submit your online petition when they have limited or no internet access.

5. Proxy Form

With this proxy form template, you can formally empower a third party to make decisions on your behalf for a specific period of time. This form serves as a legal tender and it helps you to avoid the inconsistencies that are associated with a verbal authorization.  

The Formplus proxy form template contains signature fields that collect the digital signatures of all parties involved in this agreement. You can also edit the form in the builder to include more form fields when you sign up on Formplus

6. Bug Report Form

This bug report form will help you to stay on top of every situation by collecting real-time reports about different issues that may arise with your online services.

This form allows your customers to swiftly register their dissatisfaction with your organization’s online services so that you can resolve them in time. 

7. Daily Report Form

Track your worker’s daily productivity using this daily report form template. The Formplus daily report form allows you to assess your worker’s performance at the end of the day, and you can edit it to suit your organization’s needs in the form builder. 

Can’t find your preferred incident report form? learn how to create one below.

How to Create an Incident Report Form on Formplus

1. sign in to formplus.

In the Formplus builder, you can easily create your organization’s incident report form by dragging and dropping preferred fields into your form. To access the Formplus builder, you will need to create an account on Formplus. 

Once you do this, sign in to your account and click on “Create Form ” to begin. 

2. Edit Form Title

Click on the field provided to input your form title, for example, “Incident Report Form”.

3. Edit Form

Click on the edit button to edit the form.

• Edit fields: You can modify your form field to be hidden or read-only based on your organization’s needs. 
• Click on “Save”
• Preview form. 

4. Form Customization

With the form customization options, you can easily change the outlook of your form and make it more unique and personalized. Formplus allows you to change your form theme, add background images and even change the font according to your needs. 

5. Multiple Sharing Options

How to write an incident report letter.

An incident report letter is a formal document that contains all the information with regard to the particular occurrence that is being reported. A good incident report letter effectively outlines the different events surrounding the incident and suggests measures that can be taken to avoid a recurrence in the future.

Here is a step-by-step guide on how to write an incident report letter:

Follow the Protocol

Find out if your organization already has a procedure for writing an incident report letter. In many cases, organizations have a template for this type of letter and it is best to follow the provided outline to avoid any inconsistencies. 

Write your Letter as Soon as Possible

Typically, an incident report letter should be sent in, at most, 48 hours after the incident. Writing your letter immediately after the incident would help you to provide vivid and accurate descriptions of the events surrounding the incident. 

Outline the Facts

Usually, an incident report letter follows the 5Ws and 1H format, that is, what, when, where, who, why and how. Typically, it should explicitly state the following:  

• The time and date of the incident
• The location of the incident
• Your name and other bio-data details.
• The name(s) of any other individual(s) involved in the incident.
• Provide a general overview of the occurrence.
• Provide a detailed description of the incident: Write about the incident in the sequence of occurrence, from the first-person point of view. 
• Suggest proactive measures that can be taken to avoid a recurrence of the incident. 

Incident Report Letter Sample

Uses of incident report  .

• An incident report allows you to accurately document the details of any occurrence in your organization. This information may be useful in the future when dealing with liability issues stemming from the incident. 
• It evaluates the incident and provides recommendations on precautionary and reactionary measures to be taken. 
• An incident report serves as an effective feedback mechanism and it raises the overall awareness of your employees and clients. 
• It improves the safety culture of your organization. 
• A near-miss incident report provides invaluable information that enables companies to proactively resolve hazards. 
• Incident reports can also be used as safety documents that highlight potential risks and uncontrolled hazards found in the workplace.

Conclusion  

When drafting an incident report, it is important for you to accurately reflect the different events in the order in which their order of occurrences. You should also take extra care to document facts and not opinions or hearsays because these will affect the validity and usefulness of the report in the end. 

Finally, it is easier to document an incident report using an online form. Online forms are more convenient and you can easily embed them on your organization’s website or share them with your social media pages so that all concerned parties can access them easily. 

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1 st Reporting

How to Write an Incident Report: 11 Easy Steps (2024 Guide)

Posted 18.01.21 by: Bond Seidel

How to Write an Incident Report: 11 Easy Steps (2024 Guide) was updated for 2024 to bring you the most relevant information.

If you’re wondering how to write an incident report, you’ve come to the right place. Writing incident reports is an essential stage of any company’s health and safety program, so correctly writing the report is essential. In this guide, we’ll walk you through all the vital steps to writing your incident report efficiently and effectively on the first try.

Writing a valuable and comprehensive incident report is easily accomplished in 11 steps. With some critical points included, writing an incident report will soon be second nature to you (but we hope you don’t have to write too many).

We’ll start by examining the three primary considerations we have to make before writing an incident report. These include choosing the correct category and type of incident report, what relevant information to include in the report, and legal concerns with incident report contents. Then we’ll write the IR (incident Report) step by step. So, keep reading for everything you need to know about writing an incident report.

Table of Contents

Before You Begin: 3 Things To Consider About How To Write An Incident Report

• Incident Report Definition And Type Selection
• Relevant Information To Include In Your Incident Report
• Legal Concerns With Incident Report Contents

Explore the following three sections to determine what you need to consider before we dive into how to write your report. Keep in mind that these three considerations are not to be confused with the three requirements for writing an incident report:

• The report must be factual and without assumption.
• An incident report must be accurate and without bias.
• The incident report must be complete.

If you’re looking for more information about precisely what needs to be included in an incident report , you should read our article specializing in the subject: 12 Things To Include In An Incident Report (With 5 Tips)

Now that we’ve clarified needs versus considerations for our incident report let’s move on to those considerations.

1) Incident Report Definition And Type Selection

With so many industries in our modern society, it stands to reason that there would also be several incident report types. However, depending on the industry, some may have different definitions for what classifies as an incident.

Some of the more common categories of incident reports, with a few examples of each, are as follows.

• Employee Injury Report
• Near Miss Report
• Vehicle Accident Report
• Chemical Spill Incident Report
• Asbestos Exposure Incident Report (also classified as a human resources report)

As you may have gleaned from the above categories, your definition of an incident may have a different meaning depending on whether you’re referring to a vehicle, person, property, or something else. However, we can assume that an incident constitutes any situation where injury or damage could occur to a person, thing, or property.

Depending on the incident report type, you may find that you must file some reports with the authorities within a specific time. Take a vehicular accident report in New York, for example. If there is injury (or death) or damage over $1000, all drivers involved must file an accident report within ten days from the incident’s date. ( source )

For more information about definitions of the incident and the differences between an incident and an accident, look at our article Incident Report Vs. Accident Report – Differences For Business.

2) Relevant Information To Include In Your Incident Report

You must include several things in each incident report, no matter the type of incident. However, we can make some general assumptions about what information is required. Here’s a quick run-down of what you need to include:

• Affected people, property, or business units
• Description of injuries, damage, or hazard
• Date, time, and location of the incident or hazard
• Events leading up to the incident or hazard (if applicable)
• Local conditions that may have affected the incident
• Resolutions to the incident or hazard and further recommendations.
• Witness and report writer information, including contact information

The above inclusions to the incident report are similar to the nine contents of a police report, according to Nolo’s information on the contents of a police report. ( source )

Including the items listed above will ensure that your incident report includes the information needed to be effective. Just remember to pay attention to each section of the unique report type you are completing if there is further information called for on the report that is not listed above, as will be the case in any situation where customized or unique events transpire that require incident reporting.

For a more in-depth look at the Incident Reporting process, read about The Incident Report And The Disclosure Process here.

Are you looking for a solution for your incident and inspection reporting?

Let’s move on to the process of completing the report. Using a method and adopting uniform procedures ensures all staff receive equal training and understand their roles and steps required for your health and safety incident reporting practices.

Before you start writing, consider the legalities for a moment.

3) Legal Concerns With Incident Report Contents

There is no shortage of lawsuits resulting from workplace incidents in the United States and other countries. According to the Bureau of Labor Statistics, in 2019 in the United States, private industry nonfatal injuries in the workplace were reported to be 2.8 million . That’s an awful lot of injuries and an awful lot of potential litigation.

So, how do companies protect themselves? The first step is to ensure that incident reports are filled out honestly and to the best of the reporter’s ability. But there’s more to it, especially if an injury or incident at work lands your company (or you) in court.

According to Immix Law, simply stamping confidential on an incident report won’t protect your company from having to divulge said document in court. The document must qualify as a “work product” under the Work Product Doctrine in many US states. ( source )

The incident report must meet three criteria to qualify as a work product. The incident report has to be:

• Documents or tangible things
• Prepared by a party or its representative
• In anticipation of litigation

As you can see, most incident reports fall short of being classified as documents created in anticipation of litigation. The kicker makes it challenging to keep these documents suppressed should a situation end up in court. After all, these documents are typically a part of everyday business, not prepared in anticipation of legal action.

The bottom line is that you must know what is written in the report. It exemplifies that an intelligent health and safety program includes Near Miss , Safety Leading Indicators , and Dangerous Situation reports at the minimum to aid in incident preventive actions. After all, if you can prevent incidents in the first place, you don’t have to worry about writing too many incident reports in the first place.

Remember to check with your lawyer for all the requirements in your state for reporting incidents, as this article does not constitute legal advice.

Tip: It’s a smart idea to include screening documentation in your incident reporting program to help maintain a safe and healthy work environment in these trying times we live in.

Writing An Incident Report In 11 Steps

Now that you’re prepared and armed with the knowledge of incident report types, data to include, and legalities to keep in mind. So, what is the first step in writing an incident report? The first step to writing an incident report is to determine the appropriate type of report based on the incident type.

Learn more about incident management and streamlining your management here.

1) Obtain The Appropriate Incident Report Type.

Our incident report writing journey begins with the selection of the appropriate document. Your company should have procedures in place for incidents and also have the proper documentation. If you aren’t sure, ask your manager which forms or reports you need for your situation.

You’ll find multiple Incident Report Templates here if you require a downloadable template to get you started.

2) Complete The Administrative Section Of The Report.

The administrative section of your incident report will detail your name, location, time, date, and other information required on your incident report. Notice the cutaway of a near-miss report shown above. The first section of the IR is where the administrative report information is.

3) Completely Fill In Any Victim Information (If Applicable).

You must record the victim’s information if the incident report type is an injury. Take a look at the following cutaway from a generic Employee Injury Report. As you can see, the injured team member’s information, in this case, is included below the administrative area of the report.

4) Completely Fill In Any Witness Information (If Applicable).

Any witness or witnesses present for the incident should have their names and contact information recorded if someone needs to contact them at a later date.

5) Complete Any Section Of The Incident Report About Emergency Services Contacted.

A significant, if not essential, part of the incident report includes emergency service information when these services are involved. If someone calls the police, you should report the names, badge numbers, and division numbers of officers attending. If an injury results in emergency health care, the clinic, hospital, or other emergency service location where a person is taken or sent needs recording.

6) Detail The Events That Led Up To The Incident Occurring.

In many cases where an event occurs that deems an incident report warranted, the incident is often preventable. Investigating the root causes (root cause analysis) can reveal how someone could prevent the incident. Using Safety Leading Indicators to aid in this process is recommended.

For the details leading up to the incident, try to explain all the events that led up to the incident in as great detail as possible. Remember that there are a few trivial points, and some details may seem more relevant in hindsight, so ensure to include everything you can.

7) Detail The Environment And Conditions Present At The Time Of The Incident.

Sometimes incidents are no-fault and caused by environmental conditions. Even the first person on the scene might fall on the way to get sand or salt to clear the ice when it’s icy on the ground. When these uncontrollable incidents occur, or any incident for that matter, it is essential to note any environmental conditions that may have contributed to or even caused the incident. It could be poor visibility, icy or slippery ground, or other atmospheric and environmental conditions that may have contributed.

8) Detail The Incident Itself, Noting Who Or What Was Affected.

The meat and potatoes of the incident report include the detail of the incident itself. In this section, one must pay close attention to detail and avoid including emotion. It can be easy to incorrectly assess a situation during tense incidents and place blame before finding the truth.

When recording the details of the incident, you should attempt to write in an impartial encyclopedic fashion. Detail notes from the third person, adding descriptiveness to the narrative without including personal thoughts, feelings, or suspicions. An unbiased report does not blame individuals; it merely records the events as truthfully as possible.

If a drawing, pictures, video, or other media is available, it is always prudent to include more details. However, a digital reporting solution like the 1 ST Incident Reporting App can include digital media files to improve your incident reporting.

9) Detail The Actions Taken To Mitigate Hazards And Contain The Situation.

A vital component of the incident reporting process includes the steps taken to mitigate a hazard, help an injured person, or other actions to control and aid in preventing further injury or damage from the incident.

Remember the part about the legal ramifications of what we write in the report? If a person is injured and you don’t write down how you provided the aid, you have no record of helping them.

10) Detail Any Recommendations Or Preventive Actions Required.

Like the section on immediate actions taken, we must transcribe any recommended further measures to mitigate hazards. These actions are those that cannot be quickly or easily implemented by the person writing the report. It might include fabricating new machine guards or obtaining traffic lights and sensors for a parking garage entrance. There are many possibilities here; the point is to attempt to do what we can to help prevent further incidents from occurring.

11) Finalize The Incident Report And Sign-off On Its Completion.

The incident report should now be complete. Any incident report’s finalization process should include a quick verification that all necessary information is on the IR. Also, the three considerations before writing ought to find their way into your mind while you read over your report.

A Final Thought On Writing Incident Reports

A concise and encompassing health and safety reporting process is a necessity in today’s world of business. Liability mitigation is imperative for business today, with so many possible incidents. And what better way to aid in incident prevention than by using an efficient reporting system?

If your business isn’t using a digital solution for incident reporting, you’re missing out on a much more efficient way of preventing and documenting incidents. Click here to learn more about creating incident reports and incident management in the workplace .

Take the 1 ST Reporting App , for example. We’ve created a system to aid your business in making the reporting process simple for your staff. With features like near-instant custom notifications, easy document retrieval, and simple supplemental media uploading, a digital reporting solution’s effectiveness over a paper-based process is evident.

• Featured photo by Sora Shimazaki from Pexels .
• https://dmv.ny.gov/dmv-records/how-file-motorist-accident-report
• https://www.nolo.com/legal-encyclopedia/car-accidents-police-reports.html
• https://immixlaw.com/preparing-your-incident-reports/
• https://www.bls.gov/news.release/pdf/osh.pdf

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How to create an effective incident report

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What is an incident report?

How to write an incident report, top 5 platforms for creating effective incident reports.

An incident report is a form used to record workplace accidents, injuries, illnesses or near misses. It’s very important to submit an incident report when an incident happens, regardless of whether it caused any injuries to employees. That’s because an incident report helps you uncover the circumstances and conditions that led to the event so you can make sure it doesn’t happen again.

Record the basic facts

Start by recording basic facts related to the incident. These include:

• Type of incident: Illness, injury, theft, near miss or property damage
• Location of incident
• Date and time

Note affected individuals

Collect and record details such as names, job titles, departments and any other useful information about those involved or affected by the incident.

Find witnesses

Collect details of any witnesses of the event and record their statements as detailed and accurate as possible.

Create a narrative description of the incident

Document the sequence of events that led to the incident. It’s important to specify the actions of those involved at the time of the incident. This will help you identify which factors were present before the incident and could be a potential contributing factor to the incident occurring.

Some factors to consider:

• What did the employee do?
• Who trained the employee or who asked them to complete the task?
• How was the employee feeling before the incident?
• For example: Was there a burned-out light bulb? Was a piece of equipment faulty? Was there a blind spot in the area causing the employee poor visibility?
• Was the employee wearing appropriate personal protective equipment?

Note the injuries

If any injuries were incurred, give a detailed description and include parts of the body injured as well as the nature and severity of the injuries.

Record the treatment

Document the type of treatment administered for the acknowledged injuries so you can follow up with the employee’s progress and recovery when reviewing the specifics of the event.

Indicate damages

Record and account for any damage to equipment and materials that were affected by the incident to determine what items will need to be repaired or replaced.

Establish a corrective action plan

Analyze the facts collected and documented in the incident report and determine a corrective action plan. A corrective action plan provides recommendations for preventing the possibility of both an increase in the severity of the incident and the recurrence of the incident.

Below are five well-known and widely utilized incident report software solutions to help you quickly record any incidents as soon as they occur. These incident templates are designed to capture a comprehensive and precise account of the situation, resulting in swift and informed decisions.

SEE: The COVID-19 gender gap: Why women are leaving their jobs and how to get them back to work (free PDF) (TechRepublic)

Jotform is a free platform that lets you create custom online incident reports from your smartphone or tablet. The form is easy to fill out and you can customize it in just a few clicks.

With Jotform, you can gather important digital documents as well as collect files and electronic signatures from clients, coworkers and colleagues. There’s a Form Builder feature that offers a variety of unique form fields designed to get you the data you need. Other features include kiosk mode, geolocation fields and offline data collection.

Smartsheet is a flexible platform designed to match the needs of your team — and adapt as those needs change. The platform offers roll-up reports, dashboards and automated workflows built to keep your team connected and informed.

Smartsheet free templates can be used to report various types of events including accidents, injuries, workplace incidents, property loss or damage, and close calls. The forms allow you to record information and key metrics about all parties involved, details of the incident itself, any law enforcement interaction, witness information and any medical treatment administered.

With Smartsheet you can get real-time visibility and it’s easy to plan, capture, manage and report on work from anywhere, helping your team be more effective and get more done.

1st Reporting

1st Reporting is an all-in-one incident reporting software that empowers your field team with the tools they need to generate actionable reports to identify problem areas in their day-to-day operations. The cloud-based solution allows your in-field teams to log reports in real-time online from any device, which in turn helps get their jobs done quicker and safer.

The solution offers an incident reporting dashboard so all your reports are in one place. You can create customized inspection and incident report forms to capture the data you need from your team in the field.

You also get incident notifications and data insights so you can monitor incidents, respond and take action from your smartphone or desktop.

Delinea, previously known as ThycoticCentrify, is an innovative and intuitive platform that offers a customizable cybersecurity incident report template.

Delinea’s incident response plan templates help keep detailed records of breaches in your organization. Keeping these records can enable your incident response teams to reduce the risk of a breach from becoming a catastrophe and maintain your business continuity.

The templates also come with customization instructions for assembling an incident response team, a checklist of roles and responsibilities and details for actionable steps to measure the extent of a cyber security incident.

monday offers simple yet powerful incident templates that let you easily keep track of your incidents.

monday incident templates offer an agile, responsive, flexible way of recording everything from facts about the process of the incident to sorting or filtering your data. This helps provide greater insight into your incidents and you can easily highlight your most common root causes and the severity of your most common

The forms are highly customizable so you can add action items, reorder based on priority and create a tailored plan to fit your needs.

monday also provides a dashboard where you can assign team members to each action item and monitor your plan’s progress at every stage. You can also receive incident reports and you can also create and share a corrective action plan with your team on the dashboard.

A major benefit of using this template is you can export to Excel with just one click, and you can also import your Excel spreadsheet easily. You can also integrate monday with other existing tools such as Jira, GitLab or BugHerd, and they will automatically update your incident report templates.

Incident reports are a critical component of any company’s incident response plan. They serve as a means for creating a Corrective Action Plan to avoid repeat mistakes. Using the above applications will ensure you always have relevant and thorough incident report templates ready and available to capture details of any incident that may arise.

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How to create an incident report (best practices & templates).

It would be nice if we existed in a wonderful land of sunshine and rainbows, where no one ever got hurt and nothing ever went wrong, but it only takes one look at the news to know that’s not happening any time soon.

Things go wrong. It’s a part of life. Every single day cars crash, printers malfunction, roofs collapse and workplace injuries of all shapes and sizes occur around the globe.

Since incidents do happen, it’s a good idea to be prepared for any situation that may arise. It’s like when it rains—you can’t control the weather, but you can sure carry an umbrella.

Whether you’re battling the weather or workplace safety, being prepared is half the battle. In this blog post we’ll outline how to create an incident report to help ensure your work environment is safe and you're prepared when incidents inevitably occur.

What is an incident report?

An incident report is a form used to record the details of any event that caused or might have caused injury, illness or damage to a person or piece of company property.

Incident report forms usually relate to an accident or injury occurring in the workplace, but can be used for a variety of reasons, from near misses and property damage to health and safety issues, security breaches and workplace misconduct.

They are an essential tool in the investigation that takes place when things go wrong. For example, after the Rebellion destroyed the Death Star at the end of Star Wars: A New Hope , the Empire would have had his hands full with lots of incident reports.

They aim to determine the facts of the event, locate the root cause of the incident and help you figure out corrective actions that could remove potential risks and stop the same type of incident happening in the future.

Incident forms can also be used as preventative reports to highlight any potential hazards found in your workplace and stop incidents before they happen—it’s like that Tom Cruise movie, Minority Report , where they stop crimes before they take place.

The best thing about incident reports is that they’re democratic. Any employee can fill one out whether something has happened to them, they have witnessed something happen to a co-worker, or want to raise awareness about something they think could be hazardous and lead to an incident in the future.

While the idea is simple to get your head around, there are certain things you have to include if you want to write an effective incident report. This way you can ensure the safety, morale and productivity of your employees .

The key elements of a good incident report

There are lots of features that combine to make a well-written incident report. But the first and most important is that you take immediate action. Whether someone stubbed their toe or a more serious workplace incident has taken place, you need to write the report as soon as the event occurs.

By starting straight away you’ll get a more accurate depiction of what happened from any witnesses and victims. Not only that, depending on where you live, there’s a chance you’re legally bound to complete the incident reporting process in a certain period of time.

Once you start, there’s one word to keep in mind: details .

Your main responsibility when writing an incident report is noting down every minute detail you can think of. You know that grandparent you have that takes three hours to recount a story because they’re bogged down in every little thing? That needs to be you.

Here's a quick overview of the kind of details to include:

• The type of incident
• A general description of the incident (written as a sequence of events)
• The date and time of the incident
• The full names and details of any witnesses and/or victims
• Witness statements
• Any medical treatment required
• Photo or video evidence of evidence/damage/wrongdoing

If you’re in doubt whether to add something, the general rule is to just add it. Have you ever seen a crime movie where the detective says, “Geez, I wish we had less evidence”? No. It doesn't exist. You never know what seemingly insignificant thing might come in handy in the future.

Speaking of law enforcement, remember that you’re not there to hunt for suspects or lead a witch hunt. It's not a police report . If someone is at fault you can follow up in the future, but when you’re writing your report it’s your job to get an objective description of the incident . That’s all.

Plus, if you’re throwing accusations around and looking for someone to blame, the chances are your employees won’t want to participate in the investigation or provide honest witness statements.

Concentrate on the facts and try not to get caught up in feelings and opinions. People have a right to be angry or upset when something goes wrong, whether it’s a minor injury or something more serious, but emotions tend to obscure the truth.

An easy way to avoid inaccuracy is by sticking to the essential questions - who, what, when, why, where and how. These will probably ring a bell from your childhood English class. Ask not only the people who were injured or involved, but also any witnesses that happened to be at the location of the incident.

Be sure to include plenty of photos, videos, diagrams and even illustrations as evidence. Smartphones make this easy, so there's no excuse. Take photos of the injury, the damage, the guy standing around sipping his latte—anything and everything.

Visual evidence trumps most other forms of record-keeping because it’s nearly impossible to argue with. People can rescind statements or fight over the details of what happened, so it helps to have things on camera. It’s a safety net for both you and your employees.

The icing on the cake of a good incident report is validation. No, not the kind where someone says you look nice. This is where you get everyone involved in the incident (e.g. victims, witnesses, managers, human resources etc.) to sign off on the report. By doing so they’re validating that, as far as they know, the incident report is completely accurate.

To sum that all up in easy-to-digest dot points, when writing your incident report you should make sure it’s:

• Supported by visual evidence

Why is correct incident reporting so important?

When done correctly incident reports promote, encourage and improve workplace safety. They help your business stand out from the pack by creating a safe working environment and a great culture for your employees to work and flourish in. This happens in a few ways.

Discouraging improper actions

Incident reports encourage or discourage actions when they happen. Let’s say one of your employees on a job site forgot to wear the correct personal protective equipment (PPE). By documenting and reporting the details you can figure out what measures need to be taken and how it can be avoided next time.

Through the incident reporting process you highlight the seriousness of what has taken place - even if someone hasn’t been hurt. This acts as a reminder to other employees that safety is serious, and events need to be reported no matter the outcome.

Of course there is also the additional benefit of making sure that correct medical treatment is offered as soon as possible. Having staff aware of incident reporting processes increases the chance of proper first aid being administered immediately.

Hazard awareness

Incident reports also call attention to potential threats, risks and hazards and put them on the radar of all employees within your organization. Doing so allows you to put measures in place to prevent or mitigate danger as much as possible. This makes incident reporting a particularly important tool for high-risk construction, manufacturing and mining industries.

Even offices, where seemingly the biggest ‘danger’ is the local café running out of almond milk, can be full of potential threats like loose cables, faulty machines and equipment, poor employee behaviour and incorrect PPE.

Making sure your incident reporting system is correct helps you understand hazards, put procedures in place to deal with them and teaches employees to spot threats and deal with them as soon as possible.

Improving safety processes

A good incident report shows what your organization needs to focus on fixing. It gives you insights into processes that need to change, improve or be kicked to the curb. Maybe you need to implement new policies and regulations. Maybe you need to train your employees in certain skills, or provide them with better equipment.

Whatever the case, with a proper incident report you’ll be able to assess your needs and adapt your processes depending on what findings you make. Once you’ve done this, you’ll be able to assess how these changes have contributed positively or negatively to the safety and quality of the workplace.

Types of incidents that need to be reported

As you can imagine there’s a huge array of incidents that should be reported. This includes everything from fatalities and minor injuries to property damage and things that didn't actually happen at all.

If you’re serious about workplace safety (which of course you are) all employees, managers and safety supervisors need to be aware of incidents that have to be reported.

Let’s take a look at a few of the main incident reports that you need to familiarize yourself with.

Injury incident report

No matter what you do, sometimes injuries happen that require on-site treatment or a trip to the hospital. Most of the time things will be sorted with a band-aid from the first aid kit and workers can return to work immediately, but sometimes more serious injuries occur.

Whether it’s a minor injury or something out of the Texas Chainsaw Massacre , it’s vital that you create a comprehensive incident report. If you work in an industry that’s vulnerable to physical injuries of all kinds, like construction, you better get used to filling these in.

When creating an injury incident report, concentrate on a description of the incident, try to include lots of photos and record whether proper PPE gear and protocols were followed.

injury incident report form

Near miss incident report.

Near miss reports are for when someone could have been injured or property could have been damaged, but through pure luck it didn’t happen.

Let’s say someone in the office spills a glass of water and doesn’t clean it up. You slip on the puddle, but manage to catch yourself before falling over. Yes you’ve saved yourself from an embarrassing fall, but you’ve also had a near miss. Time to create an incident report.

These reports are important to mitigate future risks and prevent more serious events from taking place. Make sure to note the time and date of  the incident, details about the hazard and if any other people were involved.

near miss incident report form

Employee misconduct incident report.

An employee misconduct form is something that hopefully you won’t have to deal with. It is a type of incident report reserved for when an employee has violated company policy. This could be anything from sharing private company information on social media to abusing or sexually assaulting a colleague.

As a general rule this form should be filled out and sent to your human resources department . Usually these will be dealt with on a case-by-case basis, unless the accusation is serious, then it can be forwarded to law enforcement.

For that reason the report needs to be extra detailed. Include extensive information about the misconduct or allegation, include witness testimony and any supporting evidence like video footage, emails or text messages.

Want to make your own incident report today?

Try Paperform for free

Accident report

While an incident refers to any event big or small, intended or otherwise, an accident is an event caused by a mistake or plain old bad luck. Accident reports cover events like fires, car accidents, equipment malfunctions and when Karen from accounting spills her smoothie.

Accidents are the most common report you’ll fill out because most people don’t intend to do the wrong thing or hurt themselves. But just because they don’t mean to doesn’t mean there's no value for your business.

Let’s say someone forgets to wear their hardhat on a job site and hits their head. That was an accident - they didn’t mean to forget their hat and certainly didn’t mean to bang their head. But what can this tell you about your processes? Maybe you need to store hats in a more obvious location? Or maybe you need to have the foreman check PPE before work?

Accident incident reports (say that five times fast) are one of the best ways to assess your workplace safety processes and minimize the potential hazards and risks your employees face.

accident report form

Exposure incident report.

A couple of years ago, an exposure incident report was a niche report type used in the scientific and healthcare fields to report exposure to dangerous chemicals and pathogens.

But 2020 was a special year for many reasons and low and behold, thanks to COVID-19, exposure incident reports are now the 'it' thing in the incident reporting world. With countries on lockdown, over a million global deaths and large and small companies being affected around the world, tracking and monitoring instances of Coronavirus exposure is extremely important.

If someone is even suspected of having COVID-19 you should write an exposure incident report straight away. Make sure you mark down any colleagues that came into contact with the person, as well as the exact time, date and location so you can track the spread of the virus.

This ensures you’ll keep your workplace - and the wider world - safe, healthy and coronavirus-free. (COVID-19 is stressful to deal with. If you need any COVID-19 forms, we have a whole collection to help you out ).

first aid report form

Incident report template.

No one wants to sit down and fill out an ugly, boring paper document. The easier your forms are to fill out, the more effective they'll be at capturing information accurately. Paperless is the future. That's where Paperform comes in.

Paperform’s sample incident report template makes it easy to create your own report that's relevant to your field, customized with your brand logo and colors and a breeze for your employees to fill in.

incident report form

If you haven't written an incident report before, the template above is pre-filled with relevant questions to give you an idea of what to ask. You can use different text fields to collect different forms of information - from email addresses and specific dates to long responses and Yes/No buttons to speed up the process.

The Yes/No option seems simple, but it allows what's called conditional logic to make the form magically adapt to the answer it receives. Let's say you include the question, 'Were there any injuries?'

You can set it up so the respondent sees different options depending on how they answer. If they answer 'Yes' the form will add a box for them to describe the injury, as well as an option to upload images as supporting evidence. If they answer no, they'll be able to move on to the next question.

Another feature is the ability to add esignatures to your form . This allows employees filling out the form to fill out the form and verify their statements in the same place without having to go through a third-party app like DocuSign or the rigmarole of printing, signing and re-uploading it.

Once you're happy with your questions you can customize the form to your liking. Add your brand logo, tweak the colors and fonts and set up an automatic email to explain the next steps to respondents. You can then export your incident report to a third-party app like Google Sheets to analyze your data with the click of a button.

Paperform helps make the incident reporting process more dynamic and intuitive for your respondents. Whether you use the above template to get started or start with a blank canvas, Paperform will help save you time, simplify processes and allow you to concentrate on making your workplace as safe as possible.

Why not get started today with our 14-day free trial ? No credit card required.

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How to Write an Incident Report

When you see a sign on the plant floor declaring the number of days since the last employee injury, what’s the first thing that comes to mind?

While on the surface a high number might seemingly demonstrate good safety performance, it may also conceal certain risks .

People feel pressured not to report injuries. Hazards stay hidden. Manufacturers miss vital opportunities to learn from incidents and prevent similar recurrences.

In truth, all workplace injuries are preventable—all it takes is a commitment to learning from previous incidents. For that, you need a robust incident management process, the foundation of which is accurate and complete incident reports.

To help manufacturers get there, this article explores how to write an incident report , including:

• What an incident report is, its purpose and benefits of incident reporting
• Key elements you should include on your incident report
• How incident reporting fits into the larger incident management process
• Best practices to follow and mistakes companies should avoid

Download your free Root Cause Analysis 101 Guidebook to learn about common tools for investigating the root cause of incidents

What Is an Incident Report?

An EHS incident report describes details of workplace injuries and illnesses as part of the incident management process. A thorough and detailed incident report is critical to identifying factors around workplace incidents and implementing corrective actions to prevent recurrence and should include:

• Basic details such as where and when the incident occurred
• Any injuries sustained in the incident
• Relevant circumstances surrounding the event, such as contributing factors and treatment administered

Purpose of Incident Reporting

Incident reports are an integral part of the incident management process. Incident reports are used to:

• Document incidents for internal recordkeeping and compliance reporting to agencies such as the U.S. Occupational Health and Safety Administration (OSHA)
• Investigate the root cause of incidents so companies can implement corrective and preventive actions
• Share lessons learned with the organization about how employees can reduce risk

Download your free incident report template here

Benefits of Incident Reporting

Transparency around incidents is paramount to improving safety , but this is still something many organizations struggle with. A culture of openness is required to get people to report incidents, which in turn enables companies to:

• Raise awareness of safety issues : Incident report data can be used to highlight key hazards that workers should be aware of on the plant floor.
• Investigate and prevent future incidents : Identifying new hazards and trends in incident data can help guide your efforts around future safety improvements and preventive activities.
• Foster a culture of safety : Prioritizing incident reporting demonstrates to employees that incidents are taken seriously and not just swept under the rug, providing evidence that management is genuinely committed to worker safety.

What to Include in an Incident Report

The incident report should use objective facts rather than subjective opinions to describe the details of the event. The incident report should answer the following basic questions:

• Who: Who was involved in the incident?
• What: What happened leading up to, during and after the incident?
• Where: Where did the incident occur?
• When: When did it happen?
• Why: Why did the incident occur?
• How: How did environmental conditions and worker behaviours lead to the incident?

EHS incident reports can vary from company to company, whether using paper forms or digital incident management software. With the larger questions above in mind, however, let’s take a look at some common elements that should appear on most incident report forms.

Basic Details

Every incident report should capture basic details such as:

• Location in the plant

Individuals Involved

The incident report should record all individuals who were involved in the event, including:

• The affected party
• Any witnesses
• Anyone who responded to the scene and/or provided medical assistance

Injury Details

If an employee was injured in the incident, you’ll need to document:

• The type of injury
• Injury severity
• Which body part(s) were injured
• Any treatment administered

Property Damage

You’ll want to note any equipment or materials damaged as a result of the incident.

Description of the Incident

The incident report should include a detailed narrative around the sequence of events and actions leading up to the incident.

Here you’ll want to make sure to note any plant floor conditions that could have contributed to the event, including any hazards present on the scene.

Witness Statements

It’s important to record the names of those present at the time of the incident and their statements of what happened. Witnesses can help provide more context on the event, and their signatures should be added to the statement to verify you’ve captured their perspective correctly.

Where possible, attaching photos of the injury or incident scene can aid in root cause analysis. If you’re using incident reporting software, for instance, you may be able to upload photos to the incident record.

Follow-Up Actions

The incident report should note any follow-up actions taken or recommended as a result of the incident, such as:

• Containment activities or immediate corrections
• Recommended corrective actions
• Any preventive action needed or other areas of the plant that might be at risk

Improve Your Workers’ Safety With Ease

Which Incidents Should You Report to OSHA?

OSHA has specific recordkeeping requirements for employers around workplace injuries and illnesses. In addition to fatalities, OSHA recordable injuries and illnesses are defined as any injury that results in:

• Medical treatment beyond first aid
• Days away from work, restricted work or job transfer
• Loss of consciousness
• Fractured or cracked bones or teeth
• Punctured eardrums
• Work-related cancer or chronic irreversible disease diagnosis

The agency also has specific reporting criteria for cases involving hearing loss, needlestick injuries, removal under medical surveillance programs and tuberculosis.

Employers are required to document workplace injuries and illnesses on OSHA 300 forms , including:

• OSHA Form 300: Log of Work-Related Injuries and Illnesses
• OSHA Form 300A: Summary of Work-Related Injuries and Illnesses
• OSHA Form 301: Injury and Illness Incident Report

What Incidents Should You Report Internally?

While OSHA only requires some injuries to be reported, widening your net for internal reporting purposes can provide valuable data to improve safety and prevent future incidents.

For instance, requiring incident reports for accidents that don’t necessarily require first aid—such as a trip and fall where a person is only left bruised—can help ensure hazards are appropriately addressed. Near misses should also be considered incidents since they are a primary predictor of where actual injuries are likely to happen in the future.

Internal incident report data can be used for root cause analysis , finding patterns of risk and identifying corrective and preventive actions. Fires, small chemical spills, minor vehicle incidents—all of these, while not necessarily OSHA recordable, can provide important information to guide safety improvements.

Incident Report Training Tips and Best Practices

When training your team on incident reporting, there are several key elements you’ll want to focus on:

• Reporting requirements : Make sure that your team understands OSHA reporting requirements and internal policies in terms of what injuries need to be reported, reporting timelines and information that must be included. For example, OSHA requires employers to submit OSHA Form 301 within seven days of a recordable incident and report any severe injury within eight hours.
• Timeliness: Whether or not an injury is considered OSHA recordable, you’ll want to emphasize timely reporting of all workplace incidents. That’s because the longer you wait to report an incident, the less likely people are to remember important details—if they remember to report it at all.
• Objectivity: It’s important to stress the need to collect objective facts rather than subjective opinions. Those writing reports should avoid speculation, assumptions or assigning blame.
• Avoid finger-pointing: Make it clear that management isn’t interested in incident reporting for the purpose of shaming workers. Rather, the goal is to collect more data on workplace hazards to improve the entire team’s well-being and reduce risk.

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Incident Report Template and Example

To see how a manufacturer might structure its incident report form, below is an example of an incident report describing a slip and fall in a warehousing operation.

Incident Reporting as Part of a Closed-Loop Process

Reporting safety incidents is just one step in a larger process aimed at reducing safety risks for your team. From a high-level perspective, a closed-loop process that does this effectively would include the following steps after an incident.

1. Provide Immediate Incident Response

The first step in the aftermath of any safety incident in the workplace is to notify management to ensure that any injured persons receive appropriate medical treatment, if necessary.

Containment of any hazards is also essential. For example, if a slip and fall happened due to an electrical cord lying in the walkway, you would want to remove the cord so someone else doesn’t trip on it.

2. Gather Information

After any injured individuals have been stabilized and hazards contained, the next step is to begin gathering information for the incident report, including:

• Date, time and location of the incident
• Name, department and job title of any injured employee(s)
• The type of injury and severity
• Any medical treatment given
• Any damages that resulted from the incident
• A detailed description of the incident, including what the person was doing leading up to the event and any contributing environmental factors or hazards
• Name, department, job title, and contact information of any witnesses
• Witness statements
• Photos of the incident location

3. Determine Regulatory Reportability

Next, you’ll want to determine whether the incident falls within OSHA reporting guidelines, as discussed above. Certain injuries need to be reported immediately, while others must be reported within seven days or simply reported on an OSHA form.

4. Perform Root Cause Analysis

With incident data in hand, the next step is to begin to look for the underlying cause of the incident so it can effectively be prevented in the future. Here it can be helpful to gather a cross-functional team to conduct a root cause analysis exercise, using tools such as a 5 Whys or fishbone diagram .

5. Implement Corrective and Preventive Action

Once you’ve determined the root cause of the incident, you can implement corrective actions to ensure it doesn’t happen again in the future. Corrective actions should be validated on the plant floor, rather than just assuming they will be effective.

In terms of preventive action, it’s vital to ask whether there are other areas of the plant where similar hazards may exist needing similar controls. As for what type of controls to add to prevent recurrence, one useful tool to keep in mind is OSHA’s hierarchy of controls .

6. Verify and Improve

The last step in the process is to verify that employees are holding in place any new controls added or corrective actions implemented. A program of regular plant floor safety checks is key to ensuring that people don’t backslide into old habits that led to the incident in the first place.

Behavior-based safety questions , for example, can help reinforce desired behaviors and provide periodic verification that employees understand expectations.

Incident Reporting Mistakes to Avoid

Incident reporting mistakes can hurt the accuracy of your records and your efforts to prevent future incidents. Below are some common mistakes to avoid in the process:

• Reporting delays : Waiting too long to report an incident can result in incomplete or inaccurate information. Recording details while they are still fresh in people’s minds is essential.
• Incomplete reports : Failing to gather all relevant details on the incident can hamper the investigation and corrective action process. Using vague or cursory descriptions of events rather than documenting the incident thoroughly can lead to insufficient records, making it important to use standardized forms.
• Ignoring near-misses : Only requiring employees to report incidents with injuries or damage allows hidden hazards and risks to create future problems.
• Blaming and shaming : A culture of reprisal can discourage employees from reporting incidents and can land a company in hot water over anti-retaliation laws. Encourage open communication while emphasizing leadership’s goal is to learn from mistakes.
• Poor visibility : Failure to analyze incident data can lead to missed opportunities for safety improvements. Companies should regularly review their data to pinpoint recurring issues and implement preventive action.
• Poor communication : Not communicating the findings of investigations means the organization misses out on key lessons learned from the process.
• Lack of training and team involvement : Failure to train your team on reporting requirements and procedures leads to inconsistencies and underreporting. Similarly, failure to involve stakeholders throughout the organization (i.e., management, plant floor workers and safety leaders) can lead to skewed investigations.

Conducting Plant Floor Verifications with EASE

A digital safety inspection platform supports the incident reporting process by helping teams:

• Verify new safety countermeasures and employee training effectiveness around safety
• Capture ad-hoc observations so that anyone can report hazards they encounter in their daily duties, uncovering risks that might otherwise go unnoticed
• Generate more data for proactive trend analysis and risk mitigation
• Upload photos or videos to safety observations to simplify reporting and make problems immediately visible
• Collect data to inform root cause analysis of incidents, such as when one work area has experienced a high rate of failed safety inspections
• Provide closed-loop issue management to track the resolution of identified hazards and problems from start to finish

Request Safety-Team Demo

While at face value a low incidence rate may indicate good safety performance, it may also suggest a problem with underreporting. To truly reduce risk, companies must encourage employees to report incidents early and often, expanding their definition of incidents to include no harm events such as near-misses that provide helpful clues on how to avoid actual injuries in the future.

A closed-loop process for managing incidents and observations is crucial to protecting workers, with digital platforms offering new ways to capture more and better data to improve incident management.

Download your free Incident Report Excel Template.

Related articles

How to Write an Incident Report: The Comprehensive Guide

In an ideal world, every working environment would be perfectly safe and there would never be any workplace incidents. But no matter how effective your risk management system may be, accidents can still occur.

And if a work injury or near miss does happen, it is always good to be prepared for the aftermath. The incident needs to be investigated thoroughly and a clear, detailed incident report needs to be prepared.

An incident report is a form that documents any event at the worksite that may or may not have caused illness or injury to workers or property damage. It is also used to capture data about safety and health issues, security breaches, equipment damage, and workplace misconduct.

This article will cover everything you need to know about incident reports, including why they are important, when they must be completed, and how to create a useful incident report.

The Importance of Incident Reports

Incident reporting is meant to record an incident, determine a possible root cause for it, document corrective actions implemented (or to be implemented) to prevent future occurrences, and communicate all this information concisely to stakeholders. An incident report can also be used as a safety document to indicate risks and uncontrolled hazards in the workplace. 

Here’s why incident reporting is important:

• When an incident occurs, documenting and reporting the details via an incident report form creates accountability and ensures that corrective actions are taken immediately. This can help prevent similar or even worse incidents in the future.
• It allows for effective communication of hazards and threats (e.g., equipment malfunction, employee misconduct, absence of PPEs, etc.) in the workplace. This raises awareness among both workers and management and everyone can work together to institute preventive measures to mitigate the hazards.
• It serves as evidence of compliance in case of issues related to health and safety regulations.
• A database of incident reports enables you to analyze trends and patterns and find overall gaps in your safety programs.
• It creates a habit of safety accountability, which is a key aspect of a strong safety culture in the workplace.

When to Write an Incident Report

Ideally, an incident report must be completed as soon as an incident occurs, with minor injuries and near misses given as much importance as major injuries or adverse events. This ensures that the people involved as well as witnesses can remember details clearly enough to fill the incident report form accurately. Investigating the incident can take a while, so the incident report may take days to complete, but an initial report should be started immediately.

Also, depending on the OSHA regulations in your region and the severity of the incident, you may be legally required to report an incident with OSHA or your local law enforcement within a given timeframe.

There are four main types of incidents that must be reported:

• Sentinel events or unexpected events which result in serious injury or death (e.g., slips, trips, falls, natural disasters, disease outbreak, etc.)
• Near misses or non-emergencies where the event had the potential to cause harm or injury but did not do so
• Adverse events that occur when a medicine, vaccine, or medical device causes an adverse reaction and thus harm to the people involved
• No harm events which potential incidents that might occur due to certain hazards and risks in the workplace. These need to be communicated across the organization to raise awareness about the hazard.

How to Write an Effective Incident Report

Every organization has its own incident reporting process. For example, in some companies, employees may have to file a report directly with their HR or immediate supervisor, while other organizations may have an online incident reporting system. But as a minimum requirement, you should provide an easily accessible incident report form that every employee can complete and submit.

5 Qualities of a Good Incident Report

A good incident report must be detailed, accurate, and convey all information clearly to anyone reading it. Here are some qualities that make an incident report effective.

1. Accuracy

Only an accurate incident report can serve as a guide to prevent future incidents. However, inaccuracies are typically easy to fix as they are often typos and simple errors such as incorrect details about people involved including names and phone numbers, time of the incident, etc.).

To prevent such issues, proofread your report thoroughly before submitting it and double check small details. Also, make sure to provide specific details and avoid vague statements to prevent confusion.

2. Objectivity

A good incident report is objective and supported by facts rather than emotions or opinions. Avoid including anything subjective in the report such as opinionated or biased statements and make sure to include all sides of the story. Where possible, include quantifiable measurements. If you include statements from people involved or witnesses, quote them using their full names to make everything verifiable.

3. Completeness

An incident report should cover all angles about an incident, as well as the causes and corrective actions to be implemented. Cover all the essential questions (who was involved, what happened, and when, where, why, and how did it happen). Ensure that you capture information from anyone who was involved as well as witnesses and the incident investigation team.

4. Graphic Details

To make the report clearer and easier to understand, include photos (of the injury, damage, and environment), diagrams, illustrations, and graphs to supplement the facts stated.

5. Validity

To ensure that your report is valid and objective, all relevant stakeholders (victims, witnesses, manager, etc.) should sign off to validate all the information mentioned in the report.

10 Things to Include in an Incident Report

Your accident report must state all the essential information about the incident, including descriptions, witness and victim statements, and more. Here’s some information that every incident report must contain.

The specific date, time, and location of the incident is fundamental to any incident report. This is necessary for clarity, and may prove valuable if further investigation into the incident is needed.

2. Environment

Record any physical and environmental conditions that may have contributed to the incident, including potential hazards found in the area. Examples include inadequate lighting, malfunctioning equipment, a glare or blind spot obstructing visibility, or a leaking ceiling.

In addition to the environment, consider the events leading up to the incident. Consider what the people involved were doing and how they were feeling (relaxed, stressed, sick?) at the time. This is important as some of the factors may have contributed to the incident’s occurrence, while others may have been caused by the incident.

4. Victim(s)

Mention the details of everyone involved in and/or affected by the incident. The details would include the names, job titles, department, and the supervisors/managers of the people involved in the incident.

5. Injuries

The incident report should contain detailed descriptions of all injuries that occurred, including the body part(s) injured, the nature and extent of the injury, and the severity of the injury.

6. Treatment

Make sure to mention any initial or first aid treatment (including bandaging, medications, etc.) administered on the affected people. This information is especially important when understanding how the employee recovers from the incident.

7. Damages to Property and Equipment

Record all assets, materials, facilities, and equipment that were damaged by the incident. This helps to get an overall picture of the impact caused by the incident. It would also be useful while analyzing the event for corrective action and identifying what needs to be repaired or replaced in the aftermath of the incident.

8. Witnesses

Get detailed accounts of the incident from any witnesses to understand their perspective. Since these are subjective accounts, it is important to ensure accuracy by confirming details with the witnesses. It also helps to review the report with them once it’s complete to confirm that they agree with what you have written.

9. Actions of People Involved

Use statements from victims and witnesses to create a picture of what people were doing when the incident occurred. This description must be detailed and include quantitative measurements if possible. For example, if an employee was injured by an object falling on them, include answers to questions like:

• What was the employee doing (lifting the object or walking past as it fell)?
• If the employee was lifting the object, was there any precaution they could have taken to ensure it didn’t fall?
• What kind of object was it and what was its weight?
• What body part did the object fall on?

10. Descriptive Account With Supporting Evidence

Based on all the information collected and analyzed, create a story describing what happened and how and why it occurred. To back up the story, include photographic or video documentation of both the event and its aftermath.

While the above list is by no means exhaustive, it contains most of the general information that every incident report must contain. Besides this, specific information related to your workplace or industry and the incident itself would need to be added.

Use an Online Platform to Make Incident Reporting Easier

Filling up an incident report quickly but accurately is prone to errors if done manually. Besides, if you keep manual incident report forms at some part of the worksite, they may get lost or be inaccessible if the workplace is large and the incident has taken place far away.

Using a platform such as Pulpstream’s Incident Management Solution can make the process easier. With Pulpstream, you can:

• Collect and store data related to the incident in one place
• Create a convenient online incident report form that employees can easily access on an intuitive dashboard
• Analyze your data easily using sophisticated analytics tools
• Store incident report form templates and samples so that employees have a better idea of how it should look
• Disseminate the incident report to all stakeholders and store it in a common location, accessible by all relevant employees
• Schedule follow-ups on the investigation or the corrective action implementation, if necessary

You can access all these capabilities and more with Pulpstream. Book a free demo today!

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Incident Report Writing: A Comprehensive Guide

What is an incident report.

An incident report is a document that records details about an unexpected event that occurs within an organization. This could be an accident, injury, security breach, or any other type of incident that deviates from normal operations and leads to loss of production, assets, or reputation.

An incident report form or letter typically includes information about what happened, when and where it occurred, who was involved, and any actions taken in response to the incident. It’s used to document the facts, facilitate an investigation, and develop strategies to prevent similar incidents in the future.

Types of Incident Reports in Various Industries

Incident reports can vary widely across different industries, reflecting each sector’s unique risks and requirements. Here are some incident report examples according to industry:

Construction

Workplace injuries , equipment malfunctions, safety violations, and environmental incidents are all types of incidents that can occur in a workplace.

Medical errors, such as wrong medication or dose, patient falls , equipment malfunctions, and data security breaches that compromise patient information, are all critical safety concerns that must be addressed to ensure a safe healthcare environment.

Manufacturing

Machine breakdowns, quality control issues, workplace accidents, and chemical spills are common problems that can occur in a workplace.

Information Technology

Data breaches, system outages, unauthorized access, and software bugs are all potential cybersecurity threats that can compromise the security and integrity of computer systems, networks, and sensitive information.

Transportation

Vehicle accidents , cargo damage, safety non-compliance, and environmental spills.

Bullying, injuries occurring on school premises, security threats, and data privacy breaches.

Hospitality

Foodborne illnesses, guest injuries, security breaches, and property damage are all adverse events and potential issues.

Each industry will define specific protocols for incident reporting to address different types of workplace incidents .

Why is an Incident Report Important?

Incident reports are important because they provide a detailed account of unexpected events that occur within a company or organization. These reports help in identifying the root causes of incidents, ensuring accountability, and facilitating the development of strategies to prevent future occurrences.

They are also crucial for compliance with legal and safety regulations, and they can be used as documentation for audits, investigations, or legal proceedings. Proper incident reporting helps maintain a safe and healthy working environment by enabling organizations to learn from past incidents and improve their risk management practices.

What Should Be Included in an Incident Report?

A good incident report should include the following details:

Date and Time

It is essential to record the precise date and time of the incident. This information can be crucial for future reference and analysis and may also assist in identifying any patterns or trends that could inform preventative measures. Therefore, please be as specific as possible when recording the date and time of the incident.

Be as specific as possible. Include the exact address of the location and the specific area within the building or property where the incident happened.

Personal Details

Include the names and positions of those involved, including witnesses.

Incident Description

Provide a detailed and comprehensive description of the incident. This should include any contextual information, such as the time and location of the incident, any individuals involved, the sequence of events leading up to the incident, and any relevant details regarding the aftermath, such as any damages or injuries sustained. Ensure that your description is clear, concise, and accurate, and that it provides a complete picture of the incident in question.

Injuries or Damage

It is important to thoroughly document any injuries sustained by individuals involved, as well as any damage to property or equipment. This documentation should include detailed descriptions of the injuries and damages, as well as photographs or video footage if possible. It is also recommended to gather contact information from any witnesses who may have observed the incident.

Actions Taken

Provide a detailed account of the steps taken immediately after the incident occurred. This should include any first aid administered or involvement of emergency services such as medical personnel or law enforcement. Include any relevant details, such as the time of the incident, the location, and the individuals involved.

Reported By

The information required in this field is the full name of the individual who is completing the report, as well as their signature. It is important to ensure that both pieces of information are accurate and legible to ensure that the report is properly documented and filed. Providing a clear and complete name and signature will also help verify the authenticity of the report and the individual who submitted it.

Follow-Up Actions

When outlining any follow-up actions that are planned or required, it’s important to be as detailed as possible. This might include listing specific repairs or maintenance tasks that need to be completed and any necessary policy changes or updates. It’s also important to assign responsibility for each action item and set clear deadlines for completion. By being thorough and specific in your follow-up plan, you can ensure that all necessary steps are taken to address the issue at hand and prevent similar problems from arising in the future.

Remember to keep the report factual, objective, and free from personal opinions or assumptions.

Analysis and Techniques Used in an Incident Report

When conducting an analysis for incident reporting, it is important to use a systematic approach. Common types of analysis include:

1. Root Cause Analysis (RCA)

Root Cause Analysis (RCA) is a methodical approach used to identify the underlying reasons for a problem or incident. The goal of RCA is to find the primary cause of an issue so that you can address it and prevent recurrence. It involves collecting data, analyzing it, and determining the root causes.

2. Failure Mode and Effects Analysis (FMEA)

Failure Mode and Effects Analysis (FMEA) is a systematic, step-by-step approach for identifying all possible failures in a design, a manufacturing or assembly process, or a product or service. It is used to determine the impact of different types of failures, to classify the severity of the failures, and to identify actions that could eliminate or reduce the chance of the potential failure occurring. FMEA also helps to prioritize which actions should be taken to prevent future failures. If you need a detailed document or task on this topic, you might consider creating one in your workspace.

The “5 Whys” is a problem-solving technique that involves asking “Why?” five times (or as many times as needed) to drill down to the root cause of a particular problem. By repeatedly asking why a problem occurs, you can peel away the layers of symptoms and get to the core issue. This method is straightforward to use without statistical analysis. The goal is to determine a cause-and-effect relationship between the issues that contribute to the main problem.

4. Barrier Analysis

A method used in safety management and risk assessment to identify and evaluate obstacles that prevent potential risks and hazards from leading to incidents. It involves analyzing the controls and barriers that are in place to protect against failures and determining if they are adequate. If you need to perform a barrier analysis or create documentation on it, you might consider outlining the process, controls, and barriers related to specific risks in your projects or operations within a new document in your workspace. This analysis is looking at the controls that failed to prevent the incident.

5. Change Analysis

Change analysis is a process used to understand the changes that have occurred in a system or process and to evaluate the impact of those changes. It typically involves comparing the current state with a previous state to identify differences and potential effects. If you need to perform a change analysis, consider documenting the before-and-after states of the system or process, the changes made, and the observed impacts within a new document in your workspace. This analysis technique examines what was different or changed that could have led to the incident.

These analytical methods help in understanding the underlying reasons for the incident and in developing effective preventive measures.

How to Write an Incident Report?

To prepare a full incident report from A to Z in detail, follow these steps:

1. Immediate Response

As soon as the incident occurs, ensure that the area is safe and provide immediate assistance to any injured parties.

2. Notification

Inform the relevant authorities or supervisors about the incident as per company policy.

3. Documentation

Collect all necessary information regarding the incident. This includes the date, time, location, incident description, witnesses’ names and accounts, and any immediate actions taken.

4. Analysis

Conduct a thorough analysis of the incident to determine the root cause. This could involve methods such as Root Cause Analysis (RCA) or the 5 Whys technique.

5. Report Writing

Compile the information into a structured document. Start with an executive summary, followed by a detailed account of the incident, analysis, and any supporting evidence like photos or witness statements.

6. Action Plan

Develop a plan to address the root causes and prevent recurrence. This should include corrective actions and any changes to policies or procedures.

7. Review and Approval

Have the report reviewed by the relevant parties for accuracy and completeness. Make any necessary revisions.

8. Distribution

Distribute the report to all stakeholders, including management, affected employees, and, if necessary, external parties like regulatory agencies.

9. Follow-Up

Implement the action plan and monitor its effectiveness over time. Adjust the plan as needed based on feedback and further observations.

10. Record Keeping

Store the incident report securely for future reference and legal compliance, and to inform safety improvements.

Remember to maintain confidentiality and comply with all legal and regulatory requirements throughout the process.

An incident report is a formal documentation of the facts related to an unexpected event in the workplace or another environment. These reports vary across industries, including healthcare, construction , IT and manufacturing, reflecting specific risks and compliance requirements in each sector.

Reporting incidents is crucial for identifying hazards, preventing future occurrences, and ensuring legal and regulatory compliance. When reporting, it’s important to consider the accuracy and completeness of the information.

To write an effective incident report, one should gather all relevant information, describe the incident clearly and objectively, analyze the causes, and suggest preventive measures.

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Field Reporting Guide

How to write an incident report form

No one wants to create an incident report form. But unexpected situations happen all the time, and it’s better to be prepared than caught off guard.

An incident report form records accidents, illnesses, and injuries. It can be used in many scenarios, such as workplace accidents, car accidents, and for police reports. For simplicity, we’ll use the example of a workplace accident.

Here are four steps for building and writing a simple yet effective incident report form:

How to write an incident report

• Decide how you’ll collect the data.
• Determine what needs to be reported.
• Build your incident report.
• Set up methods to consolidate and analyze the data.

Decide how you’ll collect the data

Traditionally, companies have relied on pen and paper to collect information. This has led to a lot of inaccuracies, lag time in reporting, and disorganization. Using a digital solution can help solve those problems. But using mobile forms has the added benefit of enabling employees to report on the spot from their own device.

Jotform Mobile Forms makes incident reporting simple and seamless. Mobile Forms allows you to collect data, even when you don’t have internet access. So if that incident happened in the parking garage or a stairwell where you can’t get a cell signal, you can still file the report.

Create your own online incident report form in minutes with Jotform.

Determine what needs to be reported

Ask for as much detail as possible using objective questions. Incidents can cause strong emotions, which can lead to bias. A report should stick to the facts. The more specific and unbiased the questions are, the easier it will be to develop corrective actions.

This information includes

• Name, job title, and department of the affected person
• Location of the incident
• Date of the incident
• Time of the incident
• Context/conditions surrounding incident (what was the employee doing, was the floor slippery, etc.)
• Injuries (affected body part(s), nature and extent of injury)
• Treatment (for injuries)

Build your incident report form

The person filling out the report needs to provide enough detail so that anyone who reads the report can picture the incident exactly the way it happened. That means the incident report form needs to offer an opportunity for the filer to provide this information. One way to do this is by including text boxes for open-ended questions.

With Jotform Mobile Forms, you can take a photo through the app. As mentioned above, being able to document the incident with as much detail as possible — especially with photos — will create a more effective report. While an employee fills out an incident form through Jotform’s mobile app, they can select the Take Photo widget to add a photo to their report.

Other widgets you can include are the Geolocation widget , which can capture the location of the incident so the employee doesn’t have to fill it in, and an e-signature widget , so that the employee can sign the report before submitting it.

Set up methods to consolidate and analyze the data

Now that you have all the necessary data about the incident, how do you make sure it goes to the right people and helps to prevent similar incidents from happening in the future?

With Jotform, you can set up email notifications for form submissions, so that incident reports go to the appropriate person. You can also use integrations to send data to file storage systems (like Google Drive ), project management tools (such as Airtable , Asana , and Trello ), and communication apps like Slack .

When incident data automatically goes to the appropriate parties in a way that’s actionable, your organization can put policies and initiatives in place that reduce the likelihood of future incidents.

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How To Write An Employee Incident Report [Templates & Tips]

So you want to create an effective employee incident report form? We’ve got you covered with two nifty templates (PDF & Google Docs.)

Creating your form is easy. Getting employees to fill out these forms is the tricky part (especially in a bustling workplace!) This article details everything you need to know to create, handle & enforce effective incident reporting. 

Pro tip: Go digital to double your incident report rates! Try our custom form builder to digitize all your forms today (for free!)

Grab Our Employee Incident Report Templates

Before we dive in, why not grab your printable templates below (click the images to download a PDF)?

Want to tailor these forms to your specific needs?  Simply save copies of the following to your Google Drive:

• Employee Incident Report Form
• Minor Incident Report Form 

Voilà! You’re all set – let’s continue.  

What Is An Incident Report?

An employee incident report? It’s basically your go-to form when things go sideways at work. You jot down what went wrong, hand it over to your supervisor or safety person, and they take it from there to prevent a minor hiccup from turning into a risk-ridden nightmare.

What qualifies as an incident? It could be anything from a minor slip to something really serious.

And hey, what we used to call ‘accidents’ are now ‘incidents’ – thanks to OSHA shaking up the terminology.

Difference Between An Accident And Incident

A few years ago, we called it an ‘incident’ if something report-worthy happened but no one got hurt. If it led to time off work – that was an ‘accident.’

Fast forward to now – we group everything under ‘incidents’. Don’t be fooled, however: it’s still crucial to note if an incident caused an injury or not.

So, why the terminology switch? Well, ‘accident’ suggests it was all down to chance – like nobody’s fault, nothing to be done about it. But the truth is that most incidents can be prevented. That’s the key takeaway.

The Effects Of Incident Reporting On The Workplace

“The value in increasing incident reporting is to gain valuable data and insights into where work might be causing damage and how to learn and improve on the way we work to reduce harm. Incident data should be used to challenge our risk assumptions.” Ksenia Wagensveld, Principal Consultant, Actum Solutions – Brisbane, Australia.

Ramping up incident reporting definitely makes for a safer workplace – any safety pro will tell you that. Let’s break it down with a couple of examples.

Imagine Mr Allan tripping over a cable and breaking his arm because he was too busy avoiding a forklift. Sounds like a freak accident, right? But here’s the twist: two days earlier, an apprentice tripped over that same cable and shrugged it off. Had he reported it, Mr. Allan might not be in a cast today.

Sure, this story is made up, but it’s not far from reality.

Now, here’s a real story from a safety training I attended.

Two workers were up high, about 20 meters, with tools scattered everywhere. One accidentally knocked a hammer off the edge. Think about it: a falling hammer is no joke for anyone below.

This incident might have gone unnoticed if a visiting executive hadn’t almost been hit by that hammer. He reported it, leading to a new rule: safety netting on high scaffolding. We can’t say for sure how many injuries, or even lives, this change has saved, but even if it’s just one, it’s worth it.

Three Ways To Increase Incident Reporting Rates

Boosting safety at work and getting those incident reports in can be a real challenge.

We all want even the small stuff reported, but how do we make it happen?

Let’s dive into some tactics.

1. Educate Your Employees On Incident Reporting

Safety training is a staple in workplaces, but how it’s delivered can make a world of difference. Often, instructors stick to dry, forgettable facts.

The most effective ones use storytelling to bring those stats to life. 

They create relatable, humanized scenarios that resonate, especially with younger workers who might feel invincible. It’s not just about shock value; it’s the key to telling memorable and impactful stories. 

By transforming abstract dangers into concrete narratives, employees can better understand and appreciate the significance of safety protocols.

2. Leadership Should Set The Example – Equip The Right Incident Reporting Protocols

Leadership in safety isn’t just about setting rules; it’s about fostering a culture of proactive care .

A good practice is embodied by supervisors who actively engage with their teams about safety daily. 

For instance, my previous supervisor would bookend each day with quick ‘toolbox talks’, inviting discussions on any safety concerns encountered. This approach not only made reporting more accessible but also ingrained it as a daily habit. 

The downside? Reporting was deferred until the end of the shift – a more immediate reporting mechanism would have been even more effective.

3. Build Your Own Employee Incident Report Template

Following up on the previous point, our supervisor was smart. He pre-printed incident report forms, so he always had more on hand than would be necessary. Not environmentally friendly, and we’d still have to wait until the end of the day to complete the report. 

Days can be busy, and small but necessary details can become hazy. 

Plus, by the time a safety representative was able to investigate the site of the incident, conditions might already have changed. 

What if you could pull out your phone at the moment of the incident, snap a photo, enter details and send it straight to your safety team? It would save so much time – and it would, indeed, raise incident reporting rates. One of our consulting partners has already tested this and found favourable results. 

Read more about this story here . 

Incident Reporting – When To Submit

In short, ASAP. 

By OSHA standards, you have 24 hours to report an incident.

I double-checked this with a practising safety officer, who advised that incidents should be before the end of a shift, if not immediately.

Which events qualify as incidents?

Pretty much anything. A good rule of thumb is to ask your safety officer or representative whenever you’re in doubt. 

I’ll draw from the previous incident regarding the dropped hammer again. If no one stood below, the hammer thudding into the ground would’ve seemed insignificant. No one would have reported it, and someone might have lost their life due to a future (preventable) recurrence. 

I mean, sometimes these scenarios can seem like a stretch, but anything can happen when it comes to safety. 

Be sure to report: 

• Trips, slips, or falls.
• Cuts or abrasions (yes, even a paper cut. It seems silly, but anytime the skin is broken, you’re at risk of infection. Get your wound treated and reported, no matter how small).
• Near misses.
• Unsafe practices.
• Even report missing personal protective equipment (PPE) signage or ineffective PPE measures.
• Also, report your defective PPE immediately.
• Chemical smells – depending on the nature of your worksite, there could be an active gas leak that protocols failed to pick up. 

This list is by no stretch an exhaustive one. There are so many scenarios that most wouldn’t consider an incident but that you should report. Engage your safety team and make sure employees are aware of all the specifics you care to mention. 

Be sure to brush up on the record-keeping requirements relevant to your operations too.

For our US readers – here’s OSHA’s official page. 

What Should You Include In An Employee Incident Report?

Our employee incident report templates are thorough and perfect for the average business.

That said, you might want to create your own – as a rule, no employee incident report form should be without a few core fields : 

• Time, date and precise location of the incident.
• A complete and detailed description of events leading up to and including the incident. 
• Injuries or damages occurred, if applicable. 
• Photos and/or video when available (photos should always be included – most employees can take pictures with their smartphones). 
• Names and contact information of all available witnesses. 
• Risk mitigation going forward – how do we prevent future occurrences? 

Having all of these fields present will ensure your incident report form is actionable. Action is the core reason incident reports exist – we must be able to remedy the problem and make sure a near miss doesn’t become an injury – or even a fatality. 

This is why a digital tool comes in handy. Paperwork gets lost, and people forget. If there’s a clear and actionable digital record, the chance of remedial tasks going unattended is far less. 

Ensure Fast Turn Around Times

Whatever system you put in place needs to ensure the resulting tasks from your incident reports are taken care of quickly. The information needs to be transferred rapidly and get into the right hands ASAP – whether by app, spreadsheet or paper document.

So if you’re running a traditional paper-based system, having a team that is skilled at following up is critical. While we’re on the topic, let’s look at conventional ways vs. something like Appenate .  

Employee Incident Reports: Traditional Methods Vs. Appenate

Let’s break down a real-life example to show how important quick reporting can be.

Picture a team working on a rig, hoisting an electrical motor. Suddenly, someone walks by, almost getting hit by the motor. There’s a bit of a fuss, but then everyone just carries on. The supervisor notes it in his mind but doesn’t report it right away.

Why? Because reporting means a trip to the office, filling out forms, and it’s a whole thing that slows down work.

Fast forward to the end of the day: the supervisor finally reports it, but now it’s too late for the night shift to know about the hazard, like the need for better barriers or signs around the work area.

Now, imagine if the supervisor had a better way.

He whips out his phone, uses an app to quickly report the near-miss, complete with a photo and details, right there and then. The safety team gets the alert immediately, checks out the site, and fixes the problem on the spot.

Sure, this might hold up the work a bit, but when it comes to keeping people safe, that’s a delay worth having.

Encourage A Culture Of Safety

As we near the end of this article, we must mention how important it is to encourage a culture of safety. 

It all starts at the top. Leaders set the tone.

According to the Institute for Healthcare Improvement, employees often won’t report small matters for fear of reprisal.   We’ve all seen those bosses who get upset over ‘time-wasting’ reports or not meeting deadlines.

Sure, efficiency matters, but safety? That’s non-negotiable. Leaders need to show they take safety seriously. They should be patient and understanding about safety concerns. When they prioritize safety positively, this attitude trickles down through the ranks.

But it’s not all about being positive. 

When it comes to safety breaches, there’s no room for leniency. Tough decisions might have to be made. Sometimes, it means letting go of an otherwise good worker to maintain strict safety standards. It’s a tough call, but when it comes to preventing serious accidents, it’s the only call.

Specialized Software Or A Multi-Leveled Approach? 

Let’s wrap this up with a key takeaway: Need a top-notch safety management system? Your choice boils down to specialized vs. generalized . 

Specialized tools excel in safety tasks but often fall short in cross-department integration. 

Enter flexible solutions like Appenate – a game changer. Why? They’re user-defined, meaning you tailor apps or forms exactly to your needs, from incident reports to stock-take apps. No more scouring the web for free incident report templates (or whatever other forms you need!)

It’s not just about boosting safety; it’s about empowering every department. And the cherry on top? You’re stepping into the future of total digitalization – or in simpler terms, ditching paper for a smarter, seamless worksite.

A Reliable Incident Reporting Ally – Try Appenate For Free

Ready to ditch the grunt work? Create mobile-friendly forms with Appenate!

Opt for our guided trial for the full experience – it’s not just the standard freebie. You’ll get to snag multiple custom proof-of-concept apps and enjoy unlimited training and support as long as you’re with us. 

Our ultimate goal? To help you forge a rock-solid safety culture, saving lives in the most efficient way possible. Whether you’re with us or not, we’re rooting for your success. 

Happy incident reporting! 🙂

Free Incident Report Templates

By Andy Marker | January 3, 2017

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In this article, we’ve gathered the best incident report templates to provide you with the most comprehensive listing, so you can record and preserve key details of an accident, injury, workplace incident, security breach, or any other type of unforeseen event.

Included on this page, you’ll find a downloadable incident report template , accident incident report template , employee incident report template , and more.

Incident Report Template

Download Incident Report Template

WORD  | Smartsheet

This is a flexible template that can be used to report various types of events including accidents, injuries, workplace incidents, property loss or damage, and close calls. It allows you to record information about all parties involved, details of the incident itself, any law enforcement interaction, witness information, and whether medical treatment was administered. Keep this generic template on hand so you’re ready to capture information about any type of incident that may occur.

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Accident Incident Report Template

Download Accident Incident Report Template

This incident form template can typically be used to document an auto accident, but it can also be used for other types of injury accidents. There is space for recording information about the vehicles and drivers involved for auto accidents. For injury incidents, it has dedicated areas for detailed information about the type of injury, the area of the body affected, hospitalization and medical treatment, and the severity and progression of the injury. You can also enter details about police and/or witness involvement. This form is important for reporting auto insurance, health insurance, and/or workers’ compensation claims. 

Employee Incident Report Template

Download Employee Incident Report Template

Use this template for incidents that do not involve physical violence, such as accidents or disciplinary issues. This form is more basic than the workplace violence form - it documents the nature of the incident, any disciplinary actions being taken against the employee, their position, and their supervisor’s information. In case of an accident, this form may be used to capture information about injuries and medical treatment, workplace equipment involved, and witness information. This form may also be used in workers’ compensation claims.

Offense Incident Report Template

Download Offense Incident Report Template - WORD

These templates are used to report criminal incidents and can be used in criminal cases and/or insurance claims. They are generally used by law enforcement or security officers to record information about crimes that were called in or witnessed by a police, ambulance, or security officer, as well as any witnesses. Vehicle or property loss or theft can also be reported using this type of form.

Security Incident Report Template

Download Security Incident Report Template - WORD

Businesses or public organizations use this template to report security or privacy violations. These incidents might include physical altercations, or any other situation in which an individual threatens the safety or violates the privacy of other workers. This type of form provides space for recording details of the incident itself, as well as information about the suspect(s) involved.

Tenant Incident Report Template

Download Tenant Incident Report Template - WORD

Use this template if you are a property owner or manager and need to report an incident or accident involving a tenant. The form allows you to document information about the tenants involved, any property damage or loss, injuries sustained and medical treatment required, witnesses, and police or fire department officials called to the scene. It also allows you to record information about contractors who may have been involved, including their insurance information and details about the job they were performing. This form is helpful when filing property insurance claims, and may be used in workers’ compensation claims, if applicable.

Student Incident Report Template

Download Student Incident Report Template - WORD

Educational institutions can use this template to report incidents involving students, including accidents, health and safety events, injuries, and near misses. It helps document actual or potential injuries, unsafe conditions on campus that may have contributed to the incident, whether bullying or harassment was involved, and any disciplinary actions to be taken. This form may be included as part of a student’s permanent record.

Workplace Violence Incident Report Template

Download Workplace Violence Incident Report Template - WORD

This template is used to document workplace violence—when either an employee or outside individual harms, or attempts to harm, other workers. It details the individuals involved, the cause of the incident (for example, conflict with a coworker or manager) and the nature of the incident (such as stalking, harassment, or assault). It also documents whether injuries were sustained, and what corrective action will be taken (if the assailant is an employee). This form may be helpful in workers’ compensation claims, insurance claims, and/or court cases.

Information Security Incident Report Template

Download Information Security Incident Report Template - WORD

Businesses can use this IT incident report template to report incidents such as data breaches, privacy violations, viruses, and denial-of-service attacks. The form includes a summary of the incident, personal information for any individuals whose privacy has been compromised, the impact of data loss, and any physical and technical security measures already in place. This data breach incident response plan template can help your IT department assess the severity of security violations, and create a plan to prevent them in the future. This template may also be used in criminal investigations, where applicable.

Incident Reporting in Healthcare Organizations

Workplace injuries, mismanagement of healthcare information, and mistakes in medical care provided can occur at any point under the roof of a healthcare organization, and what ensues is the need to file an incident report. To handle this process effectively, organizations must have a system or process in place for submitting, reviewing, and addressing incident reports that occur within their business, such as medication or clinical trial errors, patient falls, administrative incidents, and more.

To streamline the incident reporting process and ensure that every detail surrounding the incident is reported on, evaluated, and managed by the appropriate resources in a timely manner, while also maintaining patient and provider confidentiality, you need a tool that provides real-time visibility into each report, automates the process, and mitigates any risk of the incident reoccuring.

Smartsheet is a work execution platform that enables healthcare companies to improve work efficiency and scale and manage incident reporting processes, while securely storing and sharing protected health information. Streamline reporting, manage incidents as they occur, and organize all necessary information to handle the issue, and prevent it from happening again. Securely share, store, and access PHI while meeting or exceeding all of HIPAA’s regulatory requirements.

Interested in learning more about how Smartsheet can help you maximize your efforts? Discover Smartsheet for Healthcare .  

Improve Incident Reporting & Management Efforts with Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

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How To Write An Incident Report – 5 Easy Steps

• Chrissy Priest
• February 5, 2020

An incident report is one of the most critical documents used in the investigation of a workplace accident, near-miss , illness, or injury. Incident reports are so significant that using anything but the best approach to creating them can spell trouble. Missing crucial details, creating unnecessary delays, and making critical mistakes are just a few of the issues companies encounter with poorly operationalized incident reports.

In this blog, we’ll examine the best practices for building incident reports for your company. Read on to learn how to shape incident reports that can make a big impact in your organization.

1. Put the facts first

Incident reports are the last place an employee should be airing their grievances. Strictly speaking, subjective interpretations of an incident aren’t helpful. You need both sides, or you at least need an unbiased, objective reflection of the event.

When recording an incident on paper, it’s easy to get carried away with interviews or witness statements. It’s possible to write pages about a single incident, but that’s usually not what company authorities need. Instead of allowing large, fill-in-the-blank areas, make as much of your incident report as possible into multiple-choice questions.

There are even more benefits to adding multiple-choice questions if you use a mobile solution. Using custom logic , you can hide questions that aren’t relevant until a specific answer is given. For example, if a question refers to a machine or part number, it won’t appear until the reporting employee indicates it was an asset that was harmed. This keeps incident reports simple and focused on the facts.

2. Focus on accuracy

Data recorded in an incident report should be specific and clear. Most confusion occurs due to typos, grammar, and poor handwriting. Writing down an employee’s name incorrectly (or illegibly) will require clarification down the line, likely when an investigation is already ongoing. Getting it right the first time will save time and effort in the long run.

There are two ways to combat inaccuracy in your incident reports. The first is to use a mobile solution with pre-loaded data modules. This will allow employees to select the best answer from an up-to-date list. If an employee isn’t sure how to spell a colleague’s name, it shouldn’t matter. They simply find it in a drop-down menu and tap it on their mobile device.

The second way also involves using a mobile solution. To avoid bad handwriting, require that incident reports can only be filled out on a computer, laptop, or handheld mobile device. This will ensure that every incident report is legible and instantly available in digital format.

3. Cover the essentials

An incident report needs to cover all the essential questions: who, what, where, when, why, and how. It should include both the people and the assets that were injured in the incident, and it should note details such as witnesses, investigators, and other stakeholders. Other essential questions will depend on your industry or use case.

Ensure there’s a logical flow to the report. Don’t start with finite details. Instead, begin with the big picture and slowly become more granular. Where did the incident take place? Who or what was involved? What time did it happen?

Using a mobile solution , you can route users through an incident report seamlessly and ensure that all the essential information is covered. With automatic field validation, no blank space or unexpected variable will go unchecked.

4. Include visual elements

When it comes to incident reports, sometimes a picture really can paint a thousand words. In fact, it’s significantly easier to photograph the aftermath of an incident than describe it. That’s why making photos and diagrams a required component of your incident reports can do wonders for clarity and understanding.

However, pairing an incident report with a photo or diagram can be problematic. If you leave a space for a diagram on your report, it may give employees enough room—but it also may not. The employee could instead take a photo on their mobile device and email it to the right person, but there’s nothing connecting the report to their email.

A mobile solution will allow you to take photographs, mark them up, and attach them directly to forms within an app. Additionally, you can easily draw diagrams with a finger or stylus to improve clarity. This all occurs within a contained environment, ensuring that forms and their visual aids are connected in perpetuity.

5. Directly incorporate the next steps

Corrective action shouldn’t wait for approval if it’s an obvious fix. Similarly, supervisors shouldn’t have to delay decision-making simply because a paper incident report hasn’t been physically delivered. By incorporating workflows and on-the-spot corrections into your incident reports, you can make certain that employees are taking the next logical steps as soon as possible.

The first step is determining which actions need approval and which ones do not. If your company requires complex escalation paths in which priority bounces between many different stakeholders, you can definitely benefit from workflow automation . Workflow automation operates in the background of forms, sending tasks and notifications to the right people when specific conditions are met.

The next step is following through with corrections. To ensure that remediation takes place, you may wish to add custom deadlines and statuses with the help of a mobile solution. If an incident report indicates an asset was damaged, an automated workflow can automatically assign a work order to repair or replace it. Using your custom settings, you’ll determine how soon the work order must be complete and whether any follow-up tasks are required.

How FORM can help

Incident reports are foundational for tracking and understanding adverse events in the workplace. Form.com specializes in making everyday incident reports and their relevant workflows faster, easier, and more accurate. We’ll work with you to create a custom forms automation solution that fits your unique process perfectly.

Get in touch with a solutions expert today to learn how Form.com can help your organization track workplace safety with configurable incident reports.

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10 Key Elements of an Effective Incident Report

• May 22, 2024
• Ben Johnson

A robust incident reporting system is crucial for effective safety management. Good incident reports help identify hazards, prevent future incidents, and ensure compliance. They provide a clear and concise account of incidents, enabling timely investigations and corrective actions.

Including comprehensive details such as what happened, where it occurred, and who was involved is essential for understanding and addressing root causes. Timely and accurate reports facilitate immediate responses and long-term safety improvements. Ultimately, well-structured incident reports contribute to a safer workplace by promoting transparency, accountability, and continuous learning from past events.

Let’s explore the key elements that make an incident report effective and reliable.

1. Clear and Concise Reporting

Accurate and straightforward reporting is the cornerstone of an effective incident report. Start with a detailed description of the incident. Clearly explain what happened, where it happened, and who was involved. This sets the stage for understanding the event fully.

Clarity is key. Use simple, direct language that avoids jargon. The goal is to make the report understandable for anyone who reads it, regardless of their technical background.

Brevity is equally important. Keep the information concise, focusing on the essential details. Avoid unnecessary elaboration that can obscure the main points. A well-written, clear, and concise report ensures that critical information is communicated effectively, aiding in swift and accurate decision-making.

2. Timeliness

Prompt reporting is vital in incident management . The sooner an incident is reported, the quicker an investigation can commence. This immediacy helps in capturing accurate details and prevents the situation from worsening.

Including precise date and time stamps is crucial. This information helps in tracking the sequence of events and can be critical during an investigation. Timely reports also allow for immediate corrective actions, which can mitigate further risks and damages.

Encouraging a culture of prompt reporting within the organization ensures that incidents are not overlooked or forgotten. This proactive approach enhances overall safety and responsiveness.

3. Comprehensive Details

A good incident report provides a complete picture of the event. Start by classifying the incident type—whether it’s an accident, near-miss, or observation. This helps in understanding the nature and severity of the incident.

Detail the environmental conditions at the time. Factors like weather, lighting, and location can provide important context. Describe any injuries sustained and damages to property or equipment, as these are crucial for assessing the incident’s impact.

Comprehensive details enable a thorough investigation and help in identifying all contributing factors. This depth of information is essential for developing effective preventive measures.

4. Root Cause Analysis

Understanding the root cause of an incident is key to preventing its recurrence. Begin with any immediate observations that might indicate the cause. These initial insights can guide the direction of the investigation.

Summarize the findings from a detailed root cause analysis . Identifying underlying issues, rather than just surface problems, is crucial. This thorough approach ensures that corrective measures address the actual causes of the incident.

Root cause analysis is a critical component in learning from incidents and improving safety protocols. It transforms incidents into opportunities for systemic improvements.

5. Corrective and Preventive Actions (CAPA)

Documenting corrective and preventive actions is essential. Start with any immediate actions taken to mitigate the incident’s impact. These actions show the organization’s responsiveness.

Outline long-term solutions to prevent similar incidents in the future. This includes changes to processes, training, or equipment. Clearly assign responsibilities for implementing each action to ensure accountability.

CAPA not only addresses the current incident but also strengthens overall safety practices . Effective CAPA leads to a safer work environment by preventing the recurrence of similar incidents.

6. Witness Statements

Witness accounts provide additional perspectives on the incident. Include detailed statements from all witnesses to capture diverse viewpoints.

Ensure you gather contact information for witnesses. This allows for follow-up questions if further clarification is needed. Witness statements can offer crucial insights that might not be immediately apparent.

Including these accounts enriches the incident report and helps build a more complete understanding of the event. Witnesses can often provide details that fill in gaps or highlight overlooked aspects.

7. Supporting Evidence

Supporting evidence strengthens the incident report. Attach photographs, videos, and any other visual evidence that can provide a clearer understanding of the incident.

Include relevant documents and logs. These might be maintenance records, safety logs, or any other pertinent documentation. This evidence can substantiate the report and aid in the investigation.

Strong supporting evidence ensures the report is thorough and credible. It helps investigators and reviewers understand the incident more clearly and supports accurate conclusions.

8. Review and Approval

A structured review process ensures the report’s accuracy and completeness. Detail how the report will be reviewed and by whom. This step adds an essential layer of scrutiny.

Management sign-off is crucial. It shows that the report has been vetted at a high level and that appropriate oversight has been applied. This step also ensures that the necessary authority is aware of the incident.

The review and approval process adds credibility to the report. It ensures that all necessary information has been included and that the report is ready for use in safety improvements.

9. Follow-up Actions

Monitoring the implementation of corrective actions is essential. Detail how these actions will be tracked to ensure they are completed.

Explain how the effectiveness of these actions will be verified. This step ensures that the measures taken are actually preventing similar incidents from occurring.

Regular follow-up demonstrates a commitment to continuous improvement. It ensures that corrective actions are not just implemented but are also effective in enhancing safety.

10. Lessons Learned

Documenting lessons learned from incidents is invaluable. This process helps create a knowledge repository that can be used to improve future safety practices.

Discuss how these lessons will be shared with employees and integrated into training programs. Effective communication of lessons learned ensures that the entire organization benefits from the insights gained.

Learning from past incidents is a proactive approach to safety. It helps in preventing future incidents and fosters a culture of continuous improvement and learning.

Download free lessons learned report template .

Safetymint for Efficient Incident Reporting

Safetymint transforms the way organizations handle incident reporting , making it easier and more efficient than ever. With our cloud-based safety management software , you can streamline your entire safety process using intuitive web and mobile applications.

Safetymint enables anyone in your organization to report incidents, observations , and near-misses quickly and effectively. The user-friendly interface ensures that reports are clear and concise, while the integrated dashboard and statistics section provide powerful data analytics to help you track trends and make informed decisions.

Safetymint’s features include real-time notifications and alerts, ensuring prompt responses to reported incidents and assigned actions. Custom workflows and digital signatures facilitate seamless approvals, while our comprehensive 5-step incident investigation process, including Root Cause Analysis and Corrective and Preventive Actions (CAPA), ensures thorough and effective resolutions.

The system’s “Lessons Learned” feature creates a valuable knowledge repository, helping your team learn from past incidents and continuously improve safety practices. Whether deployed on the cloud or on-premise, Safetymint is customizable to meet your organization’s specific needs.

Try Safetymint today and empower your organization to create a safer, more compliant workplace.

Request for a free trial

Ben Johnson is a dedicated Customer Success Executive at Safetymint. With a strong commitment to excellence, Ben works closely with customers to ensure they fully leverage the capabilities of Safetymint to its fullest potential, aiming to significantly reduce or mitigate safety risks and incidents.

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Writing an HR Incident Report Template

Accidents and incidents are, unfortunately, relatively common in the workplace, regardless of the industry. From minor workplace incidents to more serious injuries in the workplace, being able to handle these occurrences is crucial. For this reason, it’s important to create an HR incident report template. With this document, events can be documented and investigated where necessary. 

Prior to creating this report, it is vital that human resources and health and safety managers understand what’s entailed, which information should be gathered, and what the different safety categories are.

What is an example of an Incident and when would you report it?

A workplace incident is any event that exposes employees or customers to serious risks. First and foremost, it is important to distinguish between an incident and an accident:

• An incident is an unexpected event that hasn’t caused personal injury, but which may have resulted in damage to company property and which could potentially have caused serious injury, incapacity or death. Often referred to as “ an accident waiting to happen ”, this category generally tends to include near misses, dangerous occurrences, and events that cause significant risk to employees. These incidents can cause disruption or interference to an organization and may impact systems and operations. 
• An accident is an event that leads to physical or mental occupational injury or death and occurs during work hours. They generally arise as an effect of failing to duly investigate prior incidents. 

There are various types of incidents that could arise in the workplace that would call for an incident report: 

Types of HR Incident Report Situations

Near miss: an event that doesn’t result in injury, but which had the potential to cause harm. These may include things such as an employee tripping over loose cables or the use of inadequate personal protective equipment.

Dangerous occurrence: a set of circumstances that could potentially cause injury, such as the failure of load-bearing equipment in a manufacturing facility.

Occupational diseases: a repetitive action or environmental risk which could potentially result in personal injuries, such as carpal tunnel syndrome or occupational asthma.

Security incident : an event that may indicate that an organization’s data has been compromised. A security incident could also mean that preventative measures have been breached, such as evidence of hacking or a computer virus.

Safety or hazard observation : an incident where no injury has been sustained but a hazard, such as untidy working areas or defective equipment,  has been observed with the potential for causing injury.

Property damage : an event that caused damage to company property which had the potential to also cause personal injury. Examples may include damage caused by moving, flying or falling objects.

Workplace misconduct : failure to adhere to company rules and policies, such as neglecting to follow recommended instructions for heavy machinery or a breach of health and safety guidelines.

No harm events : minor incidents that need to be investigated and communicated to employees to raise awareness of any potential risk.

What to know about HR Incident Reports

Why do i need to complete an incident report and when should it be completed .

HR incident reporting is an important safety tool that you can use to investigate the root cause of incidents. Its purpose is also to create corrective actions that eliminate the risk of future occurrences. An incident report can be used by an employee to report an event they have witnessed or to raise awareness of a potential risk that has been observed.

An HR incident report can help with risk assessment. The more incidents reported, the more data the health and safety department has to analyze. These reports can help identify weak areas in a company where a lack of knowledge or training exists. In addition, it can also highlight where there are inadequate work standards or maintenance issues. All of the above are essential in identifying quickly so you can mitigate the possible health and safety risks to your employees. 

The aim of an incident report is to identify potential root causes and implement preventative measures to reduce the risk of an accident occurring. It also serves to improve communication within a company. Lastly, it helps educate staff to adhere to best practices, both for the good of their own safety and for the company as a whole.

What Do I Write in an HR Incident Report Template?

The human resources department is responsible for creating an incident report template and making it available to all staff. The form should ask the right questions so that all essential information about the incident can be gathered and employees are aware of what information they should have.

An incident report form should include:

• An accurate description of the event that occurred. Descriptions should be clear and specific and include factual, objective statements.
• Both sides of the story and witness statements where appropriate.
• All key elements and essential questions (what, where, when, why and how).
• Photos, diagrams and illustrations as supporting evidence, where relevant.

What else to include in an HR incident report 

An HR accident report must gather a range of data for analysis. Questions should be quantitative (referring to lost working hours/days, incident costs, etc.) and qualitative (referring to severity, potential injury, etc.) and they should help encourage employees to be as brief and specific as possible. 

Incidents should be categorized by type (security incident, occupational hazard, near miss, etc.) as this helps to build statistics that help with analysis. Full descriptions of circumstances leading up to the incident should be requested; the more specific, the better. Questions should aim to discover the root cause, as well as focus on follow-up and preventative measures.

Data to include in an HR incident form:

• Date and time the incident occurred
• Location within the premises
• A concise and comprehensive description of the incident
• Consequences of the incident
• Root cause 
• The likelihood that the event will occur again
• Pictures of the area and any resulting damage
• Lessons learned
• Suggested risk control measures
• Contact details of all involved parties

Keep Your Incident Reports Simple

The most important aspect of building an HR incident report template is to keep it simple. If a form is too long or complicated, employees will be put off reporting their observations. When this is the case, employees tend to only report severe incidents.

By implementing a simple template for HR incident reports and employee reporting policy you can encourage employees to maintain consistent records of all their findings. Also, by simplifying employees tend to take reasonable steps and work together to reduce workplace injuries and the risk of workplace accidents. All of these actions result in a safer environment, improved staff morale, and increased productivity.

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Written by  Cat Symonds;  Edited by  Tanya Lesiuk

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Restaurant Incident Report

Incident report generator.

In establishments where people use fire, water, knife, and several condiments, incidents are not impossible. That said, the management of restaurants should ensure to include a reminder for a safety inspection on their daily checklist . Although no matter how perfect your safety plan is, incidents are always inevitable. For such circumstances, one of your responses should be to write a restaurant incident report.

3+ Restaurant Incident Report Examples

1. restaurant incident report template.

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2. Restaurant Incident Report Form

Size: 103 KB

3. Restaurant Customer Incident Report

4. Residential Restaurant Incident Report

What Is a Restaurant Incident Report?

A restaurant incident report is a form that an organization should write in cases when unfortunate incidents happen. The scope of circumstances that qualify as workplace incidents includes all situations that caused someone an injury or put anyone’s health at risk. This document provides a description of the event as well as information about the affected and the witnesses.

How to Devise an Intricate Restaurant Incident Report

It is a rule for businesses to conduct regular meetings to talk about the safety of the workplace. Incorporate every essential information of incidents and events in the safety meeting agenda by ensuring to craft a complete and detailed incident report. You should take measures that will help you evaluate the root cause of the event. Doing this will help you determine the steps to take to steer clear of similar and repetitive incidents.

1. Supply Essential Details of the Affected

The first step in writing your report is to supply essential information about the affected. If the person is your employee, you can refer to your employee records for the details. On the other hand, if it is a customer, you can follow proper procedures in gathering data from them. The information you should write in the report form should include their name and their contact information.

2. Provide a Description of the Event

The next step is to go into the specifics of the event. That said, you should provide the location as well as the date and time of the event. If the weather has something to do with the incident, you should mention it in your incident report . On top of that, you should describe the type of incident that happened. You should state the injuries and the damages that resulted from the restaurant incident.

3. Include the Witness Statement

To get a complete grasp of what happened, you should interview the witnesses. It is advisable to ask more people who saw what happened. Also, in your interview, you should include essential questions that would help in your investigation. To avoid missing crucial details, you should prepare an interview checklist beforehand. As you write their statements in your report document, you should enclose them with quotation marks.

4. Sequence an Incident Flow

After gaining enough data from doing investigations and witness interviews, you should start arranging the events in chronological order. Doing this will help you determine what led the incident to happen. To help you with the sequencing, you can first draft it on an incident flow chart . This method will help you visualize and structure the proper order of events. In writing your incident report, you should only include factful details. 

What are examples of restaurant incidents?

A lot of incidents can take place in a restaurant. It can either be caused by food or by other factors. Some examples of food-related issues include choking, food poisoning, or allergy attacks. Other factors such as food grease and spilled water can cause unfortunate events such as slipping, falling, and tripping.

What is a food safety plan?

A food safety plan is a document that includes methods and strategies for ensuring quality and safe food. The process of generating this form includes conducting a hazard analysis and composing corrective action plans . Also, securing safety includes revising the preventive controls of a restaurant and planning for the inspection procedures.

What is a security incident report?

No matter the nature of a business, security incidents such as security breaches and theft are common problems for numerous organizations. In addition, it also encompasses online security problems, such as email and website attacks. In such events, the document used to record these unfortunate circumstances are security incident reports . This document can serve as a reference for conducting a  security analysis .

When people choose from the many restaurants available nowadays they consider a lot of things. They conduct research and take a look at reviews. They take the location, cleanliness, food, and most of all the safety into account. That said, you should prioritize making your customer and employees feel secure by responding to unfortunate circumstances immediately. Be the customer’s top pick and keep your business thriving by composing a restaurant incident report meticulously.

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Accident and incident report form for social care

Incident report form.

• Safeguarding

Your free incident report template for social care

Download the Excel template, and update the monthly tabs to keep track of incidents by type, per month.

The dashboard tab automatically tracks the number of incidents per month and quarter, providing insight in to trends across the year. ‍ The incident report Excel includes:

• Editable tabs to record incidents by month
• Dashboard chart of incidents by type, per month
• Dashboard display of incident count by month and quarter

Incident report template

Record accidents and incidents in your care home quickly with this free, editable Excel download.

Environmental Health & Safety

Search form, employee incident/accident reporting form.

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