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How to Write an Incident Report - With Examples

According to research on safety management among nurses (in hospital settings), "Despite 94.8% of registered nurses being aware of incident reporting systems, only 32% reported an incident in a month, indicating a critical gap between awareness and practical reporting practices in healthcare institutions."

It can drive severe consequences for overall safety in a workspace and shows that mastering the art of incident reporting is fundamentally integral to the effectiveness of your workplace safety and risk mitigation.

In this guide, you’ll learn the keys to:

Optimizing the incident reporting process
Crafting a detailed incident report
Understanding the core elements of effective reporting
Writing a compelling and structured narrative
Adapting examples of incident reports for clarity
How to find incident report forms tailored to your sector
How the newest incident reporting software can change your approach

Equip yourself with the knowledge and the tools to transform your incident reporting from tedious form completion to a smart working environment. From basic principles to safety incident management software , your incident reporting toolkit is right here.

Incident Report And Its Purpose

An incident report is a formal written document that serves as a reference when an unexpected event or accident occurs. This event could result in injury, damage to property, or work interruptions.

The main purposes of an incident report are to:

Capture key details of what happened while events are still fresh in witnesses’ minds. It is the document of who, what, when, where, injuries/damage sustained, equipment/property affected, actions taken, and more.
Allow a thorough investigation of the root causes and contributing factors that culminated in the incident. The more thorough your report, the more insight it provides on how and why the incident transpired.
Identify any safety or operational policies violated that were part of the incident. It reveals if any protocols were not followed or were overlooked altogether.
Inform subsequent action to prevent any similar incidents from occurring in the future. It will help management to see where they need to make improvements in processes, training equipment, policies, facilities, etc.

[ YOU CAN ALSO DOWNLOAD THIS FREE GUIDE TO EFFECTIVE WORKPLACE INCIDENT REPORTING ]

Core Components of an Effective Incident Report

Fundamental information.

The fundamental information outlined in an incident report includes:

Type: Categorizing the incident provides a point of reference. Common types include injuries, property damage, security incidents, workplace violence, environmental problems, privacy breaches, and more.
Location, date and time: The “where and when” of any incident is a must. Be as specific as you can with location, and with date and time.
Names of individuals involved: List all people involved in the incident. Give the full name and any title or role, i.e., Robert Patterson, Security Guard. If there were injuries, list the person who was injured and list witnesses with their titles or roles, i.e. Alice Lansing, Accountant.
Injuries sustained: Include a list of injuries, first aid that might have been administered, and any medical treatment. No injuries? State, "No injuries were sustained."

Specific Details

The specifics of an incident report provide important context:

Equipment involved: Make a note of any tools, machinery, materials, chemicals or other equipment involved in the incident. Include the manufacturer, model number if it applies, and precise details of how the equipment was being used.
Events leading up to the incident: The reconstruction of events can offer a number of insights into causes. Provide a concise chronological sequence of events leading up to the incident.
Account of the incident: A detailed, chronological narrative of the incident itself will bring the incident to life. Use precise, objective language, quoting any witness statements where relevant.
Subsequent events: Make a note of any actions that were taken after the incident, such as first aid, medical treatment, notification of the appropriate authorities, or checks for any damage or maintenance required on the equipment involved.

This leads to a basic account combined with vivid detail, making a full and useful incident report. The combination allows for the causes to be properly investigated and for the incident to be the basis for preventing similar eventualities.

Crafting an Effective Incident Report

A narrative structure is essential while writing an incident report. Organize the report into three basic sections:

Introduction

Who, what, where, and when should be answered in the introduction. As an example:

“Jane Doe, an ABC Company cashier, was involved in an incident around 10:15 am on Tuesday, March 1, 2022. The incident occurred in the company's headquarters breakroom at 123 Main St, Anytown, USA."

From here, we know that Jane Doe was involved, an event occurred, on Tuesday, March 1st, 2022, at 10:15 am, and in the breakroom at 123 Main St. It shows how this introduction sets the background for the report.

The body details the incident from beginning to end. It includes all relevant occurrences before, during, and after the incident.

As an example:

“Jane Doe walked into the breakroom and made her coffee at the coffee maker. As she reached for the coffee pot, she slipped on a puddle liquid and fell to the ground. The coffee pot struck her right calf and shattered. Jane Doe screamed out in pain with the fall.”

The body reaffirms who, what, where, and when, as well as the chronology.

The conclusion describes the resolution of the incident as well as key findings. As an example:

“Emergency services were called at 10:18 am. Jane Doe was removed by ambulance to Riverdale Hospital for a laceration of her right leg. She received 12 stitches. The broken coffee pot was cleaned and thrown away. Facilities were made aware and requested to keep a supply of Wet Floor signs positioned near breakroom spills.”

In the conclusion, the resolution and incident investigation recommendations are briefly stated to bring the matter to a close.

This introduction-body-conclusion structure makes incident reports logical and complete and makes them easy to understand. A story that winds its way to a conclusion makes a whole lot more sense.

Incident Report Example – How To Write It?

Here’s how an incident report will be written for “Main Office Security Incident - Unauthorized Entry Attempt”:

(This Incident report is vital, because it captures the security event and can be reviewed to make future security improvements.)

Other Examples Of Incident Reports [Manufacturing And Mining Industry]

Manufacturing Industry Incident Report Example:

Mining Industry Incident Report Example:

Incident Report Forms (For Different Organizations)

Reporting incident forms are the usual medium used to document incidents. They are tailored to the sector and the organization, so incident report forms differ. Here are a few examples:

General Staff Incident Report

These generic staff or personnel incident reports are employed by many businesses to log employee, customer, and visitor incidents. A general staff incident report generally includes:

Person’s name and contact details
Incident Time, date, and site
Pertinent details about what happened
Kind of injury or damage
Name of witnesses
Safety measures taken Suggestions for prevention

Here’s what a normal general staff incident report looks like:

general staff incident report form sample

Incident Report Construction Site

Construction job site safety guarantees in-depth incident reporting. Construction incident reports include particulars, for example:

Name and role of person injured or involved
Date, time, exact location, and description of incident
Type of injury or illness sustained
Equipment, materials, or chemicals involved
Actions taken following the incident
Suggestions to improve safety and prevent recurrences

A normally used construction site incident form looks like this:

Construction incident report form sample

Hospital/clinic Incident Report

Healthcare utilizes unique incident report forms to describe patient care, medical therapy, pharmaceutical errors, laboratory mishaps, confidentiality breaches, and a whole lot more. A healthcare facility or hospital might have an incident report that includes:

Patient safety incidents, falls, infections, or privacy breaches
Medication errors or equipment malfunctions
Workplace injuries to staff
Security issues, theft, property damage, or vandalism

Here’s a sample of patient incident report form usually used in clinical settings:

Incident Reporting Software For Smarter Workplace Management - SafetyIQ

SafetyIQ is an advanced incident reporting software that transforms incident reporting by providing a sleek, user-friendly platform that sets new industry standards for workplace safety.

Emerging as the leading incident reporting solution, SafetyIQ is redefining workplace safety with a variety of next-generation features and comprehensive free guides.

Take a closer look at the key features of this tool:

Effortless Incident Reporting: The platform simplifies and centralizes the incident reporting process, allowing users to submit full-featured incident reports – complete with multimedia documentation – with minimal effort.
Customization for Unique Needs: SafetyIQ tailors incident report forms to meet the unique requirements of each organization, expediting incident data capture and analysis in the process.
Proactive Safety Measures: This platform is a host of specialized solutions for managing high-risk scenarios – Journey Management , Lone Worker Management , Fatigue Management , and beyond. It helps steer organizations beyond compliance and toward a proactive culture of safety.
Real-time Insights and Analysis: Organizations enjoy a comprehensive suite of reporting dashboards that reveal the hidden safety performance insights within their data in real-time, featuring color-coded charts and infographics that allow for rapid identification of movements.
User-Centric Design: The entire solution is designed with an emphasis on the end user, prioritizing a clean, user-friendly interface for both field workers submitting incidents and the managers analyzing the safety trends within their organization.

This software turns incident reporting into the beginning of a proactive safety culture by equipping organizations with the resources they need to put in place world-class safety practices continually. With its ability to assign corrective actions based on a data-driven approach, SafetyIQ is the best solution for workplace management and safety.

FAQs - Get More Answers Here!

Incident reporting software is a tool designed to streamline the documentation of untoward events or accidents in a business or workplace, which is crucial for reference, investigation, and informing corrective actions. It ensures a systematic approach to safety incident management.

SafetyIQ allows live incident reporting through its user-friendly platform, enabling real-time submission of multimedia-rich incident reports for immediate documentation and analysis of safety incidents.

SafetyIQ offers incident report templates that capture the critical information followed through a structured format, enabling consistency and completeness in incident documentation.

SafetyIQ has a user-centric design from the bottom up for an intuitive user experience that makes it easy for field workers to submit live incident reports and managers to analyze safety trends and overall enhance the incident reporting and management process.

Live incident reporting is simple and easy with the online platform. It enables the convenient and immediate submission of data-rich incident reports in real-time. Companies can customize the tool features to support unique requirements and enable proactive safety measures.

We cover a range of topics in our articles - view all blogs .

SafetyIQ’s journey management software can help to control the risks and protect your people.

Journey management software program can allow employers to be instantly alerted when an employee has not checked-in.

From planning the journey, completing a risk assessment to gaining approval, the entire process is automated and seamless with SafetyIQ.

Get more actionable insights in your inbox!

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Consent Preferences

Incident Reporting Procedure: A Step-by-Step Guide

In high-risk industries like construction and manufacturing, safety is key. One crucial aspect of maintaining a safe work environment is having an effective incident reporting procedure in place. This article will provide a step-by-step guide on how to implement and follow such a procedure.

What are Incident Reports?

Incident reports are critical documents in the realm of workplace safety. They are detailed accounts that record any unusual occurrences in the workplace, such as accidents, injuries, health and safety issues, or near misses. These reports serve as an official record, providing a factual and unbiased account of what happened.

An incident report typically includes the following information:

Details of the Incident: This includes the date, time, and location of the incident, along with a comprehensive description of what happened. It’s important to record as many details as possible to provide a clear picture of the event.

People Involved: The report should list everyone involved in the incident, including witnesses. It should also detail any injuries sustained and any immediate medical treatment provided.

Cause of the Incident: If the cause of the incident is known, it should be included in the report. This could be a faulty piece of equipment, unsafe working conditions, or human error, among other things.

Follow-up Actions: The report should also document any actions taken after the incident, such as notifying supervisors, isolating the area, or implementing new safety measures.

Incident reports are not just about documenting an event after it has occurred. They are a proactive measure, designed to prevent future incidents. By analyzing these reports, companies can identify trends and patterns, pinpoint safety risks, and implement corrective actions. This makes the workplace safer for everyone and helps to foster a culture where safety is a top priority.

In essence, incident reports are a tool for learning and prevention. They help companies to learn from their mistakes, make necessary changes, and ensure that the same mistakes are not repeated in the future. They are a vital part of any effective safety management system.

Benefits of Incident Reports

Incident reports are more than just administrative paperwork. They play a crucial role in maintaining and improving workplace safety. Here are some of the key benefits of having a robust incident reporting procedure in place:

Identifying Trends and Patterns: By regularly reviewing incident reports, companies can identify trends and patterns in safety incidents. This could include recurring issues with certain pieces of equipment, areas of the workplace that are particularly hazardous, or tasks that consistently pose a risk. Once these trends are identified, companies can take targeted action to address these specific issues.
Preventing Future Incidents: Incident reports provide valuable insights into how and why safety incidents occur. By understanding the root causes of these incidents, companies can implement preventative measures to stop similar incidents from happening in the future. This could involve changes to work practices, additional training for employees, or improvements to workplace facilities.
Compliance with Regulations: Many jurisdictions require businesses to keep records of workplace incidents. Having a thorough incident reporting procedure in place helps ensure compliance with these regulations. It also provides a record of the company’s commitment to safety, which can be beneficial in the event of inspections or legal proceedings.
Promoting a Safety Culture: When employees see that their company takes incident reporting seriously, it sends a clear message that safety is a priority. This can help foster a culture of safety within the organization, where employees feel empowered to report incidents and take proactive steps to prevent them.
Improving Communication: Incident reports can also improve communication within a company. They ensure that information about safety incidents is shared and understood at all levels of the organization. This can lead to more informed decision-making and a more coordinated approach to managing safety.
Reducing Costs: By preventing future incidents, incident reporting can also help companies save money. The costs associated with workplace incidents can be significant, including medical expenses, lost productivity, and potential legal fees. By reducing the frequency and severity of incidents, companies can avoid these costs.

Incident reports are a vital tool for any company committed to maintaining a safe workplace. They provide a systematic way to record, analyze, and learn from safety incidents, ultimately helping to protect the well-being of employees.

Step-by-Step Procedure

Implementing an incident reporting procedure involves several key steps. Here’s a more detailed look at each step:

Identify the Incident: The first step in any incident reporting procedure is to identify and acknowledge that an incident has occurred. This could be an accident, injury, or near miss. It’s important for all employees to understand what constitutes an incident and to be vigilant in identifying and reporting these events.
Secure the Area: Once an incident has been identified, the immediate priority is to secure the area. This is to ensure the safety of all personnel and to prevent further incidents. This could involve evacuating the area, isolating any hazardous materials, or shutting down equipment.
Document the Incident: As soon as it’s safe to do so, the incident should be documented. This involves recording all relevant details about the incident, including what happened, when and where it happened, who was involved, and any immediate action taken. It’s crucial to record this information as accurately and objectively as possible, as it will form the basis of the subsequent investigation.
Investigate the Incident: The next step is to conduct a thorough investigation into the incident. This involves gathering and analyzing all available information to determine the cause of the incident. The investigation should be systematic and unbiased, and may involve interviewing witnesses, examining physical evidence, and reviewing relevant documents and records.
Implement Corrective Actions: Based on the findings of the investigation, appropriate corrective actions should be implemented. These could range from revising safety procedures, conducting additional training, making changes to the work environment, or even disciplinary action, if necessary. The goal of these actions is to prevent similar incidents from occurring in the future.
Review and Update the Incident Report: As new information becomes available or additional actions are taken, the incident report should be updated. This ensures that the report remains a complete and accurate record of the incident and the company’s response.
Communicate the Findings: Finally, the findings of the investigation and any corrective actions should be communicated to all relevant parties. This could include employees, management, health and safety representatives, and in some cases, external bodies such as regulators or insurers. Effective communication ensures that everyone is aware of the incident, understands the lessons learned, and is committed to preventing future incidents.

Having an effective incident reporting procedure in place is crucial for maintaining a safe work environment. It allows companies to learn from incidents and implement measures to prevent them from happening again. For more information on how to choose the right incident reporting software to streamline this process, check out our article on “Choosing the Right Incident Reporting Software” (Coming Soon) .

Remember, the goal of an incident reporting procedure is not to assign blame, but to understand what happened, why it happened, and how similar incidents can be prevented in the future. It’s a crucial part of maintaining a safe and healthy workplace.

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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.

Employee Incident Report Template Venngage

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:

Preventative routine maintenance processes that ensure equipment is in proper working condition

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.

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Resource Center

Incident Reports: The Ultimate Guide

A well-written incident report protects both the worker and the company.

Jump to a section:

What is a workplace incident, what is an incident report, purpose of the incident report, how to write an incident report, timeframe for reporting, after the report.

Almost 3 million non-fatal workplace incidents were reported by private industry employers in 2019 and over 888,000 in the public sector, according to the Bureau of Labor Statistics . Thirty-eight per cent of women have been sexually harassed at work. Nearly half of companies have experienced a data breach within the last year .

No matter how safe you think your workplace is, there’s a good chance you will need to complete an incident report this year. Misreported incidents can lead to compromised cases, additional incidents, and even lawsuits and fines.

Does your organization have a process in place when the inevitable occurs?

Not sure if you’re documenting incidents in your workplace properly?

This incident report template pack helps HR, safety, and other departments capture important incident-related information. Download your pack to ensure your reports are thorough, consistent, and compliant.

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A workplace incident refers to almost anything that goes awry on a job site or any place where an employee is representing your organization.

Upon hearing the term "workplace incident", many people first think of accidents, injuries, illnesses, and near-misses. These could be trips, slips, falls, burns, broken bones, strains and sprains, and other bodily harm sustained on the job. Incidents also include other health and safety issues, such as exposure to hazardous or toxic substances or communicable diseases (e.g. the flu or COVID-19).

However, workplace incidents also relate to:

Damage to company property (e.g. building, electronics, company cars)
Physical security issues (e.g. break-in, damage to locks/security cameras/buzzer system)
Cybersecurity issues (e.g data breach, phishing attempts, malware)
Workplace misconduct (e.g. theft, harassment, discrimination, bullying, violence)
Conduct of employees outside the workplace (if you have an off-duty conduct policy)

In the video below, internal investigations expert Ken McCarthy, PCI, clears up two common misconceptions about workplace incidents.

An incident report is completed any time an incident or accident occurs in the workplace. It’s among the most important documents used in an investigation at every company that values the health, safety, and wellbeing of its employees.

Most companies with more than 10 employees are required by OSHA to keep records of workplace incidents. But many managers don't know how to write one.

An initial report is the first step in the incident investigation process no matter what type of incident is being recorded. In it, you record details of the incident for regulatory reporting requirements, as well as your company's records.

The information you should include in the incident report varies according to the type of incident being reported. Generally, though, you should outline:

What happened (detailed description of the incident, incident category/type)
When it happened (date and time)
Where it happened (be as specific as possible)
How it happened (Are there any obvious root causes, like a puddle on the floor where an employee slipped)
Who it happened to (employee name and title)
Who reported it (Who is writing this document?)
Everyone who was involved (victim, witnesses, and accused person if misconduct is alleged)
Any damage or injury that incurred (nature and severity)
Witness reports/testimonials

A report can be initiated by:

an employee who witnessed the incident
a manager who has knowledge of the incident
an automated detection method (e.g. security alarm system, email filtering)
a report on your hotline intake system (e.g. phone call, online submission)
an email from someone with knowledge of the incident
a customer or client report

RELATED: The Complete Guide to Workplace Incident Investigations

Your intake methods are important; implementing multiple reporting options (like email, hotline, phone calls, etc.) means you won’t risk missing serious incidents.

With all of these methods for initiating an incident report, having a consistent system for writing, filing, and organizing them is imperative. Otherwise, you could miss details or entire reports, potentially putting employees in danger or resulting in a pricey compliance lapse.

The way you store incident details is also crucial. Keeping track of incident reports and investigations in spreadsheets or paper files can make it tough to find the information later. You could even forget about some files altogether. Storing the incident report and subsequent investigation materials in a centralized location helps you save time and stay compliant.

Case IQ's software streamlines your incident intake process and stores all the incident information in one place, ensuring no details slip through the cracks. Learn how here .

For incidents that have regulatory requirements for reporting, such as those under Title IX and Title VII, and those that involve OSHA violations, you’ll need to record the incident according to federal and state/provincial government guidelines.

Guidelines may dictate a time limit for reporting and that certain information is recorded and reported to authorities. An incident report template , like the one shown below, can help guide you, regardless of regulatory requirements.

Be sure to include as many details in each section as possible. This ensures that you meet reporting requirements, if applicable, and helps you maintain thorough records.

Certain types of incidents involve special recording requirements under OSHA. These include work-related accidents and injuries involving:

Needlesticks and sharp injuries
Medical removal
Hearing loss
Tuberculosis

In the United States, the Occupational Health and Safety Administration (OSHA) , a division of the US Department of Labor, oversees health and safety legislation and incident reporting requirements. There are also state-level OSHA-approved plans with reporting requirements for health and safety related incidents.

In Canada, the Canadian Centre for Occupational Health and Safety (CCOHS ) is the federal body that oversees health and safety incident reporting requirements for federal employees and companies that operate across provincial or international borders. The remainder of companies are bound by incident reporting requirements of the province or territory in which they are situated.

A report may also be completed for incidents not related to health and safety. These could be related to:

Harassment , discrimination, and bullying
Fraud and theft
Title IX and Title VII violations
Privacy breaches and data theft
Property damage and vandalization
Ethics and compliance lapses

These reports are sometimes referred to as complaints, but whichever term an employer uses, they all require that a report is filed.

The first step in managing an incident is to capture the facts of the incident as quickly as possible after it occurs.

It’s important to file an incident report on the same day the incident occurs, when everyone involved is still on the premises and can remember what happened easily. If you wait too long before reporting an incident, those involved may forget the details of what happened and witnesses might be unavailable for interviews.

Most companies have a policy for incident reporting that dictates the time frame for reporting after an incident has occurred. The time frame may be directed by industry best practices or even regulations.

For instance, under the California Consumer Privacy Act (CCPA) , companies that process the data of California residents must inform affected users of a data breach "in the most expedient time possible and without unreasonable delay." Prompt incident reporting is crucial to ensure compliance.

A consistent process and timely reporting are crucial for incidents, no matter the type, severity, or industry. You never know when something that seemed like a minor incident will turn into a court case.

A template can make incident reporting easier and ensures that you include all the information necessary. If you’re using case management software, the incident report can be completed in the system and will trigger the creation of a new case. This will save you administration time and keeps incident response consistent, preventing the risk of further incidents or fines. Learn more about about how our case management system can help you record and respond to incidents more effectively here .

Are your incident investigations fair, timely, thorough, and consistent?

If not, your risk further incidents, fines, and lawsuits. Download this printable checklist so you don't miss any important investigation steps.

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Purpose of the Employee Incident Report

An incident report serves as the official record of the incident and all subsequent activity related to the incident relies on the initial information recorded in this document.

A timely report helps companies respond quickly to issues, resolve conflicts, and take preventive measures to reduce risk.

The report:

Triggers an investigation
Provides documentation for follow-up
Supplies information to be used in the investigation
Is used for reporting to identify areas of risk
Provides data for company and industry research and analysis
Shows the company documented the incident within the required timeline
Ensures compliance with industry regulations that govern reporting of certain types of incidents and in certain industries

Using the data from your incident report records, you can find patterns and areas of risk that need your attention. Then, focus your preventive efforts on those hot spots to keep similar incidents from happening in the future.

For instance, say you notice an increase in harassment incidents this year. Using that information, you could require more frequent harassment training , frame respect as part of the job description, and encourage victims and witnesses to speak up on your reporting hotline.

Case IQ's built-in reporting feature can analyze this data for you and present it in an easy-to-understand format such as graphs, charts, and heat maps. Learn how this feature can help your company prevent incidents here .

Once all the information is captured in the report, it’s time to assess what happened to decide whether or not to conduct a full investigation.

Not every incident will require an investigation. "Small disputes can usually be dealt with without investigation, but you never want to make issues worse by making an incident seem less impactful than it was," says Andre Kazimierski, CEO of Improovy .

But how do you decide? "Investigations should be mandatory if they meet all three criteria—first being that they have legal ramifications," explains HR specialist Jamie Hickey . "Second being that it will have a significant negative organizational impact if [the investigation] is not conducted, meaning it has potential to expose other employees or organizations wrong-doing. Thirdly, letting it go without investigating could lead to costly litigation or legal outcomes."

Next, you'll need to decide who will conduct the investigation. You’ll need to decide whether to outsource the investigation or assign an internal investigator , and there are advantages and disadvantages to both .

For example, an external investigator will approach the investigation fairly and neutrally. They also reduce your liability, might encourage witnesses to share more information, and could have expertise in an area your in-house investigators lack. Internal investigators, on the other hand, don't cost any extra money and can get to work right away.

Choose an investigator who can remain objective and whose knowledge and skill set match the incident type and scope.

A comprehensive investigation should ensue, involving interviews with everyone involved, evidence gathering, analysis, and a conclusion. The investigator completes an investigation report and this brings the process full-circle. You can use the results of this report to make changes in the organization so that the incident isn’t repeated.

Finally, aggregated information about incidents, accidents, and illnesses can help you conduct effective risk assessments and analyze trends. If you can report on the data gathered in incident investigations, you have valuable insight into your company’s safety culture and work environment. Use this information to identify areas for safety and security improvements, additional training and incident prevention programs.

A poorly-managed investigation can lead to more incidents, lawsuits, and other negative consequences.

Download our free eBook to learn 10 steps to investigation management success.

Get the eBook

Workplace incident reports are a key part of regulatory compliance. But they're even more useful for internal purposes.

14 per cent of companies don't use a consistent template to file incident reports, putting themselves at risk. Thorough, consistent record-keeping helps you identify areas of risk so you can take more informed preventive measures, protecting both your employees' well-being and your company's reputation.

Frequently Asked Questions

What is an incident report.

An incident report is a document completed whenever an incident or accident occurs in the workplace, serving as a critical component of any investigation and ensuring compliance with regulatory requirements.

Incident report example?

An example of an incident report could involve detailing the specifics of an employee slipping on a puddle, including the date, time, location, cause, individuals involved, injuries sustained, and any witnesses.

What to write in an incident report?

In an incident report, it's essential to include detailed information such as a description of the incident, the date and time it occurred, the location, how it happened, the individuals involved (including witnesses), any damage or injuries, and any other relevant details depending on the incident type and severity.

Related Resources

What to ask in a whistleblower hotline use survey (and why it’s important), how an hr analyst can help your organization reduce risk.

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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 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 1,241,376 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

Step 3 Include a line about the general nature of the incident.

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.

Step 4 Start the report as soon as possible.

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

↑ 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