What Is an Incident Report?
An Incident Report is a typed or handwritten document that records injuries, illnesses, or other accidents that caused or could have caused a medical condition. It should be completed once the situation occurred regardless of the extent of the illness or injury. A report represents a thorough account of everything that happened before and after the incident - it does not omit information that may harm someone's job or credentials. The main purpose of the Incident Report is not to find people responsible but to figure out the root cause of the issue and take corrective actions to avoid similar problems. It may also be used as evidence in workers' compensation claims, especially when the injury or illness does not allow an employee to continue employment.
Check out our library below to see a full list of Incident Report templates.
- An Employee Incident Report Form is filled out when a dangerous situation occurs in the workplace, whether it leads to a medical condition of the employee or not.
- An OSHA Incident Report Form is completed when an incident led to serious bodily harm or caused death.
- A Daycare Incident Report Form documents incidents that happen in the daycare center - you may report an injury or illness of the child or any hazardous situation that must be prevented in the future.
What Is the Difference Between a Police Report and an Incident Report?
Sometimes the terms "Police Report" and "Incident Report" are mixed up or used interchangeably. An Incident Report is prepared within an organization by its representatives and witnesses of the circumstances that led to an injury or illness. If you uncover suspicious activity that suggests criminal acts, you may call the police to report potentially dangerous behavior. A Police Report is drafted in the presence of a police officer to share the information you have about the incident with authorities. If you are sure the incident was not a result of foul play and it was caused by negligence or oversight, there is no need to involve the police - an Incident Report Form that states all the necessary facts is enough to deal with the issue.
How to Write an Incident Report?
Here is what you should do when there is an incident in the workplace or some other institution:
- Act promptly. Subordinates must notify their supervisors or other representatives of the entity's leadership about the incident. Once it is reported, the responsible individual must make sure the injured person receives medical attention;
- Gather evidence related to the incident - only do that when the threat is eliminated;
- Find out why the incident occurred to develop a plan of action - you need to reduce the possibility of the recurrence. You may adopt a training program to teach occupational safety and health to your employees, review outdated practices that led to the incident, or introduce protective gear to safeguard people from work hazards.
Follow these steps to fill out an Incident Report Template:
- State the basic details - the date, time, and location of the incident.
- Write down your full name and names of other individuals present at the time of the incident.
- Explain in the first person the situation that occurred. Indicate all the facts, including information that may seem insignificant to you at the time, in chronological order. Do not leave room for interpretation - your report must be unambiguous and impartial. Indicate the unsafe conditions you are aware of that may have contributed to the situation. List people that were harmed and describe their injuries or medical condition as you saw them. You need to describe why, where, when, and what happened.
- Double-check the details you put in writing by rereading the report and talking to other witnesses who may remind you something you have forgotten.
- Sign the report and submit it to your supervisor or human resources department.
Haven't found the form you're looking for? Take a look at these similar templates below:
This Workplace Violence Incident Report is from North Carolina. It is a two-page Department of Public Safety form with detailed information fields for the reason and type of an incident.
This employee grievance report needs to be signed by the employee and their supervisor. A grievance is a complaint (against a company in this case) caused by a situation or condition that a person thinks is unfair, unjust or inequitable.
This insurance company incident report template contains three pages of a detailed description of an incident or illness, including information fields for property damage or loss.