Incident Report Template

An Incident Report is a legal document that records details about an unexpected event in the workplace or another organized setting.

These reports document incidents such as:

• Accidents
• Police Incidents
• Injuries
• Safety hazards
• Security concerns
• Near-miss events
• Security or cybersecurity incidents

You may be required to draft an Incident Report as part of your company’s safety and compliance procedures.

The report helps you create a complete record of what happened. It typically includes the:

• Date and time of the event
• Location
• Individuals involved
• Witness statements
• Actions taken after the incident

The information recorded can later help employers and insurance providers determine if any corrective actions should be taken.

Why Are Incident Reports Important?

Keeping accurate records of hazards and accidents is part of an organization’s duty of care toward workers and visitors. These reports are important as they:

1. Help organizations maintain accurate safety and compliance records
2. Help identify hazards and prevent similar incidents in the future
3. Provide evidence during internal reviews or investigations

Before writing your own report, you should understand the structure and details that are generally included. Take a look at our completed Incident Report example below:

Most Incident Reports follow a similar format. The table below shows the details that are usually included in this type of document.

Remember, you should always focus on objective facts, not opinions. If you need help drafting this document, you can use our customizable Incident Report template.

Simply add the details of the incident, and you’ll instantly receive the finished document, ready to be printed and distributed.

How you file an Incident Report can vary from workplace to workplace. Make sure you follow your company’s standard procedures. Here is generally what you should do.

1. Make Sure Everyone Is Safe First

Firstly, make sure the situation is under control. Call an ambulance if anyone is seriously injured, and apply any first aid training you or anyone else may have. Protecting the health and safety of everyone involved should always be the first step.

2. Notify a Supervisor or Responsible Authority

Next, report the incident to a supervisor, manager, or safety officer. Many workplaces require immediate notification. You should quickly notify your superior so that the organization or company can address hazards quickly.

3. Complete the Incident Report Form

After you’ve report it, you should fill out an Incident Report Form. Make sure that you only write down facts. You have to avoid opinions or assumptions. The report should clearly explain the event and any actions taken.

4. Submit the Report Through the Proper Channel

Finally, send the completed report to your HR department, or the appropriate authority. Organizations often store these reports in their internal safety records.

When preparing an Incident Report, the following workplace documents may also be useful:

• Employee Complaint Form
• Employment Contract
• Employee Handbook