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An Incident Report is a document used in the workplace to record unexpected events such as accidents, injuries, security issues, or property damage. It provides a written account of what happened and what actions were taken.
Last Update March 13th, 2026
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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:
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:
The information recorded can later help employers and insurance providers determine if any corrective actions should be taken.
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:
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.
| Section | Information to Provide |
|---|---|
| Incident date and time | When the event occurred |
| Location | Where the incident took place |
| People involved | Names and contact details of those involved |
| Description of the incident | A factual explanation of what happened |
| Injuries or damage | Details of any injuries or property damage |
| Witness information | Statements or contact details from witnesses |
| Immediate actions taken | Steps taken to address the incident at the time |
| Reported by | Name and position of the person completing the report |
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.
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.
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.
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.
Finally, send the completed report to your HR department, or the appropriate authority. Organizations often store these reports in their internal safety records.
Here are some common questions about Incident Reports and how they are used in professional settings.
Anyone who witnessed or was directly involved in the incident can usually complete an Incident Report.
In many workplaces, employees submit the report to a supervisor or manager. They can then review and finalize it.
Some organizations assign specific staff, such as safety officers or HR personnel, to document incidents.
Yes. Incident Reports are often used as part of workplace or legal investigations. They provide a written record of what happened and when it occurred.
Investigators may review the report alongside any other evidence to determine the cause of the incident. They can then identify and implement preventive measures.
