How to write an effective incident report: Step-by-step guide, example, and template

Workplace incident reporting is an important part of maintaining employee safety and accountability. Clearly documenting accidents, regardless of severity, is vital for preventing future mishaps, ensuring compliance with relevant federal and state laws, and promoting a culture of safety amongst your workforce. 

A structured approach to incident reporting is crucial for accuracy and effectiveness. Clear documentation drives immediate response and investigation and provides valuable insights for long-term safety improvements and risk reduction strategies.

This guide covers the importance of incident reports and their role in improving workplace safety and maintaining compliance with federal and state regulations. We also provide an incident report template and a step-by-step guide for writing a complete report when an event occurs.

What is an incident report?

An incident report is a formal document that records accidents, injuries, near misses, and other unexpected events in a workplace. It provides a detailed account of the incident or accident, including where and when it happened, who was involved, and any contributing factors. Depending on the severity of the incident, the report may include photographs, witness statements, and initial assessments of the cause. You protect your organization against potential liability, ensure accurate reporting, maintain regulatory compliance, and create a safer workplace when you document incidents quickly and in detail.

What is the purpose of documenting an incident?

Organizations use incident reports as official records to investigate events, identify areas for improvement, and take actions that prevent similar events and injuries. By keeping detailed reports, businesses demonstrate their commitment to workplace safety and transparency. Organizations also use incident reports to comply with Occupational Safety and Health Administration (OSHA) requirements and other federal and state regulations.In a data security context, incident report forms document cybersecurity events and provide a detailed account for analysis and investigation, mitigation, and compliance with legal and regulatory requirements.

When should an incident report be completed? Types of incident reports

Businesses use incident reports to document workplace events, improve safety, and reduce potential liability. Here are six scenarios that require timely and accurate incident reports: 

• Workplace accidents: Any unexpected event in which an employee or third party is injured must be reported immediately. This includes incidents that lead to physical harm, like falls and or injuries caused by machinery and equipment.
• Other injuries: Less severe injuries in the workplace should be reported as soon as possible. Even minor injuries can worsen, and proper documentation should be kept for your records in case of future legal issues.
• Property damage: Reports should be issued promptly for incidents that result in damage to company equipment or facilities. A comprehensive report is essential for accountability and may prove vital for any insurance claims or legal proceedings. 
• Close calls (near misses): Incidents that almost result in an accident should be reported at the earliest opportunity, even if there are no injuries or property damage. Close calls or near misses can reveal potential hazards and enable employers to make changes to prevent future incidents. 
• Environmental incidents: Chemical spills or exposure to toxic substances must be reported immediately. These kinds of accidents can pose environmental hazards and result in severe injuries. These incidents may also require reporting to federal and state regulatory agencies. 
• Security breaches: Report unauthorized access to company facilities or company data immediately. Breaches include physical access to the workplace, cyberattacks, and equipment theft (i.e., company cell phone or laptop). These breaches can significantly affect company security and compliance with data protection and privacy laws. 

These are the key types of incident report forms used to document workplace accidents and events. Your HR department may have incident report templates for each. 

• Accident report: This type of report documents unexpected events that result in death, injury, and/or damage to equipment. It includes events ranging from minor workplace accidents (e.g., slips and falls) to serious events like fires and natural disasters. 
• Injury report: This report is similar to an accident report in that it focuses on events that result in injuries in the workplace. The report provides a summary of the nature and severity of the injury and any first aid received.
• Near-miss report: This type of report documents incidents where an accident nearly happened but didn’t result in damage or injury. This report helps identify potential hazards and improve safety. 
• Hazard report: Similar to a near-miss report, a hazard report documents unsafe conditions and potential risks before an incident occurs. This can include environmental dangers, faulty machinery, and even tripping hazards. This report is critical for proactive safety management. 
• Security incident report: This report documents security breaches, theft, and cyberattacks. This report is instrumental in tracking security issues and incidents, enabling organizations to increase their security measures. 

3 benefits of reporting workplace incidents

Incident reporting is an important practice that enables businesses to reduce workplace risks while creating a culture of safety and trust among their workforce. These are the key benefits of consistent incident reporting: 

Enhanced workplace safety

Incident reporting increases safety by creating a structured approach to determine and reduce hazards in the workplace. When organizations document incidents thoroughly, they can examine root causes, identify problem areas, and implement changes to prevent future occurrences. By acting proactively, businesses encourage employees to contribute their expertise to improve safety. A consistent accident reporting process lays the groundwork for ongoing safety improvements and risk prevention strategies. 

Improved compliance and documentation

Organizations can help ensure legal compliance by reporting workplace incidents, documenting and tracking them to meet industry regulations. Many federal and state agencies mandate specific reporting procedures, and maintaining complete incident reports helps businesses avoid potential fines, penalties, and legal disputes. The Occupational Safety and Health Administration has strict incident reporting guidelines. For example, work-related fatalities must be reported within eight hours. In-patient hospitalization, amputation, or eye loss must be reported within 24 hours. Complete documentation supports compliance and demonstrates a commitment to safety. It also creates a defensible record that can protect the company in any legal proceedings. 

Improved risk assessment

Reporting work incidents improves risk assessment by giving organizations important details about patterns and potential dangers. When organizations document incidents, they can discover unknown risks and create specific plans to prevent future problems. This approach helps make risk management more accurate and encourages ongoing improvement, enabling businesses to adapt and improve their practices based on actual experiences.

How to write an effective incident report: Step-by-step guide

We’ve covered what goes into an incident report and when to write one. Next, we’ll look at creating a clear and effective incident report. By following these steps, you can create a well-crafted report that explains what happened, ensures legal and regulatory compliance, and helps prevent future incidents. 

Step 1: Collect essential information

Gather your facts as soon as possible. Collecting comprehensive and accurate information is the cornerstone of a thorough incident report. Begin immediately after the incident occurs, while details are fresh. The process includes the following actions: 

• Identify yourself and your role
• Identify all individuals involved in the incident, including names, roles, and contact information
• Note the date and exact time of the incident
• Specify the exact location where the incident occurred
• Document any fatalities, injuries, and damage 
• Gather documentation and evidence (e.g., taking photographs, collecting physical evidence, saving security footage) 
• Collect written and signed statements from witnesses 

Note that using an incident report template can help speed up this process. 

Step 2: Describe the incident

When describing the incident, creating a clear, chronological account that objectively details what happened is essential. Begin with a summary of the event and follow with a step-by-step account using precise, factual language. Include specific details about what happened, who was involved, and any relevant conditions at the time. 

Stick to verifiable facts and avoid using emotional language. Incorporate the details you collected in the previous step, referencing witness statements, evidence, and other documentation to support your description. The goal is to provide a complete and unbiased picture of the incident so that readers—especially stakeholders—can easily understand what took place without speculating on intent or assigning blame. 

Step 3: Note observations and evidence

Present observations and evidence clearly and in a well-organized way. Begin by summarizing the main observations that help provide context to the incident. Bullet points and numbered lists can make this information easier to read. Be sure to include specific details about the workplace environment at the time of the incident. This can include the weather, lighting, and other factors that may have influenced the incident.

Next, organize the evidence in a clear, structured format. Categorize different types of evidence, such as witness statements, photographs, and physical evidence. Photographs should include captions that describe the image and how it relates to the incident. 

For witness statements, you can summarize the main points and attribute the witness. Keep the original witness statements on file and, if required, include copies in an appendix.

Make sure to reference any physical evidence. Explain its importance and how it relates to the incident. Organize this information logically so readers can follow your reasoning and understand how each item of evidence supports your overall account of what happened. Present observations and evidence objectively, avoiding personal opinions or any assumptions. 

Step 4: Document any actions taken

Clearly document any steps taken in response to the incident, both immediately and afterward. Start by outlining the immediate steps taken to handle the situation, such as providing first aid, evacuating people, or calling emergency services. Be specific about who did what and when.

Next, describe any follow-up measures taken to prevent the incident from happening again. You can include any investigations, recommendations, new safety measures, and employee training. Be sure to note any changes made to company policies or procedures because of the incident. 

Use straightforward language so that the actions taken are easy to understand. Include important dates and times, and specify the person responsible for each action. This step helps the reader understand how the incident was handled, and it shows that your organization is accountable and committed to improving safety. 

Step 5: Finalize and review the report

Finalizing and reviewing your incident report is important to ensuring its accuracy and presenting it professionally. Incident reports are formal documents typically kept on file for future reference. They must be clear, concise, and error-free. Proofreading is an important component of the process. Check for grammatical and spelling errors, verify that names and dates are correct, and ensure the report flows logically. 

Consider sharing the report with a manager or supervisor after your initial review. They might have valuable insights or comments that can improve the report. Taking their feedback into account improves the document's quality and encourages teamwork and accountability.

After addressing any comments and making any required changes, be sure to obtain sign-off on the report from senior management. This step confirms that the report was reviewed and approved by leadership, adding credibility to the findings and recommendations in the document. 

Once the report is finalized, submit it to the appropriate people, which may include your direct supervisor, company safety officer, or HR department, depending on your organization's procedures. Remember to keep a copy of the report for your records and be ready to answer any questions or requests for clarification that might come up. 

Follow up to confirm the right people received the incident report. This ensures accountability and helps organizations implement necessary recommendations and actions promptly.

Incident report example

Here is a workplace incident report example for a slip and fall accident:

Name

Reported by: Carlos Ramírez
Warehouse Supervisor
General Book Warehouse
1234 Industry Lane, Los Angeles, CA
(213) 555-1234

Date

December 1, 2024

Time

11:45 AM PST

Incident description

At approximately 11:45 AM on December 1, 2024, Emily Johnson, a warehouse staff member, slipped and fell while walking through the central aisle of the General Book Warehouse. Emily was transporting a cart filled with books from the receiving area to the shipping department. As she approached the shipping area, she slipped on a wet floor and fell, landing on her right side. Emily was shaken but not injured. The incident occurred at the entrance to the shipping area, where a recent spill hadn’t been cleaned up or marked with warning signs. Witnesses rushed to assist Emily and notify Carlos Ramírez, the warehouse supervisor. 

As it was close to noon, Emily took her lunch early. She returned to work after lunch and reported being slightly bruised but otherwise fine. No first aid was required. 

Injured party: 

Emily Johnson
Position: Warehouse employee
Telephone: (213) 555-4567

Witnesses: 

Hank Brown, warehouse employee
Telephone: (213) 555-1212

Arjun Singh, delivery driver
Telephone: (213) 555-4321

Conditions at the time of the incident:

Floor Condition: Our investigation revealed the floor was wet due to a spilled liquid (soapy water) that had not been marked or cleaned up. 

Visibility: There was adequate lighting in the warehouse; however, there were no warning signs indicating a hazard.

Incident causes:

The slip and fall accident happened mainly because a liquid spill in a busy area of the warehouse was not cleaned up or marked as a hazard. This was due to several issues, including poor cleaning procedures, a lack of warning signs, and insufficient training for staff on how to handle spills. These problems created an unsafe environment, which directly led to Emily Johnson's fall and injury.

Follow-up recommendations

Actions taken:

• The area where the incident occurred was roped off to prevent further accidents.
• An investigation into the cause of the spill was initiated.
• Cleaning and signage procedures will be reviewed to prevent future incidents.

This incident highlights the importance of maintaining clean and safe working conditions within the warehouse and shipping area. Immediate corrective actions as a result of this investigation will be taken to ensure that all employees are aware of proper spill reporting, clean-up procedures, and warning sign usage. Safety training sessions will also be scheduled to reinforce awareness of workplace hazards. 

Incident report prepared by:

Carlos Ramírez, Warehouse Supervisor 
[signature]

Signatures:

Emily Johnson, injured employee
[signature]

Hank Brown, witness
[signature]

Arjun Singh, witness
[signature]

This incident report example is of a typical incident report form. Depending on the incident, you may require a different form. One solution is to use an incident report template (we’ve included one below for general incidents). In larger organizations, you should reach out to HR for specific templates and additional guidance.

Tips and best practices for writing accurate incident reports

Below are four key practices to adopt to help write effective incident reports that are accurate, consistent, and compliant, laying the groundwork for effective resolution and prevention: 

Use objective and factual language

You should use objective and factual language when writing an incident report to maintain accuracy and prevent misunderstandings. When writing an incident report, describe events and actions with verifiable details and avoid assumptions and opinions that may introduce bias. Incident report writers should use neutral language to clearly communicate event details and avoid misunderstandings, as legal professionals, insurance companies, and regulators rely on these documents.

Include all relevant details

Missing information in incident reports can cause delays, misunderstandings, and liability issues. This is especially true when the report is used for insurance, regulatory, and legal purposes. Your incident report needs to include critical details, including location, time and date, the individuals involved, and a step-by-step account of the event. These details help management and other parties gain a clear picture of the incident. Organizations use well-written incident reports to resolve problems effectively, improve workplace safety, and prevent similar accidents or events in the future.

Maintain confidentiality

You must maintain confidentiality in incident reports for several reasons. It protects the privacy of victims, witnesses, and other individuals involved in the incident and investigation. Employees are more likely to report incidents if they know that confidentiality protects them from potential retribution. Confidentiality ensures compliance with privacy regulations (e.g., the Health Insurance Portability and Accountability Act (HIPAA)) and company policies. It also builds trust in incident reporting and encourages honesty in witness statements. For organizations, confidentiality encourages honesty, giving them the data they need to enhance safety practices and prevent future events in the workplace.

Submit the report promptly

Timeliness is critical to ensuring that your incident reports are accurate. Record critical details while they’re still fresh, and witness recollections are reliable. This will help ensure that documentation and supporting evidence are error-free. By reporting workplace incidents quickly, businesses can respond swiftly to reduce the risk of similar events happening again. Serious incidents may also be subject to legal or regulatory requirements that require reporting within a specific timeframe.

Incident report template

Here is a typical incident report template that you can use in many situations:

Reported by:

Role: 

Business name: 

Location:

Telephone: 

Date:

Time:

Incident description (including injuries):

Injured party, role, and contact information: 

Witness names, roles, and contact information: 

Conditions at time of the incident:

Incident causes:

Follow-up recommendations (including corrective actions taken):

Incident report prepared by (name, role, and signature):

Signatures (affected person(s) and witnesses):

Incident report FAQs

Can incident reports be edited after submission?

Typically, no. Incident reports are considered official documents, and editing them after submission might be seen as misrepresenting facts or tampering with evidence, which could result in serious legal repercussions. 

However, incident reports may be updated in some circumstances. For example, to include new information that has emerged since the report was filed, correcting factual errors, and including follow-up actions taken after an incident. Rather than editing the original report, you should add an addendum or issue a supplemental report.

What are the three requirements for writing an incident report?

Writing an effective incident report at work typically includes these requirements:

1. Objectivity: The report must be factual and unbiased, supported by concrete evidence rather than emotions or personal opinions. Describe the incident as an observer, focusing solely on the events and evidence. Be sure to maintain a neutral tone. 

2. Completeness: The report should cover all aspects of the incident, answering these essential questions factually: 

• Who was involved?
• What happened?
• When did the incident occur?
• Where did the incident take place?
• Why did the incident happen (if known when writing the report) and how did it occur?

3. Clarity: The report should be clear, precise, and truthful. Organize it in a logical fashion (e.g., chronologically), avoid jargon, and use easy-to-understand language whenever possible. 

What are the five elements of an incident report?

The most important elements of an incident report are: 

1. Description of the incident: This is a clear account of what happened. It should include information like the date, time, and location of the incident. Be sure to include any witness statements made at the time. 

2. Involved parties: Include a list of affected individuals and witnesses, their roles, and their contact information. 

3. Injuries and damages: Document all physical injuries sustained and any property damage that occurred. Note any operational disruptions that resulted from the incident. Be sure to include photographic evidence, if available. 

4. Cause and contributing factors: Identify the underlying causes of the incident. Examples include equipment failure, training issues, and unsafe working conditions.

5. Corrective actions: Note corrective actions taken in the incident's immediate aftermath and outline steps to prevent similar occurrences in the future.

What are the five rules of incident report writing?

Effective incident reports are clear, accurate, and structured correctly. Incident report templates or forms can help with this process. Here are five key rules to follow when writing an incident report:

1. Be prompt: Report the incident immediately (after providing any assistance required) and gather critical information immediately to avoid losing any evidence. Take immediate corrective action if necessary. 

2. Be clear, concise, and objective: Use easy-to-understand language to describe what happened. Focus on the facts and avoid opinions or speculation. Remain objective and detail the incident and actions taken without bias. 

3. Be thorough and accurate: Include as much relevant information and context as possible, double-check details, and review the report for errors or omissions before submission. 

4. Use a structured format or template: If your organization doesn’t have an incident report template, follow our step-by-step guide and template above. 

5. Be mindful of privacy: When possible, maintain anonymity for personal information or limit access to only those who require it.

This blog is based on information available to Rippling as of December 6, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.