Incident Report Template
Workplaces have numerous incidents that you must prepare for. One approach is to write an incident report for human resources or incident management.
What is an Incident Report?
An incident report documents all workplace injuries, illnesses, near misses, and accidents. You should complete an incident form when an incident occurs, no matter how minor the damage.
As a result, all incident reports will vary; for example, the incident report template will not be the same as the business department action incident report.
Here is an example of one of the incident report forms:
What Should You Include in an Incident Report Form?
There are multiple incident reports, depending on your profession and industry. A majority of these include an employee incident report template. Most will consist of the underlying details listed below to understand what happened:
- The day, date, and time of the incident
- The type of incident that took place
- Where the incident happened
- Injuries obtained
- Names of the people involved
- Equipment involved
- Medical treatment provided or that may be required
- Eyewitnesses who can tell their perspective
- Events leading up to the incident
How to Write an Incident Report
It is essential to lay out an incident report clearly and concisely with all the relevant information. The more evident it is, the easier it will be to understand the cause of the accident.
The jargon for incident reporting should not be too personal or emotional and should not purposefully blame any individual.
Shown below is a free incident report template:
Introduction
This should include the what, who, when, and where of the employee incident: Who was involved? What happened? Where precisely in the workplace did it happen? For example, when it took place, the floor led to the third stairwell in the main building. Then, include the time, day, date, and a summary of what happened.
Body
This must include all the details of the accident. It should be chronological and not leave anything out.
Conclusion
This should state what happened with the incident if it was resolved, and what the results were.
Summary
The employee should conclude the report by reiterating what happened again. The incident report should acknowledge that this is everything the employee remembers happening.
This workplace incident report template includes best practices and basic guidelines to ensure the report contains all the necessary details. Once an account is written, it should be kept on record in the workplace.
What to do after an incident happens?
1. Take Immediate Action
Employees of your organization should notify a member of the company’s leadership committee or their manager as soon as an incident occurs, regardless of the nature of the event.
That being said, clear communication channels need to be established to encourage employees to come forward in such situations and to emphasize their importance.
Once an incident has been noted, the manager’s first responsibility is to ensure appropriate treatment for those impacted due to the event.
Additionally, if the hazard still exists, the manager to whom the event has been reported must eliminate the risk by handling and controlling it. Each company should have an established procedure for accomplishing this based on the environment and nature of its work. For example, if a spill caused a fall, by using a sign, you are attending to the victim, having the spill wiped up, and identifying the area as a hazard.
2. Collect the Facts
Once the immediate action, including responding to the incident and removing the hazard from the surroundings, has been done, it is time to determine and record the facts related to the accident.
Facts include:
The Basics
Identify the exact date, time, and location of the incident. This information is necessary for the investigation and the most transparent information to collect.
The Affected
Collect details of those involved and affected by the incident. This would entail recording the name of the individual(s) applied, their job title(s), and the department(s) they operate in as the managers of the people affected.
The Witnesses
Speak to each witness to collect their perspectives on the event. Record their statements as detailed and accurate as possible.
To ensure accuracy, it is best to get your notes reviewed by the witness to ensure they validate your portrayal of the event on the report. Including the names of any witnesses in the report is essential in case extra questioning is needed.
The Context
Consider and note the events that occurred leading up to the incident.
Ask:
- What was the employee doing?
- How was the employee feeling before the incident?
- Who asked them to complete the task?
It is essential to identify which factors were an outcome of the incident and which were present before it and could be a potential contributing factor to the accident.
The Actions
In the report, you must specify the actions of those involved during the incident. For example, what was the employee doing that led to the incident?
For example, if an employee hurt their back while lifting a box at work, it is crucial to determine how that employee lifted the box to agree and decide if that aided in their injury.
If yes, then inquire if this employee was appropriately trained for this specific task, by what source, and by which person.
The Environment
Record and identify environmental conditions that contributed to the event. Was there inadequate lighting? Was a piece of equipment not operating correctly? Did a blind spot obstruct the employee’s visibility?
The Injuries
Record elaborate descriptions of particular injuries and evaluate their severity in the document. This description should include parts of the body injured, nature, and extent of injuries.
The Treatment
Documenting the treatment administered for the acknowledged injuries in the incident case report is also essential. This information is necessary to record how the employee recovers when reviewing the specifics of the event.
The Damages
Record and account for any damage to materials, equipment, etc. ruined by the incident. This will be helpful during the event analysis to determine what items will need to be repaired or replaced and consider a corrective action plan.
3. Analyze and Reflect
Recording and collecting facts related to the incident will help determine how it occurred in the first place. Analyzing the combined points pertaining to the incident will help determine its cause.
To develop a corrective action plan, it is essential to analyze and determine the how and why of the incident.
Potential causes for accidents or injuries that occurred in the workplace could include:
- Primary causes (for example, an ice patch on a set of stairs that caused a slip and fall).
- Secondary causes (e.g., 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 to reduce the possibility of a continued issue and recurrence of the incident details.
The recommendations would result from analyzing a practical fact collected and documented in the incident report.
Elements of an efficient Corrective Action Plan can include:
- Occupational Health & Safety training
- Analyzing a job hazard situation to determine if other potential hazards are associated with the environment and task and then training employees on these hazards based on the findings of the assessment
- Preventative processes like routine maintenance processes that ensure equipment is in proper working condition
- A review of job procedures and practices with a recommendation for changes to reduce the risk of incidents
- Upgrade engineering, equipment, or PPE to ensure the task or the process of completing said task poses less risk.
Incident Report Examples
The writer must include various pieces of information based on the type of workplace incident.
If you are unsure how to write an incident statement, here are example incident reports for the workplace covering multiple scenarios.
Injury Incident Report Templates
1) “At 11.20 am on Tuesday, 7th July 2020, a worker, [name], tripped over an electrical wire on the x construction site, located on [place].
He was carrying a heavy object at the time.
It is believed the wire shouldn’t have been laid across the ground without any safety tape securing it as nothing was drawing attention.
[Name] fell to the ground and dropped the hammer but did not injure himself. However, he twisted his ankle, which immediately began to swell, and scrapped the side of his leg in a minor way. A co-worker came to assist [name] in getting to his feet and helped him walk to a nearby bench. [Name] could not put weight on his left foot, so he was taken to a nearby hospital.
Once at the hospital, doctors confirmed that [name] sprained his foot, specifically his ankle, and that he should keep his foot upright and elevated and gain support by crutches for two weeks. It would be hard for him to work during this period.
The construction site lead has assessed the wires on the ground and concluded that brightly colored tape should secure the cables to the floor to put attention to them and ensure that there are no problems in the wires that are easy to trip over so that this does not happen again.”
2) “On [day, date, year], [name] was walking along the corridor between buildings four and five of [place] when he observed that there was something sharp sticking through his right shoe.
He stopped to observe what it was and found a nail stuck in his shoe.
Fortunately, he took his shoe and pulled the nail out as it had not pierced through his foot and barely scraped it. He saw the stairwell was getting new handrails fitted and presumed the nail came from that.
However, he saw two other nails further along the corridor and picked them up to ensure nobody else was vulnerable to them. He reported the incident to his manager’s office, where he showed the nails and explained the situation. His foot had a minor cut, so [name]‘s manager assisted him by providing an antiseptic wipe and a band-aid to help him.
[Name] returned to work while his manager talked to the construction workers about keeping their workspace neat and preventing any further accidents like this from happening”.
3) An appropriate incident form template example can be:
Employee Incident Report
Reported by [Title/Role]
Date of Report:
Incident Number:
Date of Incident:
Employee Name:
Date of Type:
Employee Role:
Location:
Street Address
City State ZIP Code
Specific Area of Location (if applicable):
Incident Description (including any events leading to or immediately following the incident):
Name/Role/Contact of Involved Parties:
1.
2.
3.
Name/Role/Contact of Witnesses:
1.
2.
3.
Was a police report filed?
- Yes
- No
Employee Name
Reporting Staff Name
HR Rep. Name
Employee Signature
Reporting Staff Signature
Date
HR Rep. Signature
Date
Employee Explanation of Events:
Resulting Action Executed, Planned, or Recommended:
Conclusion
Although you cannot predict the future, and being prepared for the unexpected is often tricky, preventative measures remain the cornerstone of maintaining a happy and healthy working environment for you and your workforce.
Incident reports play a significant role in avoiding recurring mishaps and creating change.
This is why preparing a comprehensive and relevant incident report form for any incidents that may arise is crucial. By abiding by your jurisdiction’s law and legislation and considering the four components prescribed above, you will be well-prepared to manage incidents effectively.
Responding to workplace incidents in a detail-oriented and timely manner will not only cultivate a safe workplace but also:
- Satisfy your employees that their employer is prepared to take the proper steps in any problem
- Ensure that all appropriate parties are fully aware of the incidents
- Establish a precedent and record of incidents for future reference
- Protect both you and your company and your employees from lawsuits and disputes
FAQs
Here are the most frequently asked questions about incident report templates.
What is an incident reporting process, and why is it important?
The incident reporting process is a structured procedure for documenting workplace incidents, such as accidents, injuries, or near misses. This process helps capture all relevant details for analysis, compliance, and preventive action. An accurate reporting process is vital for maintaining workplace safety and protecting employees and the organization.
How can an incident report template help improve workplace safety?
An incident report template standardizes the reporting process, ensuring all critical information is recorded accurately and consistently. By analyzing the incident data collected, organizations can identify trends, address hazards, and implement measures to enhance workplace safety, reducing the risk of future incidents.
What should be included in an incident report template?
A comprehensive incident report template should include sections for the incident’s date, time, and location, a detailed description of what occurred, witness statements, and any immediate actions taken. This information is crucial for understanding the root cause and taking steps to prevent future incidents.
How does incident reporting help prevent future incidents?
By documenting incidents thoroughly, organizations can analyze the causes and contributing factors, enabling them to implement changes that reduce the likelihood of recurrence. A robust incident reporting process promotes proactive solutions to prevent future incidents, such as employee training, equipment upgrades, and procedural adjustments.
When should an incident report be completed?
An incident report should be completed as soon as possible after the event occurs. Prompt reporting ensures accuracy and timeliness in addressing potential hazards. This approach supports a safer work environment by enabling swift corrective action and enhancing workplace safety culture.
What are the common challenges in the reporting process, and how can templates address them?
Challenges in the reporting process include incomplete documentation, inconsistent formats, and failure to capture necessary details. An incident report template mitigates these issues by providing a clear framework for employees to follow, improving the quality and reliability of reports.
