How to Write an Incident Report at Work

Accidents happen, even at work. However, how you handle them and prevent similar incidents from happening again can make a big difference.

Writing an incident report is one way to ensure that.

Knowing how to file an incident report is important whether you’ve witnessed a slip and fall or experienced a malfunctioning piece of equipment firsthand. A detailed incident report will protect you and your colleagues and help your workplace create a safer environment for everyone.

We’ll cover everything you need about risk identification and creating a compelling work incident report. We’ll also explain what information to include and how to structure your report. You’ll also find helpful tips and resources to document everything accurately.

What Is an Incident Report?

Understanding the Incident Report

What is an incident in the context of occupational safety?
Why report incidents: The purpose of incident reporting
The difference between an incident report and a police report

Boosting health and safety at the workplace
Contribution to continuous improvement of processes and systems

Elements of a good incident report
The basic format of an incident report
1. Gather fundamental information about the incident
2. Analyze and reflect
3. Identify affected individuals and take notes of damages or injuries
4. Establish a corrective action plan
5. Close the incident report

1. Security and compliance in IT
2. Corporate incident reporting related to employees
3. Medical incident reporting in hospitals

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What Is an Incident Report?

An incident report is a critical document in any workplace, serving as the official record of an unforeseen event. Consider it a comprehensive record or a risk assessment template capturing the incident’s who, what, when, why, and how. Let’s consider an incident report example: Say a kitchen staff member suffers a burn from hot oil while frying food. The incident report will document the exact date, time, and location of the spill and detail the events leading up to the incident, including refilling the fryer or reaching for a utensil. The report will clearly state the severity of the injury and any first aid provided. It’ll investigate potential causes, such as a malfunctioning fryer handle or incorrect oil temperature. This information becomes a vital tool for preventing similar incidents from happening again.

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Understanding the Incident Report

Incident reporting or incident management is essential in ensuring workplace safety. It’s formally documenting any unexpected event that could have resulted in injury, property damage, or disruption.

What is an incident in the context of occupational safety?

In occupational safety, an incident refers to any unplanned event that arises in the workplace and can potentially cause harm. The critical aspect is the potential for harm. Even with no immediate injury or damage, an incident highlights a potential safety risk that needs attention. This proactive approach allows organizations to address issues before they escalate into serious accidents.

Why report incidents: The purpose of incident reporting

Preventive measure: Incident reports are goldmines for identifying and fixing safety issues before they snowball into major accidents
Cost-saving mechanism: Prompt reporting saves time, money, and resources that would otherwise be spent dealing with serious accidents and their aftermath
Safety for all: A strong reporting culture prioritizes the well-being of everyone in the organization by creating a safer work environment
Compliance regulations: Regular incident reporting ensures your organization stays compliant with health and safety regulations, avoiding costly penalties
Track trends: Reporting helps identify patterns and anomalies in incidents, allowing for targeted improvements in safety protocols

Don’t wait for a serious accident to happen. Make incident reporting a routine practice in your organization today!

The difference between an incident report and a police report

While incident and police reports document events, their purposes and uses differ significantly. There is a large spectrum in which some incidents may require a police report, and some may not. This table provides a clear breakdown of the key differences between these vital documents:

Feature	Incident report	Police report
Purpose	Documents unexpected events in the workplace, focusing on safety and preventing future occurrences	Documents crimes or potential crimes, focusing on gathering evidence for legal action
Who files	Employees, supervisors, or safety personnel	Law enforcement officers or the person affected by the crime
Content	Details of the incident, including date, time, location, people involved, the incident, and problem statement of the cause	Description of the crime, including date, time, location, suspects, victim information, witness statements, and evidence collected
Confidentiality	It may be confidential within the organization, depending on the severity of the incident	Public record, unless there are specific exceptions
Use	Used to improve workplace safety, identify trends, and comply with regulations	Used for criminal investigations, prosecution, and insurance claims
Trigger	Any unplanned event with the potential to cause harm, even near misses or property damage	Only for crimes or suspected crimes
Follow up	Corrective actions are implemented to prevent similar incidents	This may lead to arrests, charges, and court proceedings

Both employees and employers must know the difference between these reports. Incident reports are vital for creating a safe work environment, while police reports are essential for addressing potential criminal activity.

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The Benefits and Importance of Incident Reporting

Incident reporting isn’t just about paperwork; it’s a powerful tool for building a safer workplace. Let’s explore how and why it’s crucial.

Boosting health and safety at the workplace

Forget chance encounters—safety thrives on vigilance! Incident reporting isn’t a passive box-ticking exercise. Every reported incident—from a near-miss to a minor slip-up—helps make the work environment safer. Its benefits extend far beyond avoiding disaster. Incident reporting creates a culture of safety where employees can speak up about potential hazards. Open communication is vital—after all, who knows the day-to-day challenges better than the people on the front lines? By taking every incident seriously and investigating thoroughly, organizations genuinely commit to employee well-being. Incident reporting strengthens an organization’s legal standing, too. By maintaining a comprehensive record of reported incidents, employers can show they’re actively managing safety risks and adhering to health and safety regulations. This avoids costly penalties and positions the organization as a responsible employer, attracting top talent.

Contribution to continuous improvement of processes and systems

Effective incident reporting drives continuous improvement in safety processes and systems. It goes beyond mere documentation; it’s a powerful tool fueled by objective language that sheds light on potential weaknesses. Every reported incident, big or small, becomes a data point. Organizations can pinpoint areas where safety protocols might be lacking by analyzing trends. This raises awareness among management and the investigation team, prompting a deeper dive into potential hazards. Incident data allows for a laser focus on the most critical areas. For example, a safety officer armed with reports highlights repetitive near-misses with a specific piece of equipment. They can then advocate for improved maintenance procedures or equipment upgrades. The investigation team doesn’t simply analyze; they act. Incident reports inform process reviews and revisions. Maybe a particular workflow needs to be adjusted to minimize worker exposure to a certain hazard, or perhaps additional training is required for a specific task. Organizations can continuously refine processes by learning from past incidents. Now that you know the benefits, importance, and other details of incident reporting, let’s examine how to file one.

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How to Write an Incident Report

Filling out an incident report isn’t just about filling in blanks—it’s about creating a clear and valuable record for future safety improvements. An ideal incident report form will look something like this:

Workplace Incident Report

Elements of a good incident report

Lock down the basics—the location, exact time, and incident date. This becomes vital if further investigation is required
Describe the physical and environmental conditions that might have played a role. Include any potential hazards present in the area
List the names of everyone involved, their job titles or positions, and their departments
Be specific. Detail the type of injury, its severity, and the body parts affected
Capture statements from people who witnessed the incident. Their perspectives are valuable
Document any initial treatment, first aid administered, or medications given to the injured person(s) for tracking employee recovery
Assess and report on any damage to assets, materials, facilities, or equipment during the incident
Narrate the incident chronologically, detailing the sequence of events that led to its occurrence
Describe the actions of everyone involved at the exact time the incident happened

A well-documented incident report is a powerful tool for building a safer workplace for everyone.

The basic format of an incident report

Here’s a breakdown of a foolproof format that ensures transparent, objective reporting every time.

The key is factual information—written in the third person to state facts and omit any biases or opinions:

Who’s who: List everyone involved in the incident. If names aren’t available, use their role (e.g., customer, guest)
The incident: Summarize the event in three concise sentences
Time and place: Pinpoint the exact date and time of the occurrence. If unsure of the precise time, provide an estimate. Location is crucial—be as specific as possible (e.g., Mercato Conference Room, 19th floor, Building A)
Chronological clarity: Narrate the incident from start to finish, ensuring details flow chronologically. Maintain focus on the who, what, when, and where you established in the introduction
Conclude properly: Clearly state whether the incident was resolved. If not, explain why and outline the necessary steps to achieve a resolution
Accountability matters: Include your full name and signature to demonstrate accountability and maintain accurate record-keeping

But don’t let workplace incidents become a record-keeping nightmare. We’ve got a perfect tool to file an incident report. ClickUp’s Workplace Incident Report Template captures and documents vital details efficiently.

You just need to fill in the necessary information; the template will handle the rest of the process!

Fill up the information for each section, sign off, and send it to the authorities responsible with the ready-to-use ClickUp Workplace Incident Report Template

Here’s how it elevates your incident reporting:

Guarantees precise and uniform reporting of all occurrences
Offers insight into the fundamental safety concerns
Enables swifter action when dealing with incidents
Establishes a documented history for legal and regulatory purposes

Let’s now understand all the steps you must take while writing an incident report.

1. Gather fundamental information about the incident

Don’t waste time sifting through details—gather the essentials first! Here’s how to kick off your incident report:

Specify the type and severity of injuries and define if they are fatal or non-fatal
Assess any property damage that occurred
Pinpoint the exact date, time, and location of the incident
Describe the task being performed at the time of the incident
Find out what the environment was like: too hot or too cold or a rainy day
Add photos or annotations at the end as further evidence

By gathering these fundamental details upfront, you’ll lay a solid foundation for your incident report, allowing you to narrate the events that unfolded.

2. Analyze and reflect

Now, narrate the incident step by step. Take your time here; comprehensive details matter. Consider writing in a clear third-person account, including all surrounding information. This ensures accuracy when explaining what happened. Remember, strive for clarity and conciseness—reviewing staff needs to understand the sequence of events.

After describing the events, delve into the ‘why.’ Look at potential contributing factors. Was it a workspace obstacle or faulty equipment? Be honest and analyze all aspects of the occurrence to identify every factor.

Take accountability for your role, if any, and explain clearly. Transparency and truthful reporting are essential for organizational analysis and preventing similar incidents.

3. Identify affected individuals and take notes of damages or injuries

Unveil the incident’s impact—did it cause injury or property damage? Be clear and assertive—a simple ‘yes’ or ‘no’ is crucial. If someone was injured, provide a detailed description of the injury’s severity. For property damage, include photos as evidence—a picture is worth a thousand words.

Now, let’s delve deeper. Identify everyone involved: names, job titles, shifts, and relevant details. Next, gather statements from witnesses who were present during the incident. These accounts are invaluable for piecing together the sequence of events.

Witness statements can clarify whether the injured employee’s actions contributed to the incident or offer another perspective. Note their statements verbatim or paraphrase for clarity. Always obtain witness signatures to verify the accuracy of their accounts.

4. Establish a corrective action plan

An incident report isn’t just about documenting what happened; it’s about the after-action plan. Identify and implement corrective actions that target the root cause of the incident.

Outline any actions needed to finalize the report itself. This ensures all necessary steps are documented for a complete and accurate record. By taking these actions, you’re not just closing the book on this incident but actively building a safer work environment for everyone.

5. Close the incident report

Don’t let typos or factual errors cloud your report’s message! After completing your incident report, take the time to proofread it thoroughly. Double-check factual accuracy, grammar, punctuation, and overall clarity. Remember, your report needs to be crystal clear and easy to understand for everyone involved.

Once your report is polished to perfection, submit it to the appropriate recipient—your department manager, director, supervisor, or HR contact responsible for handling incident reports.

Be prepared to answer any questions your supervisor might have after reviewing the report. If submitting electronically or by mail, take the initiative and follow up with a phone call within 10 days.

Incident reporting has two sides: learning to file one and responding to an incident report. Let’s explore the latter process more.