incident report

What is an Incident Report?

An incident report is a document that records any type of adverse event that occurs in the workplace. Whether it’s an injury, theft, harassment, or any other incident, incident reports provide essential details about the incident and are used to investigate the cause and effects. Let’s take a look at why these reports are so important.

The Purpose of Incident Reports

Incident reports serve two primary purposes: to document the incident itself and to protect the organization from legal liability. By documenting each incident thoroughly and accurately, organizations can track trends in safety issues as well as identify potential areas for improvement.

If a legal issue arises after an incident occurs (for example, if a customer slips on a wet floor and sues the company), having accurate reports can help protect the company from liability claims.

In addition to their legal value, incident reports also provide invaluable insight into how best to avoid similar incidents in the future by providing data on trends in safety-related issues. This information can be used to increase employee training or make changes to policies or procedures to improve safety throughout the organization.

What Should Be Included in an Incident Report?

When creating an incident report, it’s important to include all relevant information about the event—date and time of occurrence, location where it happened, names of people involved, witnesses present, type of injury sustained (if applicable), medical treatment provided (if applicable), description of what happened before/during/after the event occurred—as well as any corrective action taken after the fact.

It’s also important to note any special circumstances surrounding the event (e.g., weather conditions) that may have had an effect on it occurring in the first place.

Who Does Incident Reporting?

Incident reporting plays a crucial role in maintaining safety and improving practices in a variety of industries. It typically involves a diverse group of individuals, ranging from frontline employees to upper management, all working collectively to identify, record, and address potential hazards and incidents.

Frontline staff, including healthcare workers, factory workers, and retail associates, are often the first to notice and report incidents since they work directly in the affected environments. Supervisors and managers also have a responsibility to oversee these reports and take appropriate action to resolve the issues.

Additionally, safety officers and other specialized professionals play a key role in incident reporting, ensuring that the organization complies with industry standards and regulations. Ultimately, effective incident reporting systems rely on the collaboration and commitment of all parties involved to promote safety and continuous improvement within their respective sectors.

The 5 Stages Of The Incident Reporting Process

Unleash the power of incident reports to champion safety in your workspace! Our meticulously curated guide will turn you into an incident-reporting pro, cultivating an atmosphere of security and well-being for all. With this step by step guide, dive into the essential phases and procedures that’ll transform your workplace into an impenetrable fortress of safety.

Initial Response

If an incident happened or a near miss happens, you should being by getting the affected employee the medical care they need, if necessary. In some cases, you may need to call the authorities if any health and safety issues occur (like an oil spill or fire happens).

At this point you should also contact company management so that they are aware that an incident occurred. Once everyone is out of harm’s way, an investigation team will start the process of finding the root cause of the accident.

Incident Investigation

As soon as an incident unfolds, it’s crucial to act quickly and meticulously. Prioritize safety by halting equipment and managing hazards, but don’t let a single detail escape. Immortalize the scene with photographs and videos before anything is altered, and safeguard its integrity with tape or cones. This thorough documentation lays the foundation for an accurate picture of the accident and therefor starting an effective incident reporting process.

Securing witness statements is a vital aspect of creating an effective incident report, and swift action ensures precise recall of the event. Upon completing scene documentation, promptly reach out to the supervisor for names and contact details of witnesses.

Conduct interviews without delay, as time can influence witnesses’ memories, especially in traumatic or near-miss situations. Get all the specific details you can. Effective investigations happen when you get all the supporting evidence in a timely manner.

Write An Incident Report

At this point, a formal incident report needs to be completed. You must include the specific details and specific location of the accident. All key information from the investigation should be in the report filed.

If the adverse events were major and you contacted the authorities, you may need to file a police report, as well as your incident report. Creating incident reports is vital to the long term success of any company, preventing further property damage and risk to occupational health is vital for both the employee and company.

Determine The Cause

Once the investigation and the incident report form is filed, now is the time to focus on workplace safety. Risk management will work on accessing the details from the incident report, and work to find out why the incident took place.

Following details of the event and talking to the person involved, they’ll be able to draw attention to the issue that affected the workplace. It is equally important that corrective actions are taken to prevent the same kind of accident from occurring again.

Corrective Actions

Accidents in the workplace, though regrettable, provide an invaluable opportunity to learn and grow, ultimately creating a safer environment for all. Taking corrective actions after a mishap not only underscores an organization’s commitment to the well-being of its employees, but also fortifies the trust that workers have in the management. It sends a clear message that safety is a top priority, fostering a culture of vigilance and accountability amongst the team.

Moreover, implementing these rectifications serves as a safeguard against future incidents, minimizing the potential for harm and disruption. In essence, ensuring that appropriate corrective measures are instituted and upheld after an accident at work is indispensable for cultivating a resilient and secure workspace that reaps long-term benefits in morale, productivity, and overall functionality.

The Benefits of an Incident Reporting Process

An incident reporting process is a vital part of any business’s safety and compliance plan. Incidents, whether small or large, can have a huge impact on the overall operations of a business and its reputation in the marketplace.

That’s why it’s important to have a well-defined incident reporting process in place. Let’s take a look at some of the benefits of having this type of process in place.

Improved Communication

The primary purpose of having an incident reporting process is improved communication between staff members and management. When employees know they can report an incident quickly and easily, they are more likely to feel comfortable coming forward with important information that could help prevent future incidents from occurring. This also ensures that all incidents are handled promptly, allowing for swift corrective action if needed and a safer workplace.

Increased Accountability

Another key benefit of implementing an incident reporting process is that it increases accountability throughout the organization. Everyone from top management down to individual employees knows what their roles are when it comes to responding to incidents and taking appropriate corrective action.

This helps ensure everyone remains accountable for their actions, ensuring everyone is held responsible for their own mistakes or oversights. This lowers the amount of potential risks, since all employees are working together correctly to prevent incidents by following the correct safety measures.

Improved Compliance

An incident reporting process also helps ensure that businesses remain compliant with any regulations or laws governing how they operate. By having a formalized system in place, businesses can easily document any incidents that occur, meaning they will be better prepared should they need to provide evidence to regulatory bodies or other external parties.

This can help protect them from potential fines or sanctions as well as damage to their reputation if an issue arises that needs investigation by authorities. In a healthy working environment, workplace accidents are fewer. In the event that workplace incidents do occur, the involved parties get the medical care they need and the environmental conditions are assessed to make sure no more harmful incidents take place.

Incident Report Templates

Navigating the world of incident report templates might seem overwhelming at first, but rest assured that there are various accessible resources at your fingertips. These templates play a crucial role in streamlining workplace safety and ensuring compliance with regulatory requirements.

Several online platforms, such as document management websites, educational institutions, and government agency websites, provide free and customizable incident report templates. For instance, the Occupational Safety and Health Administration (OSHA) website contains specific incident report templates relating to workplace injuries, illnesses, and incidents.

When creating your first incident report, it’s likely you’ll need to find an incident report example. There are many incident report examples websites, but Safesite is a great resource. Not only do they incident report examples, but they also have incident report templates!

Additionally, you can explore template galleries in productivity suites like Microsoft Office, which offer pre-built and easily editable templates. These resources, tailored to diverse industries and purposes, can help you find the perfect incident report template to bolster safety and efficiency within your organization.

Global Solutions

When it comes to protecting your business or organization, having a reliable security management partner is crucial for maintaining safety and efficiency. Look no further than Global Solutions – your dedicated security management team.

With a proven track record in reporting incidents and handling various security challenges, our experts are equipped to provide you with customized strategies for a safe and secure environment. Beyond merely responding to incidents, our team collaborates with you to proactively identify risks and implement preventative measures, ensuring the resilience and longevity of your enterprise.

Trust Global Solutions to be at the forefront of safeguarding your operations, while you focus on achieving your business goals.


Creating detailed and accurate incident reports is essential for any business that wants to ensure employee safety and protect itself from legal liability claims. An effective report should include all relevant details about the event as well as any corrective action taken afterward. By tracking trends in safety-related issues through proper documentation with incident reports, businesses can make informed decisions about how best to protect their employees and customers moving forward.