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Using a Workplace Incident Report Template
Workplace incident reports record and document details of accidents, injuries, property damage, health and safety concerns, security breaches and behavioral misconduct that occur in the workplace.
An incident report is a written account of the incident, including when, where and how it happened, the individuals involved, and other relevant details – such as the nature and extent of injuries or damages.
Note: You may have come across workplace incident reports before, just by a different name. Many organizations refer to this type of report as a workplace accident report or HR incident report. While we’ll focus on HR here, other departments may have similar report forms, including finance and IT teams.
What Is The Purpose Of A Workplace Incident Report Template?
Workplace incident report templates aren’t just tools for documenting accidents. Instead, they provide HR teams with a standardized format for recording workplace incidents consistently and accurately, helping protect both employees and the organization.
Some of the ways workplace incident report templates do this include:
- Compliance and Documentation
- Collecting detailed and accurate documentation: Incident report templates provide a consistent structure for documenting workplace accidents and incidents, ensuring all relevant information is recorded each time an incident occurs.
- Investigations and Incident Analysis
- Providing a framework for thorough, systematic investigation: Incident report templates guide HR teams through documenting the facts of an incident, helping investigators analyze circumstances, determine causes and take appropriate follow-up action.
- Safety and Prevention
- Identifying potential safety improvements: When incidents are documented consistently using a template, organizations can more easily identify patterns and potential hazards that require corrective action.
- Risk Management and Employee Protection
- Protecting employees: Incident report templates help ensure employee injuries, safety concerns or misconduct incidents are documented consistently and addressed appropriately.
- Managing and mitigating organizational risk: HR incident reports aid in assessing and managing risks, which is essential for maintaining a safe and productive work environment.
How To Write A Workplace Incident Report
At this point you’ve learned the purpose behind creating workplace incident reports. Next we’ll dive into how to fill out a workplace incident report. The workplace incident report template above is designed to guide HR teams through each step of documenting an incident and ensuring the report captures the necessary information for investigations, compliance and risk management.
Keep in mind that different organizations will format their incident reports differently. You’ll want to keep these best practices in mind whether you use our workplace incident report template, alter it, create something new or use an existing report.
By following these steps, you will write a well-structured workplace incident report that accurately captures the incident’s details and further the goal of maintaining workplace safety and compliance.
1. Gather Essential Information
To create a comprehensive workplace incident report, start by collecting all the necessary information. This includes details such as the date, time, and location of the incident, the names of the people involved, and any witnesses. Ensure you have the facts, not assumptions.
2. Describe the Incident
Provide a clear and detailed description of the incident. Explain what happened, how it occurred, and any contributing factors. Use straightforward language, and avoid making judgments or drawing conclusions in this section.
3. Include Injuries and Damages
If there are injuries or damages involved, document them accurately. Describe the nature and extent of injuries, along with any medical treatment provided. For property damage, note the affected items and their condition.
4. Interview Witnesses
Speak with any witnesses to the incident and record their statements. Ensure that their perspectives are included in the report. Collect their contact information in case further investigation is required.
5. Identify Contributing Factors
Consider what factors may have led to the incident. This could include equipment malfunctions, unsafe conditions, conscious malicious intent, or human error. Identifying these factors is crucial for prevention.
6. Review Your Organization’s Policies and Procedures
Ensure that your report aligns with your organization’s policies and procedures for incident reporting. This step helps maintain consistency and ensures you’re following the relevant guidelines.
7. Attach Supporting Documents
If applicable, include any relevant documents, such as photographs, diagrams or medical records to support your report. These visuals can help clarify the incident’s details. Be sure to note their inclusion, in case something gets lost.
8. Maintain Objectivity
When writing the report, maintain objectivity and avoid personal opinions or emotional language. Stick to the facts and focus on what occurred rather than why it happened.
9. Outline Corrective Actions
Document actions taken immediately to resolve the issue and recommend long-term measures to prevent recurrence.
10. Follow-up and Submission
After completing the report, follow up with the necessary parties, such as HR or a supervisor, and submit the report according to your organization’s procedures. Ensure it is filed in a timely manner for prompt investigation and action.
How to Write an Incident Report: Checklist
| # | Step | Done |
|---|---|---|
| 1 |
Gather essential information
Record the date, time, location and individuals involved in the incident.
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| 2 |
Describe the incident clearly
Provide a factual, chronological account of what happened and how it occurred.
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| 3 |
Document injuries or property damage
Note the type and severity of injuries, medical attention provided or any property damage.
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| 4 |
Collect witness statements
Interview witnesses and record their observations and contact information.
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| 5 |
Identify contributing factors
Document potential causes such as unsafe conditions, equipment issues or human error.
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| 6 |
Review relevant policies and procedures
Ensure the report aligns with the organization’s incident reporting guidelines.
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| 7 |
Attach supporting documentation
Include photos, diagrams, medical records or other relevant evidence.
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| 8 |
Maintain objective language
Stick to verified facts and avoid assumptions or personal opinions.
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| 9 |
Outline corrective actions
Document any immediate actions taken and recommended measures to prevent similar incidents.
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| 10 |
Submit and follow up
File the report according to company procedures so HR or management can review and investigate promptly.
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Types of Workplace Incident You Should Report (With Examples)
Incident reports are essential tools for documenting a wide range of unexpected events and occurrences within the workplace. By understanding when to write an incident report, you can enhance safety, risk management and compliance efforts.
Keep in mind that not all workplace incidents occur on property belonging to the organization. In some circumstances, it is possible for workplace incidents to take place off-site or during non-working hours: During a holiday party or industry conference, for example. Incidents aren’t limited to just employees either, but might include guests, customers, prospects or vendors. Context and circumstance matter when deciding whether or not to report. When in doubt, it is often better to write a report and not need it, than the other way around.
Here are two broad categories of events that warrant the creation of an HR incident report:
Incident Category #1: Workplace Hazard, Natural Disaster, Security or Sentinel Event
When something goes wrong that leads to a negative outcome, it almost certainly warrants an incident report. While we’re lumping these together, incidents in this category encompass a variety of situations, including:
- Slips, trips, and falls
- Vehicle accidents and vandalism
- Natural disasters (tornadoes, fires, disease)
- IT security breach
- Financial breach or misconduct
- Employee conflict that escalates into the threat of, or actual, physical violence or altercation
Writing an incident report for sentinel events is crucial for thorough documentation and analysis, enabling organizations to take corrective actions and prevent similar incidents. Small details matter here, so be sure to document everything thoroughly.
Incident category #2: Near Misses
Near misses involve situations where no injuries or major issue occurred, but there was clear and present risk. It’s easy to ignore these types of events. Don’t. While no immediate harm was done, documenting near misses is important for identifying and addressing underlying hazards, ultimately preventing future accidents. This also demonstrates your organization’s commitment to ensure a safe workplace by encouraging employees to come forward with near miss information so it can be addressed.
Get Help Reporting Workplace Incidents with HR Acuity
No matter where you work, workplace incidents are going to happen. Or to put it another way, where there are workplaces, there are workplace accidents. Knowing how and when to document these incidents helps HR teams maintain safety and compliance, address issues, and mitigate organizational risk.
Relying on unstructured notes or recap emails opens the door to inconsistent reporting and can hamper investigations. In short, every organization needs a reliable incident report template.
Don’t have one? HR Acuity has you covered. Download your Workplace Incident Report Template here.
