How To Write a Work Incident Report

Incident reporting is the process of recording worksite events, including near misses, injuries, and accidents. It entails documenting all the facts related to incidents in the workplace. Incidents are generally accidents or events that cause injuries to workers or damages to property or equipment.
  1. The type of incident that took place.
  2. Where the incident happened.
  3. The date, day and time of the incident.
  4. Names of the people involved.
  5. Injuries that were obtained.
  6. Medical treatment that may have been required.
  7. Equipment that was involved.

Incident Investigation Reporting

How to create an incident report

There are many components to filling out an incident report. You will be guided through each section of the incident report and given instructions on how to respond to each one in the steps that follow:

1. Have all basic facts prepared

It is beneficial for all facts listed in the incident report to be specific and accurate in order for the report to be useful. The following are a few of the first and most fundamental details on the incident report:

Consider each element of the incident when responding to these questions. Recall details such as the incident’s timing, the actions taken by its participants, and your location at the time, for instance. When your boss uses the incident report to make future safety plans, specific information like this can give them more context.

2. Explain the sequence of events step-by-step

The following question on the incident report will sound something like this: “Explain in detail how the injury/near miss occurred.” “Take your time with this section of the report; it’s crucial that you respond with as much detail as you can. Consider writing in first-person, noting all details surrounding the event. This can assist you in maintaining accuracy when providing accident-related justifications. Additionally, make sure your report is concise and clear so that the staff members who read it can understand the sequence of events leading up to, during, and following the incident.

3. Analyze the incident

It’s important to analyze the causes after describing the circumstances leading up to, during, and following the incident. For instance, a work incident report might ask you questions like, “Could you have done something different to prevent this incident?” that prompt you to consider the factors that contributed to the accident.

Consider analyzing aspects of the incident to determine all contributing factors when responding to this section of the report, such as obstacles in the workspace, defective equipment, or other factors. It’s also crucial to acknowledge your responsibility for any part you played in the incident and to explain it in the report. Your organization can analyze events and avoid repeat occurrences in the future by acting with integrity and providing an accurate report.

4. Describe any injuries

A work incident report’s final steps include describing any injuries that occurred as a result of the incident. It is necessary to give information about the staff member, the injury’s location, and any medical attention the employee seeks if any employees sustain physical injuries. The incident report must include information on the medical facility, treating physician, and proposed course of treatment if staff members must seek medical attention for the injury. The report must also contain the day and time that staff members sought medical attention for their wounds.

5. Proofread your work

Most supervisors maintain incident reports as formal records for future reference and use them to enhance safety protocols to avoid repeat incidents at work. It’s crucial that you include accurate information in the report. Check for factual accuracy, grammar, and punctuation as you proofread your completed incident report, and make sure the document is clear and readable.

6. Submit your report

The department manager, director, supervisor, or human resources expert in charge of handling incident reports should receive the report. After reviewing the report, be prepared to provide clarification if your manager or supervisor asks. If you send the report by mail or email, make sure to call the recipient within 10 days to confirm that they received it.

What is a work incident report?

An official record of specific information describing the circumstances of a workplace incident, such as an accident or injury, is called a work incident report. Its goal is to identify the factors that led to an accident or injury so that similar occurrences can be avoided in the future. Employers consult with human resources personnel and other relevant staff members when planning strategies and discussing risk mitigation efforts using the information in the reports. Additionally, businesses may use the details in a work incident report to create employee safety training programs.

Benefits of an incident report

Creating an incident report at work has many advantages, including:

Tips for writing an incident report

Here are some pointers for writing an effective incident report that will help you, your business, and perhaps other people in the future:


What is included in an incident report?

An incident report is a tool used to record any occurrence that may or may not have resulted in injuries to people or damage to property owned by the company. It is used to document injuries, near-misses, damage to property and equipment, health and safety concerns, security lapses, and improper behavior at the workplace.

How do you write a good incident report?

Keep in mind that these 3 considerations are not to be confused with the 3 requirements for writing an incident report:
  • The report must be factual and without assumption.
  • An incident report must be accurate and without bias.
  • The incident report must be complete.

What is an example of an incident in the workplace?

Effective Incident Reports need to be clearly written. They ought to be documented so that someone who wasn’t present during the incident can understand what transpired. Effective Incident Reports identify the facts and observations. They refrain from making conclusions or predictions, assigning blame, and including personal biases.

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