Documenting work incidents is critical. Whenever such an incident occurs, especially if it involves damage to property or injuries to people, a detailed record of the incident is absolutely necessary.
Incident documentation is essential to not just incident recovery measures but also risk mitigation planning to prevent future similar incidents.
The task of documenting a work incident should be done in a comprehensive and standardized manner. If you’re on the hunt for a free incident support template that you can then use in your own company, we have a good place for you to start right here. The information we’ve gathered offers strong guidance regarding what a good incident report should look like, both in its formatting and in what information it should contain.
A Universal Free Incident Report Template
The following universal free incident report template can aid in understanding what the incident reports of your own company will need for them to be as effective of as possible. Our template has six primary sections, appearing in the following order:
Section One: Date, Time, and Location
Record where the occurred as well as the day it happened. Be sure to include the time of day as well. This is obvious, as it helps with providing context for the rest of the incident report.
Section Two: Those Directly Involved
Record the names and personal details of anyone who was directly involved in the incident. This includes their addresses, phone numbers, and email addresses, as well as what department they work in if they are employees of the company. Remember that you’ll still need the same information from non-employees that were directly involved as well.
Section Three: A Record of the Incident
This section is reserved for documenting the incident itself. It goes without saying that you should use as much detail as possible to describe the events of the incident. Additionally, it’s often helpful to supplement your written description with photographs. These can then be attached digitally to the report once it’s completed and filed.
Section Four: Witness Information
If there was anyone who wasn’t directly involved in the incident but witnessed it, it will be necessary to gather their contact details as well. You need not interview them directly at the time as long as you have their names, addresses, and phone and/or email information.
Section Five: A Record of Any Injuries or Damage
If there was anyone injured during the incident, or if anyone’s property was damaged, this information needs to be recorded. List who was injured, the extent of their injuries, and whether they needed first aid or supplemental care at a hospital. For damaged equipment or tools, record the necessary details like serial numbers or other identifying marks.
Section Six: Finishing the Form
The final part of any incident report is reserved for verification of who filled out the form on behalf of the company. Fields for the name of the person filling it out, their job title, and their contact details should be included. Space for a signature and the date of the report round out what this final section should contain.
