6 free incident report templates to save time and stay compliant

Set up the foundation of the report by including the date, time, and location of the incident, along with your name and role as the person filling out the report. Anyone reviewing it later will be able to easily identify when and where the event took place and who documented it.

List the names of the key players directly involved with the incident, along with their job titles or roles, if it's workplace-related. When possible, also include the names and contact information of any witnesses so they can be reached if a deeper investigation is required.

Write what happened chronologically, sticking to the facts and avoiding opinions or assumptions. For example, instead of “The worker was careless,” write “At 10:15 a.m., John Smith slipped on water near the main entrance and fell on his left side.”

Note whether anyone was hurt, the severity of the injuries, and whether medical attention was required. If there was damage to property or equipment, describe it precisely. Even if nothing was damaged, it is still worth stating that fact so your record is complete.

Document what happened after the incident. Was first aid provided? Did emergency services intervene? What measures were put in place to make the area safe in the aftermath? For instance, you might mention that a wet floor sign was placed at the entrance and the spill was cleaned immediately after the fall.

You can suggest safety training, policy changes, or equipment upgrades to prevent a similar incident in the future. In some cases, you might even indicate that further investigation is necessary before making final recommendations.

The goal of an incident report is to create a factual document that can be used in legal, insurance, or workplace safety situations. To do this, keep your sentences concise and objective, focusing on who was involved, what happened, when it occurred, where it took place, and how it unfolded. Avoid blame, speculation, or emotional wording.