incident report essay sample

Real Examples of Incident Reports at the Workplace with Templates

Accidents can happen, no matter how many preventative measures are in place. And, when accidents do happen, it’s vital to learn from them. To ensure your documentation is spotless, it’s always a good idea to look at some example incident reports at the workplace.

A safety incident report helps ensure nobody is subject to mistreatment because it contains information from the injured employee as well as eyewitnesses. This helps fill in missing pieces of information and figure out how the accident occurred exactly. 

“The safety of the people shall be the highest law.” Marcus Tullius Cicero

So, let’s dive in! 

If you’re looking for an example of an incident report at the workplace, feel free to jump to that section using the links below. Otherwise, we will first discuss what incident reports are and why they are so important.

What is a Workplace Incident Report? 

A workplace incident report is a document that states all the information about any accidents, injuries, near misses, property damage or health and safety issues that happen in the workplace. 

They are very important to identify the root cause of an incident along with any related hazards and to prevent it happening again in the future. As soon as an incident takes place and everybody in the workplace is safe, a work incident report should be written up. 

Typically, a workplace accident report should be completed within 48 hours of the incident taking place . The layout of an accident incident report should be told like a story, in chronological order, with as many facts as the witnesses can possibly remember. 

What should you include in an incident report?

There are many different types of incident reports, depending on your industry, but most will include the underlying details listed below in order to understand what happened: 

• The type of incident that took place
• Where the incident happened
• The date, day and time of the incident
• Names of the people involved
• Injuries that were obtained 
• Medical treatment that may have been required
• Equipment that was involved
• Events leading up to the incident that could have contributed to it taking place
• Eyewitnesses that can tell their side of the story

For example…If a chemical was involved in the incident, it should be noted if the victim was wearing appropriate PPE or not, as well as a photograph of the damage and the chemical’s label stating its components. If a workplace vehicle was involved, all information about the vehicle should be noted, and the possible reasons why it occurred if there is no clear answer. Employers should ensure vehicle safety guidelines are adhered to in order to prevent incidents in the workplace. 

If this is an OSHA recordable incident (accident) and the company is exempt from OSHA recordkeeping , the employer must also fill in OSHA Form 300 . This form enables both the employer and the agency to keep a log of the injuries or illnesses that happen in the workplace. It includes crucial information such as the number of working days missed due to injury, the sort of injury that was obtained and if medical treatment was necessary. 

How to Write an Incident Report

It is important to lay out an incident report clearly and concisely with all the relevant information about what happened. The clearer it is to read, the easier it will be to understand the cause of the workplace accident. 

The language used for incident reporting should not be too emotional and should not purposefully put the blame on someone. Here is an incident report example template:

This workplace incident report template includes the basic guidelines and best practices of what to include to make sure the report includes all the details it should. Once a report is written, it should be kept on record in the workplace. 

Incident Report Examples

Depending on the type of workplace incident, the writer will need to include various pieces of information. If you are not sure how to write an incident statement, here are example incident reports for the workplace covering various scenarios. 

Injury Incident Report Example

“At 11.20am on Tuesday 7 th July 2020, a worker, Timothy Johnson, tripped over an electrical wire on the Blue & Green construction site, located on Main Street, Riverside. He was carrying a hammer at the time. 

It is believed the wire should not have been stretched across the ground without safety tape securing it to the ground and drawing attention to it. Timothy fell to the ground and dropped the hammer but did not injure himself with it. He twisted his ankle, which immediately began to swell and scrapped the side of his leg in a minor way. A co-worker came to assist Timothy to his feet and helped him walk to a nearby bench. Timothy could not put his weight on his left foot, so he was taken to a nearby hospital. Once at the hospital, doctors confirmed that Timothy had sprained his ankle and would have to keep the foot elevated and use crutches for the next two weeks. He would not be able to work during this time. 

The foreman for the construction site has assessed the wires on the ground and concluded that brightly colored tape should secure the wires to the ground to draw attention to them and to ensure there are no bumps in the wire that are easy to trip over so that this does not happen again”.

Forklift Accident Report Sample

“On Friday 5 th July 2020, at 3.35pm, a forklift driver, Max White, was driving the forklift he usually drives in the Sunny Side Warehouse, ABC Street, when the front right tire got caught on a piece of wood on the ground, causing the forklift to overturn with Max inside it. 

Luckily a co-worker was nearby to help Max climb out of the right side of the forklift. Max was shaken up and reported that his left shoulder and left side of his neck were hurting him from the impact. Max decided he did not need to go to the hospital as he felt like he would only obtain bruises from his injuries and that they were not severe enough to need medical attention. His manager sent him home for the rest of the day to ensure he did not strain himself further. 

The wood that caused the forklift to overturn had not been stacked properly and has now been moved to a secure location in the warehouse to make sure it does not cause any more issues for forklift drivers”.

Fall Incident Report Sample

“In Fairview Boutique on Friday March 6 th , 2020, Samantha Wright was stacking shelves while standing on a ladder in order to reach the top shelf of handbags at 4.10pm. As she was stretching to place a bag on the shelf, the ladder collapsed from under her and she fell to the ground. Her co-worker heard the loud noise and immediately helped her. Samantha was in a lot of pain and could not get to her feet as she felt lightheaded. An ambulance was phoned, and she was brought to hospital. Samantha obtained a broken right arm, bruised thigh and hip, and a bump to the head that left no major head injury. She was recommended three weeks off work at the minimum by doctors.  The fall was concluded to be of nobody else’s fault but was put down to Samantha accidently overreaching instead of moving the ladder to where she needed to see”. 

Hand Injury Incident Report Sample

“On April 21 st , 2020, at Willow Maintenance, Yellow Abbey Grove, Kyle Jenkins was about to use a miter saw to cut some timber, but when he started to use the saw, it jolted, causing the saw to come down suddenly on his hand. 

Kyle’s left thumb was cut deeply by the saw and he lost a lot of blood. Co-workers came to his aid, turned the saw off and helped him stop the bleeding with tissues. He was then brought to the hospital where he received eight stitches and was told to not use the hand for rigorous work for 4 weeks. The head of Willow Maintenance inspected the saw to check for any issues and see why it came down and cut Kyle’s hand. It appeared that whoever was the last person to use the machine did not put the safety latch back on the saw once they had finished using it. 

If this safety latch was on the saw when Kyle used it, it would not have cut his hand, but rather, automatically shut off once it jolted. The manager decided to take a day to retrain his staff to ensure they adhere to the health and safety guidelines of the company”. 

Exposure Incident Report Sample

“In Woodbell factory, Springville, on Tuesday May 26 th , 2020, Annie Bedley was packaging household cleaning products when a bottle tipped over onto her wrist. 

She got up from her seat to wash off the chemical in the washroom. She then went to her supervisor to show her what had happened. Annie’s wrist was red and itchy but was not burning as she had washed off the remnants of the chemical immediately. Annie’s supervisor brought her to the office to sit with a cold compress on her hand and applied a layer of ointment to treat the burn. Annie did not feel like she would need further medical assistance and agreed with her supervisor that she would need two to three days off work to ensure the burn did not get irritated. 

Annie was wearing appropriate PPE at the time of the incident and no faults were found on the conveyor belt at the packing bay. The incident has been noted as an accident with nobody to blame. Photographic evidence of the burn has been included in this file”.

First Aid Incident Report Sample

“On Friday November 15 h 2019, Arthur Stokes was walking along the corridor between building four and five of Graygrock Inc. when he noticed that there was something sharp sticking through the bottom of his right shoe. 

He stopped to see what it was and found a nail stuck in his shoe. He took his shoe off and lucking was able to pull the nail out as it hadn’t pierced through to his foot and only minorly scraped it. He saw the stairwell was getting new handrails fitted and presumed the nail came from that. He saw two other nails further along the corridor and decided to pick them up to make sure nobody else stood on them. He reported to his manager’s office where he presented the nails and explained the situation. His foot had a small cut, so Arthur’s manager gave him an anti-septic wipe and a band-aid to help him. 

Arthur returned to work while his manager talked to the construction workers about keeping their workspace neat and to prevent any further accidents like this from happening”. 

Incident Report Form Templates

The layout of an incident report forms can vary depending on where the incident took place and the type of injuries. Here are some examples of incident reports at the workplace that you can use. 

Incident Report Form for General Staff (Word/PDF)

This general staff accident report form template can be used in a variety of workplaces. It includes all the necessities to describe a workplace incident to ensure it is recorded correctly. This general form is ideal for any business type. 

Incident Report Form for a Construction Site

This example incident report for the workplace is unique to others as it includes a field for the construction project name and the project manager’s details. This makes it easy to understand where in the construction site the accident occurred and how severe it was.

Incident Report for a Hospital/ Medical Clinic (Word/PDF)

The hospital incident report template is much more detailed than others as it must include accurate information about the staff member or patient’s injuries, where in the hospital it happened and what medical treatment they required.

As you write your workplace incident reports, remember it is not to place blame on one person, but rather record a series of events that have taken place. Sometimes these are pure accidents due to bad luck and, sometimes, there is human error or a technical fault involved. By the way, this is the basis of the Just Culture Algorithm™ which is definitely worth exploring if you’re looking to improve the safety culture at your workplace .

These examples of incident reports at the workplace are only the tip of the iceberg when it comes to the variety of workplace accidents that can occur. In any case, it’s crucial to record any incidents that arise because this helps create a safer work environment.

References & Further Reading

• OSHA’s Guide for Employers carrying out Incident Investigation
• OSHA’s Injury & Illness prevention Program
• Workplace Injury Information
• Eyewitness Statement Form : Should be included for any eyewitnesses to the incident to aid the investigation.
• Injury Investigation Questions : Should be asked when an employee has been injured at the workplace to understand exactly what happened.
• Incident Investigation Flowchart Procedure: A step by step example of the procedures involved in carrying out a workplace incident investigation.  

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How to Write an Incident Report - With Examples

According to research on safety management among nurses (in hospital settings), "Despite 94.8% of registered nurses being aware of incident reporting systems, only 32% reported an incident in a month, indicating a critical gap between awareness and practical reporting practices in healthcare institutions."

It can drive severe consequences for overall safety in a workspace and shows that mastering the art of incident reporting is fundamentally integral to the effectiveness of your workplace safety and risk mitigation.

In this guide, you’ll learn the keys to:

• Optimizing the incident reporting process
• Crafting a detailed incident report
• Understanding the core elements of effective reporting
• Writing a compelling and structured narrative
• Adapting examples of incident reports for clarity
• How to find incident report forms tailored to your sector
• How the newest incident reporting software can change your approach

Equip yourself with the knowledge and the tools to transform your incident reporting from tedious form completion to a smart working environment. From basic principles to safety incident management software , your incident reporting toolkit is right here.

Incident Report And Its Purpose

An incident report is a formal written document that serves as a reference when an unexpected event or accident occurs. This event could result in injury, damage to property, or work interruptions. 

The main purposes of an incident report are to:

• Capture key details of what happened while events are still fresh in witnesses’ minds. It is the document of who, what, when, where, injuries/damage sustained, equipment/property affected, actions taken, and more.
• Allow a thorough investigation of the root causes and contributing factors that culminated in the incident. The more thorough your report, the more insight it provides on how and why the incident transpired.
• Identify any safety or operational policies violated that were part of the incident. It reveals if any protocols were not followed or were overlooked altogether.
• Inform subsequent action to prevent any similar incidents from occurring in the future. It will help management to see where they need to make improvements in processes, training equipment, policies, facilities, etc.

[ YOU CAN ALSO DOWNLOAD THIS FREE GUIDE TO EFFECTIVE WORKPLACE INCIDENT REPORTING ]

Core Components of an Effective Incident Report

Fundamental information.

The fundamental information outlined in an incident report includes:

• Type: Categorizing the incident provides a point of reference. Common types include injuries, property damage, security incidents, workplace violence, environmental problems, privacy breaches, and more.
• Location, date and time: The “where and when” of any incident is a must. Be as specific as you can with location, and with date and time.
• Names of individuals involved: List all people involved in the incident. Give the full name and any title or role, i.e., Robert Patterson, Security Guard. If there were injuries, list the person who was injured and list witnesses with their titles or roles, i.e. Alice Lansing, Accountant.
• Injuries sustained: Include a list of injuries, first aid that might have been administered, and any medical treatment. No injuries? State, "No injuries were sustained."

Specific Details

The specifics of an incident report provide important context:

• Equipment involved: Make a note of any tools, machinery, materials, chemicals or other equipment involved in the incident. Include the manufacturer, model number if it applies, and precise details of how the equipment was being used.
• Events leading up to the incident: The reconstruction of events can offer a number of insights into causes. Provide a concise chronological sequence of events leading up to the incident.
• Account of the incident: A detailed, chronological narrative of the incident itself will bring the incident to life. Use precise, objective language, quoting any witness statements where relevant.
• Subsequent events: Make a note of any actions that were taken after the incident, such as first aid, medical treatment, notification of the appropriate authorities, or checks for any damage or maintenance required on the equipment involved.

This leads to a basic account combined with vivid detail, making a full and useful incident report. The combination allows for the causes to be properly investigated and for the incident to be the basis for preventing similar eventualities.

Crafting an Effective Incident Report

A narrative structure is essential while writing an incident report. Organize the report into three basic sections:

Introduction

Who, what, where, and when should be answered in the introduction. As an example:

“Jane Doe, an ABC Company cashier, was involved in an incident around 10:15 am on Tuesday, March 1, 2022. The incident occurred in the company's headquarters breakroom at 123 Main St, Anytown, USA."

From here, we know that Jane Doe was involved, an event occurred, on Tuesday, March 1st, 2022, at 10:15 am, and in the breakroom at 123 Main St. It shows how this introduction sets the background for the report.

The body details the incident from beginning to end. It includes all relevant occurrences before, during, and after the incident.

As an example:

“Jane Doe walked into the breakroom and made her coffee at the coffee maker. As she reached for the coffee pot, she slipped on a puddle liquid and fell to the ground. The coffee pot struck her right calf and shattered. Jane Doe screamed out in pain with the fall.”

The body reaffirms who, what, where, and when, as well as the chronology.

The conclusion describes the resolution of the incident as well as key findings. As an example:

“Emergency services were called at 10:18 am. Jane Doe was removed by ambulance to Riverdale Hospital for a laceration of her right leg. She received 12 stitches. The broken coffee pot was cleaned and thrown away. Facilities were made aware and requested to keep a supply of Wet Floor signs positioned near breakroom spills.”

In the conclusion, the resolution and incident investigation recommendations are briefly stated to bring the matter to a close.

This introduction-body-conclusion structure makes incident reports logical and complete and makes them easy to understand. A story that winds its way to a conclusion makes a whole lot more sense.

Incident Report Example – How To Write It?

Here’s how an incident report will be written for “Main Office Security Incident - Unauthorized Entry Attempt”:

(This Incident report is vital, because it captures the security event and can be reviewed to make future security improvements.)

Other Examples Of Incident Reports [Manufacturing And Mining Industry]

Manufacturing Industry Incident Report Example:

Mining Industry Incident Report Example:

Incident Report Forms (For Different Organizations)

Reporting incident forms are the usual medium used to document incidents. They are tailored to the sector and the organization, so incident report forms differ. Here are a few examples:

General Staff Incident Report

These generic staff or personnel incident reports are employed by many businesses to log employee, customer, and visitor incidents. A general staff incident report generally includes:

• Person’s name and contact details
• Incident Time, date, and site
• Pertinent details about what happened
• Kind of injury or damage
• Name of witnesses
• Safety measures taken Suggestions for prevention

Here’s what a normal general staff incident report looks like:

Incident Report Construction Site

Construction job site safety guarantees in-depth incident reporting. Construction incident reports include particulars, for example:

• Name and role of person injured or involved
• Date, time, exact location, and description of incident
• Type of injury or illness sustained
• Equipment, materials, or chemicals involved
• Actions taken following the incident
• Suggestions to improve safety and prevent recurrences

A normally used construction site incident form looks like this:

Hospital/clinic Incident Report

Healthcare utilizes unique incident report forms to describe patient care, medical therapy, pharmaceutical errors, laboratory mishaps, confidentiality breaches, and a whole lot more. A healthcare facility or hospital might have an incident report that includes:

• Patient safety incidents, falls, infections, or privacy breaches
• Medication errors or equipment malfunctions
• Workplace injuries to staff
• Security issues, theft, property damage, or vandalism

Here’s a sample of patient incident report form usually used in clinical settings:

Incident Reporting Software For Smarter Workplace Management - SafetyIQ

SafetyIQ is an advanced incident reporting software that transforms incident reporting by providing a sleek, user-friendly platform that sets new industry standards for workplace safety.

Emerging as the leading incident reporting solution, SafetyIQ is redefining workplace safety with a variety of next-generation features and comprehensive free guides.

Take a closer look at the key features of this tool:

• Effortless Incident Reporting: The platform simplifies and centralizes the incident reporting process, allowing users to submit full-featured incident reports – complete with multimedia documentation – with minimal effort.
• Customization for Unique Needs: SafetyIQ tailors incident report forms to meet the unique requirements of each organization, expediting incident data capture and analysis in the process.
• Proactive Safety Measures: This platform is a host of specialized solutions for managing high-risk scenarios – Journey Management , Lone Worker Management , Fatigue Management , and beyond. It helps steer organizations beyond compliance and toward a proactive culture of safety.
• Real-time Insights and Analysis: Organizations enjoy a comprehensive suite of reporting dashboards that reveal the hidden safety performance insights within their data in real-time, featuring color-coded charts and infographics that allow for rapid identification of movements.
• User-Centric Design: The entire solution is designed with an emphasis on the end user, prioritizing a clean, user-friendly interface for both field workers submitting incidents and the managers analyzing the safety trends within their organization.

This software turns incident reporting into the beginning of a proactive safety culture by equipping organizations with the resources they need to put in place world-class safety practices continually. With its ability to assign corrective actions based on a data-driven approach, SafetyIQ is the best solution for workplace management and safety.

FAQs - Get More Answers Here!

Incident reporting software is a tool designed to streamline the documentation of untoward events or accidents in a business or workplace, which is crucial for reference, investigation, and informing corrective actions. It ensures a systematic approach to safety incident management.

SafetyIQ allows live incident reporting through its user-friendly platform, enabling real-time submission of multimedia-rich incident reports for immediate documentation and analysis of safety incidents.

SafetyIQ offers incident report templates that capture the critical information followed through a structured format, enabling consistency and completeness in incident documentation.

SafetyIQ has a user-centric design from the bottom up for an intuitive user experience that makes it easy for field workers to submit live incident reports and managers to analyze safety trends and overall enhance the incident reporting and management process.

Live incident reporting is simple and easy with the online platform. It enables the convenient and immediate submission of data-rich incident reports in real-time. Companies can customize the tool features to support unique requirements and enable proactive safety measures.

We cover a range of topics in our articles - view all blogs .

SafetyIQ’s journey management software can help to control the risks and protect your people. 

Journey management software program can allow employers to be instantly alerted when an employee has not checked-in.

From planning the journey, completing a risk assessment to gaining approval, the entire process is automated and seamless with SafetyIQ.

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Blog Human Resources How to Write an Effective Incident Report [Templates]

How to Write an Effective Incident Report [Templates]

Written by: Victoria Clarke Jun 13, 2023

We all do our best to ensure a happy and healthy workforce. That’s why, in a perfect world, you would never have to create an incident report.

But since incidents do happen, it’s never a bad idea to be prepared for any situation–especially the unexpected.  

Small business owners, human resources teams and workplace emergency first responders: this is the article for you! 

In this step-by-step guide, I’ll share our top tips on creating incident reports that will help you carry out effective investigations and make sure similar (or more serious) incidents don’t happen again.  I’ll also include our top incident report templates to get the job done.

Table of Contents:

• What is an incident report?

What to include in a work incident report?

• How to write an incident report?
• Incident report examples, templates and design tips
• Simple incident report template
• COVID-19 employee incident report templates

All of the templates in this post can be customized using our easy online  incident report maker  tool. It’s free to sign up, many of our templates are free to use too.

What is an incident report? 

An incident report is a form to document all workplace illnesses, injuries, near misses and accidents. An incident report should be completed at the time an incident occurs no matter how minor an injury is.

Here’s one example:

Any illness or injury that impacts an employee’s ability to work must be noted. The specifics of what is required by law to be included in an incident report will vary depending on the federal or provincial legislation that affects your workplace.

If you’re unsure, you can take a look at your government’s website for more details. In certain cases, there are exceptions that can exempt small businesses from complying with such legislation. 

A well-structured incident report typically includes the following five key elements:

• Date, time and location: Provide specific details about when and where the incident occurred. This helps establish a timeline and context for understanding the event.
• Description of the incident: Clearly describe what happened, including relevant details such as the sequence of events, the people involved and any contributing factors. Use objective language and avoid assumptions or opinions.
• Witness information: Include names and contact information for any witnesses to the incident. Their accounts can provide valuable perspectives and corroborate details.
• Action taken: Outline any immediate actions taken to address the incident, such as first aid, evacuation procedures or contacting emergency services. Documenting these responses is crucial for understanding the effectiveness of the initial response.
• Recommendations for prevention: Offer suggestions on how similar incidents can be prevented in the future. This proactive approach demonstrates a commitment to improving safety and mitigating risks.

How to write an incident report ?

It’s important to establish a systematic method for investigating incidents.  

It’s also equally important to have a report prepared that enables you to record every relevant aspect of the incident details–this is the essential first step in the incident reporting process.  

After you’ve created your incident report form, you can: 

• Begin your investigation with fact-finding 
• And end your investigation with determining recommendations for preventing both an increase in the severity of the incident and the possibility of a recurrence.  

To write any incident case reports, follow the basic format described below.

1. Take immediate action 

Employees of your organization should notify their manager or another member of the company’s leadership committee as soon as an incident occurs–regardless of the nature of the event (whether it be an accident, illness, injury or near miss).  

That being said, there need to be communication channels clearly defined to promote the practice of employees coming forward in these situations and the importance of such.

Once an incident has been reported, the member of leadership’s first responsibility is to ensure that appropriate treatment, if necessary, is being administered to those affected by the event.  

On this note: if the hazard still exists, the manager that the event has been reported to must eliminate the hazard by controlling it. Each company should have a defined procedure for accomplishing this based on the nature of their work. 

For example, if there was a spill that caused a fall. You would attend to the victim and promptly have the spill wiped up and identify the area as a hazard by using a sign.

2. Collect the facts 

Once the immediate action including the response to the event and eliminating the hazard from the environment has been conducted, it’s time to determine and record the facts related to the incident details. 

9 facts related to the incident include: 

1. the basics.

Identify the specific location, time and date of the incident. This information is fundamental to the investigation and the most obvious information to collect. 

2. The affected

Collect details of those involved and/or affected by the incident. This would entail recording the name(s) of the individual(s) involved, their job title(s), the department(s) they operate in the manager(s) of those affected. 

3. The witnesses

Speak to any witnesses of the event to collect their perspectives of the event. Record their statements as detailed and accurate as possible in the form.  

To ensure accuracy, it’s best practice to review your notes with the witness to ensure they agree with how the event is portrayed in the report. It’s also important to include the name(s) of any witnesses in the report in case any additional questioning is required. 

4. The context

Consider and document the events that occurred leading up to the incident. Ask:

• What was the employee doing? 
• Who asked them to complete the task? How was the employee feeling prior to the incident? …etc. 

It is important to identify which factors were an outcome of the incident and which factors were present prior to the incident and could be a potential contributing factor to the incident occurring.

5. The actions

In the report, you must specify the actions of those involved at the time of the incident. What did the employee do that led to the incident? 

For example, if an employee injured their back when lifting a box at work, it is important to determine how that employee lifted the box to decide if that contributed to the injury. If yes, then inquire if this employee was trained properly for this task and by who or what source.  

6. The environment

Identify and record environmental conditions that contributed to the event. Was there inadequate lighting? Was a piece of equipment not operating properly? Was the employees’ visibility obstructed by a glare or blind spot? Etc. 

7. The injuries

Record detailed descriptions of specific injuries and evaluate the severity of such in the report. This description should include part(s) of the body injured, nature and extent of injuries. 

8. The treatment

It is also important to document in the incident case report the type of treatment administered for the acknowledged injuries. This information is important to document in order to understand how the employee recovers when reviewing the specifics of the event.

9. The damages

Record an account of any damage to equipment, materials, etc that was affected by the incident. This will be helpful to refer back during the analysis of the event in order to consider both a corrective action plan and to determine what items will need to be repaired or replaced. 

3. Analyze and reflect  

Collecting and recording the facts related to the occurrence of the incident will aid in determining how the incident occurred. Analyzing the collected facts related to the incident will aid in determining why the incident occurred. 

Analyzing and determining how and why the incident occurred is essential in order to develop an effective corrective action plan. 

Potential causes for accidents or injuries that occurred in the workplace could include: 

• Primary causes (for example, an unsalted ice patch on a set of stairs that caused a slip and fall). 
• Secondary causes (for example, an employee not wearing appropriate personal protective equipment, such as a hard helmet or eyewear).
• Other contributing causes (for example: a burned-out light bulb in the area causing poor visibility). 

4. Establish a corrective action plan 

A corrective action plan would provide recommendations as a means to reduce the possibility of a continued issue and/or recurrence of the incident details. The recommendations would result from an effective analysis of the facts collected and documented in the incident report. 

Elements of an effective corrective action plan could include: 

• Occupational Health & Safety training for employees 
• Preventative routine maintenance processes that ensure equipment is in proper working condition 
• A review of job practices and procedures with a recommendation for changes to reduce the risk of incidents 
• Conducting a job hazard analysis to determine if other potential hazards are associated with the task and/or environment and then training employees on these hazards based on the findings of the assessment 
• Engineering, equipment or PPE changes/upgrades to ensure the task or the process of completing said task poses less risk

Incident report examples and design tips

Here are some examples of types of incident reports to help you get started. I’ve also included some report design tips to help you present your information effectively. If you want to dig a bit deeper into the topic , here’s a comprehensive guide to general report design that I find handy.

Incorporate your branding into your report design

As with any document you create for your business, it’s good practice to incorporate your branding into your incident reports. (Psst– Venngage’s Brand Kit feature makes it easy to add your branding in just a click!) 

Include your brand colors in your design. You can do this by using them in the report header, footer, sidebar and in any visuals. 

You could use your brand colors in the background of your incident report:

You may also want to include your logo, like in this incident report template : 

Organize your information into sections using boxes

To make your information as readable as possible, organize it into sections. One of the easiest ways to do this is by using boxes.

For example, take a look at how these types of incident report templates use boxes to section off the information:

This type of incident report example also uses rectangles to denote section headers:

Color code the sections of your incident case report

Colors aren’t just great for making your reports , presentations and charts more interesting to look at. You can also use color to organize sections of your report and to draw attention to key information. 

For more tips on using color in your designs, read our guide on how to pick colors to communicate effectively .

Add a visual header to your incident report

As part of your company branding, you may want to add a visual header to your reports. For example, this incident case report template uses a neutral photo with a color filter to create a professional header:

You can do this in Venngage by overlaying a photo on a color background and adjusting the opacity of the photo: 

You can use the same effect for sidebars as well: 

Make a mock form to offer new team members as an example

If you’re transitioning in staff or something happens when the individual who owns incident reports is away, it’s very important that there is a process documented . That will ensure that if someone is put on the spot, they can fill in the incident report properly.

It can also be helpful to add brief descriptions of the information in the type of incident report to include in each field. Take a look at how this incident report example offers some brief text to guide the person filling it out:

Use icons to visualize concepts

Icons are small, compact visuals that can be used to reinforce the information in your reports. You can also use them to draw attention to specific fields and important pieces of information. 

For example, this incident case report template uses icons to indicate the purpose of each field:

• Preventative routine maintenance processes that ensure equipment is in proper working condition 

Incident report examples

Covid-19 employee incident report template.

Blue healthcare employee critical incident report template

Although being prepared for the unexpected is often difficult, preventative measures are the cornerstone of maintaining a happy and healthy working environment for yourself and your workforce.  

Incident reports are not only a defining piece in any company’s incident response protocol, but they provide a means to avoid recurring mishaps and/or inspire change. 

That’s why it is crucial to have a relevant and comprehensive incident report form prepared and on hand for any incident details that may arise. By adhering to your jurisdiction’s legislation and considering the four components prescribed above, you’ll be well-prepared to handle incidents effectively.

The effect of responding to workplace incidents in a timely and detail-oriented manner will not only ensure a safe workplace but also: 

• Reassure your employees that their employer is prepared to take the right steps in any situation 
• Ensure all appropriate parties are fully informed of incidents 
• Establish a record of incidents for future reference 
• Protect both you/your company and your employees from lawsuits and disputes

FAQs about incident reports

What is the purpose of incident reporting.

An incident report is used to describe an event that requires an investigation that needs to be documented.

Types of incident reports

• Accident Reports
• Workplace Incident Report

What are the 4 types of incidents?

Commonly, incidents can be categorized into four main types:

• Accidents: Involving unintended harm, damage or injury.
• Near Misses: Situations where an accident could have occurred but was narrowly avoided.
• Unsafe Conditions: Reports about hazardous or unsafe environments that need attention.
• Unsafe Acts: Documenting incidents involving violations of safety procedures or rules.

Incident reports generally cover a variety of situations and the specific types may vary based on context and industry. It’s important to note that these categories can overlap and the classification may differ depending on the reporting system or industry standards.

More HR guides and templates:

• 12 Powerful Performance Review Examples (+ Expert Tips By an HR Manager)
• 17 Essential Human Resources Poster Templates

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Incident Report Samples to Help You Describe Accidents

Your company’s incident report form should make it easy to record the details of a workplace accident. Even fill-in-the-blank forms require a long-form description of the incident. This portion of the report can be the most difficult part to write.

In this article, we provide completed incident report samples to help you hone your documentation skills.

What Does an Incident Report Need to Include?

An incident report is a formal recording of the facts related to a workplace accident, injury, or near miss . Its primary purpose is to uncover the circumstances and conditions that led to the event in order to prevent future incidents. 

Every incident report you file should contain a minimum of the following:

• Type of incident (injury, near miss, property damage, or theft)
• Date of incident
• Time of incident
• Name of affected individual
• A narrative description of the incident, including the sequence of events and results of the incident
• Injuries, if any
• Treatments required, if any
• Witness name(s)
• Witness statements
• Other workers involved
• Video and/or 360-degree photographs of the scene

Include quantifiable measurements where possible. For example, the ladder capacity is 250 lbs and the victim was hoisting 300 lbs. 

Finally, where more than one person is injured in an incident, create a unique report for each affected employee . While it’s fine to duplicate general details between reports of this nature, you’ll need to include details specific to that person, such as the event from their point of view or medical records.

When Does an Incident Report Need to Be Completed?

Create an incident report as soon as your employees are safe , which includes seeking medical attention and implementing an immediate corrective action to prevent further danger or damage.

By recording details immediately, you improve the accuracy of your report and the effects of your corrective actions. While it may take a few days to complete your report, it should take you only hours (or less) to start it. 

Depending on your company policies and oversight from relevant regulatory bodies, you may be legally bound to complete an incident report within a given amount of time. If the incident resulted in a recordable injury, you must complete OSHA Form 301 within seven days. In addition, you may need to send your report to the organization providing oversight, US Federal or State OSHA , for example, within a given period of time. 

Review federal OSHA incident reporting and recordkeeping requirements or visit your state OSHA website for details. Remember that you must also report a fatality, hospitalization, or amputation directly to OSHA.

Safety Management Tip : Safesite Premium users enjoy streamlined OSHA incident recording with Safesite’s OSHA300 log integration feature .

Incident Reporting Mistakes to Avoid

Incident reports are more than a mandatory form to complete: they’re a vital part of your recordkeeping practices both for compliance and safety in general. Their importance means you want to get as much relevant information as you can as quickly as possible. But sometimes, safety teams can get in their own way and miss out on important details by making common mistakes.

Blame-casting and just getting it done are two common incident reporting mistakes you should avoid.  

It is easy to go on a witch hunt when accidents happen. However, incident reports aren’t created for the purpose of finding out who’s to blame. While staff should be held responsible (as stipulated by company policy) when they knowingly endanger themselves others, an incident report should focus on improving workplace safety.

If you make it clear you’ll abide by company policy but are not out to cast blame, you increase the likelihood that employees will participate in your incident investigation and provide honest witness statements. These factors create a stronger incident report.

In addition, if you rush through the report to “just get it done,” you may miss out on important details or lack clarity in wording. Irresponsible reporting can lead your team into even more danger, while detailed, clear reporting can lead to improved work conditions and better training. 

Three Incident Report Samples

Below are some sample incident report formats for three common types of workplace accidents. Use them as guides to effectively describe events.

Injury and Lost Time Incident Report Sample

If an injury requiring medical treatment, lost time/altered responsibilities happens in your workplace, it’s important to document it ASAP while the details are still fresh in memory. 

Here are some of the vital elements to include in your description of the incident:

• Location (Address)
• Date/time of incident
• Name of supervisor
• Description of the incident, including specific job site location, the sequence of events, and the results of the event
• Whether or not proper PPE was being used
• The root cause(s) of the incident
• Associated hazards raised and resolved following the event
• The affected individual’s version of the events
• Actions taken by concerned individuals after the incident
• Description of injuries
• How the decision was made to call (or not to call) emergency services
• Treatment required
• Photographs of the scene 

Though the details above seem excessive, mentioning them in the incident report paints a more accurate picture. It’s important to include the above information in as detailed and concise a manner as possible. Holes in your report could lead to inferences and missed opportunities to create a safer workplace.

To write an incident report, use a narrative format. In other words, simply tell the story. Here’s an incident report sample description of a slip or fall resulting in a fracture, written in narrative form:

“On Friday afternoon, February 3, 2019, at 2 p.m. in ABC Shipping Co. located in 13th Avenue, Applewood, one of the warehouse workers (John Keegan) slipped and fell while carrying heavy (85 lbs) inventory. The root cause is believed to be the unavailability of a hand truck or pallet jack. Instead of waiting, John attempted carrying the load himself. A second possible cause is the condition of John’s PPE, specifically his boots, which are very worn in certain places.

When John fell, his colleagues rushed to his assistance. Suspecting a fracture, the supervisor on the floor (Kathy Pickens) decided to call 911. John said he felt a bit dizzy when he lost his balance and that he just ‘tripped over his feet.’ He tried to minimize damage to the load itself while falling, which may have led to a more awkward fall.

Two of his co-workers said that they noticed he was struggling a bit before the fall, but were busy with their own tasks and felt it would be rude to ‘call him out.’ See the attached witness statements for more info.

John was taken to a nearby hospital and a fracture to his wrist was confirmed. John will be out of work for a number of weeks.

The supervisor is currently working with the safety officer (Chris Darnell) to assess the condition of the floor, the number and condition of hand trucks and pallet jacks on the floor, as well as the condition of company-provided boots over two years old.”

As you can see, including the full story, complete with small details and witness statements will help you investigate and recall the incident with greater clarity.

After documenting the incident, you may have legal reporting requirements. Report and store the files according to recordkeeping requirements from regulatory bodies. It’s generally best practice to preserve the files for the duration of employment.

Exposure Incident Report Example

When exposure to dangerous chemicals or pathogens occurs, it’s important to document the event carefully in an incident report.

Including the following details will make your exposure incident report more effective:

• Name of affected individual
• Name of Supervisor
• Description of the incident, including specific job site location, sequence of events, and results of the event
• Name of the chemical/pathogen/carcinogen, amount, concentration, and description of hazard labels/safety data sheets (SDS)
• Exposure monitoring data, if available
• Whether or not a contaminated sharp was involved
• Description of injuries, including body part(s) exposed, length of exposure, and size of area exposed
• Signs and symptoms displayed
• Photographs of the scene and hazard labels involved

Here’s an incident report sample description for overexposure via inhalation:

“Josh Lee, a freight handler in XYZ Shipping Lines, was exposed to carbon monoxide fumes on December 2, 2017, Tuesday, from (estimated) 7:30 AM to 11:30 AM. He was at the unloading bay B, helping unload some freight from various containers with the help of two forklift operators: Kit Stevens and Donald Summers, neither of which complained of symptoms.

During unloading, Lee suddenly experienced lightheadedness and nausea. He informed his supervisor (Donna Martin) that he thought he was ill. 

Martin noticed his symptoms were consistent with CO exposure, so she walked over to the area and felt the air quality seemed off. She ran a sensor (Portable Direct Reading Monitor) and discovered that CO levels were on the high end but within the acceptable limit: 30 PPM.

Stevens and Summers were ordered to turn off powered vehicles and sit in fresh air for an hour while the ventilation system could be examined (see attached report). 

Lee was driven to the hospital by Martin to receive treatment. On the way, he complained of blurred vision briefly but said that it had cleared up upon walking into the ER. A full report will be attached once received.

Lee’s colleagues, Stevens and Summers, didn’t notice anything out of the norm with the air quality, but Summers acknowledged that at 11:00 AM, his vehicle had been left running near the open end of a container for thirty minutes while Lee was adjusting two improperly arranged pallets just inside. There is no air quality data from that time.”

Be sure to attach medical reports and lost-time from work, if any, to your initial report. Keep the report on hand for the duration of the employee’s tenure with the company, at a minimum. 

First Aid Incident Report Sample

Some workplace mishaps result in an injury that requires on-site or walk-in medical first aid treatment. Often, workers can return and finish their shift. Recording an incident report is still vitally important, even where it’s not expressly required by regulatory bodies.

Here is an incident report sample description for incidents resulting in the need for first aid. 

“ On May 12, 2019, at around 9:34 AM. at King Street job site, Michael Williams was hit by an air nail gun that had been dropped by Carl Simone near the top of a staircase and gained momentum as it tumbled down. 

Williams, who was nailing drywall at the bottom of the staircase and wearing noise protective headphones, eye protection, and a short-sleeved shirt, was hit in the arm, causing a bruise and abrasion. He was treated with antiseptic, antibiotic ointment, a bandage, and an ice pack on site. Williams returned to work within a half hour. 

Simone had shouted a warning after he dropped the gun, but Williams said he did not hear it. Simone said that he simply lost his grip, but Williams said he felt that the tool may have been ‘swung’ before dropping. There were no other witnesses to report on the circumstances of the accident. 

Simone was wearing gloves when he dropped the nail gun. There are no outstanding hazards related to this incident and all workers will be reminded about glove selection and tool handling at the next safety meeting.”

While you should always document injuries requiring first aid internally, you typically don’t need to add them to your Form 300A or other regulatory reporting. In fact, doing so can needlessly elevate your incident rate.

An Incident Report Template to Improve Your System

Your incident reporting system should allow your employees to easily document all of the information listed in the incident report samples above. If your incident forms are easy to fill out in the field, you’re more likely to capture accurate, timely information. 

With Safesite, you can complete an incident report in six easy steps:

• Tap Log Incident
• Select your inicent report type (injury, near miss, property damage, theft, or equipment failure) and location, date, and time
• Input your incident description and an incident photo
• Tag the person involved and witnesses from your team
• Complete root cause analysis
• Log your incident

Safesite’s incident report form can be filled out on-site via iOS or Android app. It includes places to record the details of the event, images of the scene, and witness statements. It also allows you to raise associated hazards and identify a root cause. 

An incident report can also be completed using paper, but many companies now look to secure software to not only document and store incidents but also to trend problem areas and reveal safety gaps. 

Not ready to go mobile yet? Here’s a paper template you can edit and use in the meantime:

Raising and Resolving Hazards

Many incidents and near misses will involve hazards that could cause immediate or future harm to your employees if not resolved. From tagging and removing damaged equipment from service to safely dismantling corrupted structures, your incident reporting process is not truly complete until you resolve the danger. 

To keep things straightforward, include hazard descriptions and actions on your incident reports. With Safesite, you can create hazards from within an incident report by tapping Add Root Cause Hazard. Then, you’ll be able to alert your team of the hazard in real-time and assign it to someone for resolution. And you can do it without deviating from your incident report.

Tip: Want to streamline hazard management without missing a beat? Check out our guide to faster hazard recognition and resolution .

Go Forth and Report

When writing incident reports, be objective about the details. Your main goal is improving workplace safety, not pointing fingers at who is responsible. The incident report samples provided show that by staying true to the facts, you encourage employee participation in your investigations.

Digital reporting automates part of the process, saving you time and reducing human error. Improve your incident reporting process by using a digital reporting tool, like Safesite , that integrates alerts and hazard resolution in a single place.

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We're a group of safety and tech professionals united in our desire to make every workplace safer. We keep a pulse on the latest regulations, standards, and industry trends in safety and write about them here on our blog.

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1 st Reporting

How to Write an Incident Report: 11 Easy Steps (2024 Guide)

Posted 18.01.21 by: Bond Seidel

How to Write an Incident Report: 11 Easy Steps (2024 Guide) was updated for 2024 to bring you the most relevant information.

If you’re wondering how to write an incident report, you’ve come to the right place. Writing incident reports is an essential stage of any company’s health and safety program, so correctly writing the report is essential. In this guide, we’ll walk you through all the vital steps to writing your incident report efficiently and effectively on the first try.

Writing a valuable and comprehensive incident report is easily accomplished in 11 steps. With some critical points included, writing an incident report will soon be second nature to you (but we hope you don’t have to write too many).

We’ll start by examining the three primary considerations we have to make before writing an incident report. These include choosing the correct category and type of incident report, what relevant information to include in the report, and legal concerns with incident report contents. Then we’ll write the IR (incident Report) step by step. So, keep reading for everything you need to know about writing an incident report.

Table of Contents

Before You Begin: 3 Things To Consider About How To Write An Incident Report

• Incident Report Definition And Type Selection
• Relevant Information To Include In Your Incident Report
• Legal Concerns With Incident Report Contents

Explore the following three sections to determine what you need to consider before we dive into how to write your report. Keep in mind that these three considerations are not to be confused with the three 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.

If you’re looking for more information about precisely what needs to be included in an incident report , you should read our article specializing in the subject: 12 Things To Include In An Incident Report (With 5 Tips)

Now that we’ve clarified needs versus considerations for our incident report let’s move on to those considerations.

1) Incident Report Definition And Type Selection

With so many industries in our modern society, it stands to reason that there would also be several incident report types. However, depending on the industry, some may have different definitions for what classifies as an incident.

Some of the more common categories of incident reports, with a few examples of each, are as follows.

• Employee Injury Report
• Near Miss Report
• Vehicle Accident Report
• Chemical Spill Incident Report
• Asbestos Exposure Incident Report (also classified as a human resources report)

As you may have gleaned from the above categories, your definition of an incident may have a different meaning depending on whether you’re referring to a vehicle, person, property, or something else. However, we can assume that an incident constitutes any situation where injury or damage could occur to a person, thing, or property.

Depending on the incident report type, you may find that you must file some reports with the authorities within a specific time. Take a vehicular accident report in New York, for example. If there is injury (or death) or damage over $1000, all drivers involved must file an accident report within ten days from the incident’s date. ( source )

For more information about definitions of the incident and the differences between an incident and an accident, look at our article Incident Report Vs. Accident Report – Differences For Business.

2) Relevant Information To Include In Your Incident Report

You must include several things in each incident report, no matter the type of incident. However, we can make some general assumptions about what information is required. Here’s a quick run-down of what you need to include:

• Affected people, property, or business units
• Description of injuries, damage, or hazard
• Date, time, and location of the incident or hazard
• Events leading up to the incident or hazard (if applicable)
• Local conditions that may have affected the incident
• Resolutions to the incident or hazard and further recommendations.
• Witness and report writer information, including contact information

The above inclusions to the incident report are similar to the nine contents of a police report, according to Nolo’s information on the contents of a police report. ( source )

Including the items listed above will ensure that your incident report includes the information needed to be effective. Just remember to pay attention to each section of the unique report type you are completing if there is further information called for on the report that is not listed above, as will be the case in any situation where customized or unique events transpire that require incident reporting.

For a more in-depth look at the Incident Reporting process, read about The Incident Report And The Disclosure Process here.

Are you looking for a solution for your incident and inspection reporting?

Let’s move on to the process of completing the report. Using a method and adopting uniform procedures ensures all staff receive equal training and understand their roles and steps required for your health and safety incident reporting practices.

Before you start writing, consider the legalities for a moment.

3) Legal Concerns With Incident Report Contents

There is no shortage of lawsuits resulting from workplace incidents in the United States and other countries. According to the Bureau of Labor Statistics, in 2019 in the United States, private industry nonfatal injuries in the workplace were reported to be 2.8 million . That’s an awful lot of injuries and an awful lot of potential litigation.

So, how do companies protect themselves? The first step is to ensure that incident reports are filled out honestly and to the best of the reporter’s ability. But there’s more to it, especially if an injury or incident at work lands your company (or you) in court.

According to Immix Law, simply stamping confidential on an incident report won’t protect your company from having to divulge said document in court. The document must qualify as a “work product” under the Work Product Doctrine in many US states. ( source )

The incident report must meet three criteria to qualify as a work product. The incident report has to be:

• Documents or tangible things
• Prepared by a party or its representative
• In anticipation of litigation

As you can see, most incident reports fall short of being classified as documents created in anticipation of litigation. The kicker makes it challenging to keep these documents suppressed should a situation end up in court. After all, these documents are typically a part of everyday business, not prepared in anticipation of legal action.

The bottom line is that you must know what is written in the report. It exemplifies that an intelligent health and safety program includes Near Miss , Safety Leading Indicators , and Dangerous Situation reports at the minimum to aid in incident preventive actions. After all, if you can prevent incidents in the first place, you don’t have to worry about writing too many incident reports in the first place.

Remember to check with your lawyer for all the requirements in your state for reporting incidents, as this article does not constitute legal advice.

Tip: It’s a smart idea to include screening documentation in your incident reporting program to help maintain a safe and healthy work environment in these trying times we live in.

Writing An Incident Report In 11 Steps

Now that you’re prepared and armed with the knowledge of incident report types, data to include, and legalities to keep in mind. So, what is the first step in writing an incident report? The first step to writing an incident report is to determine the appropriate type of report based on the incident type.

Learn more about incident management and streamlining your management here.

1) Obtain The Appropriate Incident Report Type.

Our incident report writing journey begins with the selection of the appropriate document. Your company should have procedures in place for incidents and also have the proper documentation. If you aren’t sure, ask your manager which forms or reports you need for your situation.

You’ll find multiple Incident Report Templates here if you require a downloadable template to get you started.

2) Complete The Administrative Section Of The Report.

The administrative section of your incident report will detail your name, location, time, date, and other information required on your incident report. Notice the cutaway of a near-miss report shown above. The first section of the IR is where the administrative report information is.

3) Completely Fill In Any Victim Information (If Applicable).

You must record the victim’s information if the incident report type is an injury. Take a look at the following cutaway from a generic Employee Injury Report. As you can see, the injured team member’s information, in this case, is included below the administrative area of the report.

4) Completely Fill In Any Witness Information (If Applicable).

Any witness or witnesses present for the incident should have their names and contact information recorded if someone needs to contact them at a later date.

5) Complete Any Section Of The Incident Report About Emergency Services Contacted.

A significant, if not essential, part of the incident report includes emergency service information when these services are involved. If someone calls the police, you should report the names, badge numbers, and division numbers of officers attending. If an injury results in emergency health care, the clinic, hospital, or other emergency service location where a person is taken or sent needs recording.

6) Detail The Events That Led Up To The Incident Occurring.

In many cases where an event occurs that deems an incident report warranted, the incident is often preventable. Investigating the root causes (root cause analysis) can reveal how someone could prevent the incident. Using Safety Leading Indicators to aid in this process is recommended.

For the details leading up to the incident, try to explain all the events that led up to the incident in as great detail as possible. Remember that there are a few trivial points, and some details may seem more relevant in hindsight, so ensure to include everything you can.

7) Detail The Environment And Conditions Present At The Time Of The Incident.

Sometimes incidents are no-fault and caused by environmental conditions. Even the first person on the scene might fall on the way to get sand or salt to clear the ice when it’s icy on the ground. When these uncontrollable incidents occur, or any incident for that matter, it is essential to note any environmental conditions that may have contributed to or even caused the incident. It could be poor visibility, icy or slippery ground, or other atmospheric and environmental conditions that may have contributed.

8) Detail The Incident Itself, Noting Who Or What Was Affected.

The meat and potatoes of the incident report include the detail of the incident itself. In this section, one must pay close attention to detail and avoid including emotion. It can be easy to incorrectly assess a situation during tense incidents and place blame before finding the truth.

When recording the details of the incident, you should attempt to write in an impartial encyclopedic fashion. Detail notes from the third person, adding descriptiveness to the narrative without including personal thoughts, feelings, or suspicions. An unbiased report does not blame individuals; it merely records the events as truthfully as possible.

If a drawing, pictures, video, or other media is available, it is always prudent to include more details. However, a digital reporting solution like the 1 ST Incident Reporting App can include digital media files to improve your incident reporting.

9) Detail The Actions Taken To Mitigate Hazards And Contain The Situation.

A vital component of the incident reporting process includes the steps taken to mitigate a hazard, help an injured person, or other actions to control and aid in preventing further injury or damage from the incident.

Remember the part about the legal ramifications of what we write in the report? If a person is injured and you don’t write down how you provided the aid, you have no record of helping them.

10) Detail Any Recommendations Or Preventive Actions Required.

Like the section on immediate actions taken, we must transcribe any recommended further measures to mitigate hazards. These actions are those that cannot be quickly or easily implemented by the person writing the report. It might include fabricating new machine guards or obtaining traffic lights and sensors for a parking garage entrance. There are many possibilities here; the point is to attempt to do what we can to help prevent further incidents from occurring.

11) Finalize The Incident Report And Sign-off On Its Completion.

The incident report should now be complete. Any incident report’s finalization process should include a quick verification that all necessary information is on the IR. Also, the three considerations before writing ought to find their way into your mind while you read over your report.

A Final Thought On Writing Incident Reports

A concise and encompassing health and safety reporting process is a necessity in today’s world of business. Liability mitigation is imperative for business today, with so many possible incidents. And what better way to aid in incident prevention than by using an efficient reporting system?

If your business isn’t using a digital solution for incident reporting, you’re missing out on a much more efficient way of preventing and documenting incidents. Click here to learn more about creating incident reports and incident management in the workplace .

Take the 1 ST Reporting App , for example. We’ve created a system to aid your business in making the reporting process simple for your staff. With features like near-instant custom notifications, easy document retrieval, and simple supplemental media uploading, a digital reporting solution’s effectiveness over a paper-based process is evident.

• Featured photo by Sora Shimazaki from Pexels .
• https://dmv.ny.gov/dmv-records/how-file-motorist-accident-report
• https://www.nolo.com/legal-encyclopedia/car-accidents-police-reports.html
• https://immixlaw.com/preparing-your-incident-reports/
• https://www.bls.gov/news.release/pdf/osh.pdf

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• Incident Report: Examples, Form Templates & Writing Guide

The saying, “accidents are bound to happen” is true for every individual and organization. In fact, it is normal to encounter incidents that have a far-reaching effect on productivity and when this happens, such an event should be accurately documented in an incident report.

An incident report, therefore, is the first step any individual or organization should take upon the occurrence of any unforeseen event that affects its output while putting other persons at risk. In this article, we will highlight the different features of an incident report and show you how to create an incident report form on Formplus . 

What is an Incident Report?

An incident report is a document that accurately provides the details of an incident; especially one that causes damages, injury, or death. It helps an organization to accurately profile the different events leading to such an incident and the aftermath(s) of this occurrence. 

It is also referred to as an accident report because it typically outlines information relating to an accident or injury. However, an incident report can also contain information about near misses or other unusual or hazardous happenings in different contexts. 

Features of an Incident Report  

An incident report is defined by the following features:

• Detailed Description : It narrates all the events surrounding the incident in question in their exact manner of occurrence. An incident report may include the following information: 
• The circumstances surrounding the incident.
• Date, time, and location of the incident.
• The details on witnesses and victims, if any.
• Reactionary measures put in place.
• The aftermath of the incident.
• Corrective actions are taken to reduce the likelihood of another incident. 

The more specific the incident report is, the more useful it will be in informing corrective decisions. 

• Facts : In an incident report, only the facts are stated. In this document, the reporter is not expected to communicate his or her feelings or opinions about the incident as this can distort the accuracy of the report and distract the organization from the details of the event. 
• Objectivity : An incident report must be written in an objective manner that is devoid of any emotions; regardless of the nature of the incident. The reporter must take extra care to avoid sentiments that can get in the way of an objective presentation of the details of the incident. 
• Sequence: An incident report presents events chronologically, that is, in their sequence of occurrence. The details must be organized in a logical manner that is easy to read, navigate and understand, and you are free to use subheadings and bullet points where applicable. 
• Witness Statements : When necessary, include first-hand information provided by witnesses about the incident. This can be in the form of direct statements made by the witnesses and they should be placed within quotation marks while you also provide information that explains the witnesses’ positions.
• Authorization: An incident report must be formally authorized by the reporter and other supervisor officers in the organization. This validates the information provided and it is important for the supervisory officer to proofread the information provided before appending his or her signature on the document. 

Types of Incident Reports

1. workplace incident report  .

A workplace incident report is a form that is used to profile physical occurrences that impact an employee’s productivity in the workplace. It includes workplace injuries, near misses, and accidents that have a negative impact on the employee (s) and the organization, in general. 

Usually, labor laws specify the kind of information that should be spelled out in a workplace incident report. This type of incident report may also highlight an employee’s concerns with an organization’s safety practices, security breaches, and workplace conduct. 

Examples of workplace incident reports include:

• A report about sexual harassment or assault in the workplace.
• A report about a fire incident that occurred within the office premises. 

2. Accident Report  

An accident report is a type of incident report that contains information about an accident or emergency that may be fatal, ghastly, or minor. An accident report is not restricted to the workplace as it can also be filed by law enforcement agents and safety officers. 

It is also referred to as an accident investigation report because it highlights all the probable causative factors that are responsible for the accident. It also helps the concerned parties to determine the extent of the damage and to support or refute insurance claims. 

Examples of accident reports include:

• A report on a fatal plane crash.
• A report of an explosion on an organization’s premises.

3. Security/Police Incident Report . 

A police incident report is a type of incident report that is used to keep track of the thefts/losses and any other types of security events that take place within specific premises. This report is important because it helps an organization keep track of security breaches and safety measures.

A security or police incident report is usually filed by the security personnel in charge of the premises where the security breach took place. It can also be filed in cases of computer system breaches, unauthorized access to an organization’s database, and compromised user accounts. 

Examples of safety and security incident report include:

• A report of property theft in an organization.
• A report on a burglary attempt in a neighborhood. 

Here are 7 Incident Report Form Template

1. incident report form.

Use this incident report form template to swiftly collect information about accidents and injuries as they occur. The Formplus incident report form will help your organization to easily track and record any unfortunate incidents and this information can prove useful in forestalling such an occurrence in the future. 

This form allows you to collect useful information about the victim, the location of the incident, and the nature of the incident. You can edit it in the form builder by adding more form fields to enable you to collect more information such as the signature of the reporter and the time of the report. 

2. Sexual Harassment Complaint Form

Allow your employees and clients to easily report any cases of sexual harassment for immediate investigation and redress using this sexual harassment complaint form . This form template enables victims of sexual harassment to inform the appropriate authorities about sexual abuse and sexual assault in the workplace.

With multiple form sharing options, Formplus allows you to easily share this sexual harassment form with your employees and the general public. You can embed the form on your organization’s website and you can also share it with your official social media pages through the direct sharing buttons.

3. Workplace Harassment Form

The Formplus workplace harassment form allows your employees to file a formal complaint about workplace harassment. This workplace harassment form template will help you to effectively track and address any cases of bullying, sexual harassment or assault in your organization. 

With this form, you can collect a range of important information with regard to the nature of the harassment and the employee details of the complainant and the accused. You can use this form template or edit it to suit your organization’s needs in the form builder. 

4. Online Petition Form

Do you want to advocate for a change or register your displeasure about a particular policy or action? Use this online petition form template to easily create a petition for the government, an individual or an organization. 

In the Formplus online petition form, you can directly collect digital signatures from petition signatories using the e-signature field. Formplus also allows your form respondents to fill and submit your online petition when they have limited or no internet access.

5. Proxy Form

With this proxy form template, you can formally empower a third party to make decisions on your behalf for a specific period of time. This form serves as a legal tender and it helps you to avoid the inconsistencies that are associated with a verbal authorization.  

The Formplus proxy form template contains signature fields that collect the digital signatures of all parties involved in this agreement. You can also edit the form in the builder to include more form fields when you sign up on Formplus

6. Bug Report Form

This bug report form will help you to stay on top of every situation by collecting real-time reports about different issues that may arise with your online services.

This form allows your customers to swiftly register their dissatisfaction with your organization’s online services so that you can resolve them in time. 

7. Daily Report Form

Track your worker’s daily productivity using this daily report form template. The Formplus daily report form allows you to assess your worker’s performance at the end of the day, and you can edit it to suit your organization’s needs in the form builder. 

Can’t find your preferred incident report form? learn how to create one below.

How to Create an Incident Report Form on Formplus

1. sign in to formplus.

In the Formplus builder, you can easily create your organization’s incident report form by dragging and dropping preferred fields into your form. To access the Formplus builder, you will need to create an account on Formplus. 

Once you do this, sign in to your account and click on “Create Form ” to begin. 

2. Edit Form Title

Click on the field provided to input your form title, for example, “Incident Report Form”.

3. Edit Form

Click on the edit button to edit the form.

• Edit fields: You can modify your form field to be hidden or read-only based on your organization’s needs. 
• Click on “Save”
• Preview form. 

4. Form Customization

With the form customization options, you can easily change the outlook of your form and make it more unique and personalized. Formplus allows you to change your form theme, add background images and even change the font according to your needs. 

5. Multiple Sharing Options

How to write an incident report letter.

An incident report letter is a formal document that contains all the information with regard to the particular occurrence that is being reported. A good incident report letter effectively outlines the different events surrounding the incident and suggests measures that can be taken to avoid a recurrence in the future.

Here is a step-by-step guide on how to write an incident report letter:

Follow the Protocol

Find out if your organization already has a procedure for writing an incident report letter. In many cases, organizations have a template for this type of letter and it is best to follow the provided outline to avoid any inconsistencies. 

Write your Letter as Soon as Possible

Typically, an incident report letter should be sent in, at most, 48 hours after the incident. Writing your letter immediately after the incident would help you to provide vivid and accurate descriptions of the events surrounding the incident. 

Outline the Facts

Usually, an incident report letter follows the 5Ws and 1H format, that is, what, when, where, who, why and how. Typically, it should explicitly state the following:  

• The time and date of the incident
• The location of the incident
• Your name and other bio-data details.
• The name(s) of any other individual(s) involved in the incident.
• Provide a general overview of the occurrence.
• Provide a detailed description of the incident: Write about the incident in the sequence of occurrence, from the first-person point of view. 
• Suggest proactive measures that can be taken to avoid a recurrence of the incident. 

Incident Report Letter Sample

Uses of incident report  .

• An incident report allows you to accurately document the details of any occurrence in your organization. This information may be useful in the future when dealing with liability issues stemming from the incident. 
• It evaluates the incident and provides recommendations on precautionary and reactionary measures to be taken. 
• An incident report serves as an effective feedback mechanism and it raises the overall awareness of your employees and clients. 
• It improves the safety culture of your organization. 
• A near-miss incident report provides invaluable information that enables companies to proactively resolve hazards. 
• Incident reports can also be used as safety documents that highlight potential risks and uncontrolled hazards found in the workplace.

Conclusion  

When drafting an incident report, it is important for you to accurately reflect the different events in the order in which their order of occurrences. You should also take extra care to document facts and not opinions or hearsays because these will affect the validity and usefulness of the report in the end. 

Finally, it is easier to document an incident report using an online form. Online forms are more convenient and you can easily embed them on your organization’s website or share them with your social media pages so that all concerned parties can access them easily. 

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Home — Essay Samples — Law, Crime & Punishment — Criminal Procedure — Crime Scene Report Examples

Crime Scene Report Examples

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Published: Mar 25, 2024

Words: 260 | Page: 1 | 2 min read

Table of contents

Example of a crime scene report, type of incident: burglary, reporting officer: detective john smith, description of the scene:, evidence collected:, witness statements:, investigator's observations and conclusions:.

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Incident Reports Samples For Students

61 samples of this type

Do you feel the need to check out some previously written Reports on Incident before you get down to writing an own piece? In this open-access catalog of Incident Report examples, you are provided with an exciting opportunity to discover meaningful topics, content structuring techniques, text flow, formatting styles, and other academically acclaimed writing practices. Applying them while crafting your own Incident Report will definitely allow you to complete the piece faster.

Presenting high-quality samples isn't the only way our free essays service can aid students in their writing efforts – our authors can also compose from point zero a fully customized Report on Incident that would make a strong foundation for your own academic work.

Purpose: Exemplar Report To Follow

The standard operating procedure for security department has been prepared to provide a response framework to different emergencies at the Phillips 66 Company. The purpose of reporting Crisis Management (CM) Notifications is to ensure that the Executive Leadership Team (ELT) is aware of crisis incidents and potential impacts to the company. It delivers complete information about standard operating procedure of security department of the company. It identifies the strengths of ELT and shows the team’s approaches and capabilities to control the security system effectively.

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The first part of the paper carries the introduction. Reflective techniques are discussed followed by the problem statement. This section contains the rules and a description of the simulation game. The approach and analysis section follow. Self reflection is defined, and the associated theories are discussed. The next section is on critical incidents. Three incidents are discussed, and they are related to reflection theories. Mini concussions follow each of these incidents. After this, the overall conclusion is last.

Approach and analysis techniques.4

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Works Cited9

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Executive Summary 3

Introduction 4 Stakeholder’s Approach Theory 4-5 Major Stakeholders 5 Impact of the Incident to the Organization 6-7 Further Discussion 7-9 Ethical Theories behind the Incident 9 SBS Strengths: Ethics in Leadership and Organizational Culture 10-12 Recommendation/Conclusion 12 -14

References 15

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Roles and Responsibilities

• Work Place Manager - Notify the appropriate emergency service such as police, ambulances, and electricity supplier of an emergency, and also call for an evacuation procedure.
• Emergency Service Commander - Assume control during an emergency, and send services to the site
• Employees - switch all power operated equipment on the site; move calmly to a safe area; wait for roll call and further instructions from supervisors; and return to work only if instructed.

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Below is a report of the facility analysis done on Acoustic Cafe in order to assess the level of Fire Protection and Prevention status. Fire extinguishers are present at several locations on the facility. They hang on the wall and the pressure gauges show the correct pressure. They are well maintained and free of signs of corrosion. The fire extinguishers are within their annual inspection dates although they are due for inspection in a few months time. All the fire extinguishers are unobstructed and are freely visible. They are regularly inspected by the Menomonie fire department.

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• English 101

Sample Essay on Incident report: Break-in the Company

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I am reporting a break-in incident in the company’s main office, which I noticed as I arrived for work, March 22, 2015, at 7.30 a.m. The break-in was perpetrated from the company’s office main door. The door’s lock had been wrecked which indicated a forced entry as it had been significantly damaged. Upon entry into the office, I noticed the staff’s locker cabin had also been shattered and files lay scattered all over the floor. I headed straight to my desk where I noticed too that it had been crushed and most of my files were missing. I noticed it since it was an unusual occurrence from the time I joined the company. I wondered what to do next as nothing was in order in the office main door. From the company policy, I realized that I first needed to contact police staff to come immediately to investigate the incident.

I contacted the manager and the police department where I informed about the incident to the police in charge who promised to send a crew to the company. The police crew arrived latter and had their forensic search of any clue about the perpetrators of the incidence could have left. I was requested by the officer in-charge to write a police statement on the details of the incidence. It was hard for me to write a police statement because I knew nothing about the incidence. The officer insisted that I need to write the statement first for the investigation to start immediately. I did as required of me; I wrote the police statement of what I found since I was the first person to enter through office main door.

The other staffs arrived and were summoned to identify the files that could be missing. The manager noted that his safe had been destroyed and cash stolen. Employees’ files were also destroyed and missing. Computers and printers at the reception were all stolen. The unknown persons that could be having the evidence of the incident destroyed CCTV cameras. Accounting documents and files including accounting payment systems were destroyed. The amount of money that was in the company account was withdrawn.  The account was zero at the time senior accountants confirmed with their systems. After the assessment of the scattered files was done, it was realized that important business proposals were missing too. The amount of money that was in the account was five thousands US dollars. The total loss that had been incurred by the robbery was approximated to be more than five million US dollars. This was a huge loss to the company since no past records of such heavy loss had been experienced before.

A claim proposal was hence to be drafted for the insurance company to cater for the loss. We have also contacted CCTV installers who came and installed again the CCTV cameras. The reception computers were bought to replace the stolen computers. All the expenses were funded from the operating budgets . In the future, for such an incidence not to happen there was the need to employ the services of a security firm. We need to develop a plan regarding similar future incidence and how to handle it if they occur again. The company is going to track all the paid accounts using our banking institutions systems and our systems.

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How to Write a Motor Vehicle Accident Report

Last Updated: December 12, 2023 Approved

Gathering Information

Describing the incident, diagramming the scene, sample accident report, expert q&a.

This article was co-authored by Lahaina Araneta, JD and by wikiHow staff writer, Jennifer Mueller, JD . Lahaina Araneta, Esq. is an Immigration Attorney for Orange County, California with over 6 years of experience. She received her JD from Loyola Law School in 2012. In law school, she participated in the immigrant justice practicum and served as a volunteer with several nonprofit agencies. There are 7 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, several readers have written to tell us that this article was helpful to them, earning it our reader-approved status. This article has been viewed 501,757 times.

Typically when you're in an accident on the road, the police will complete a police report describing the accident. However, in some cases you may need to submit your own report, either to your insurance company or your state's DMV. If you need to write a motor vehicle report, take time to gather accurate information so you can describe the incident with as much detail as possible. [1] X Research source

Things You Should Know

• Copy down the driver's license, vehicle, and insurance information from the other driver. Get contact information for any witnesses, as well.
• Explain what happened and who was involved, including the location and nature of the accident as well as any injuries or property damage.
• Take photos and/or create a diagram of the scene that shows what happened.

• Check to make sure that there are no injuries. If someone is hurt, call for help first before trying to get their information.
• Get the other driver's license. Write down their name, home address, birth date, and gender. You'll also want the name of the state that issued their license, their license number, and the date it expires. Give them this information for yourself as well.
• If the other driver does not have insurance or identification, call the police. Tell the police that you cannot get the required legal documents of the other driver. They will come out and handle the situation.

• Write down specifics about where there is damage. For example, you might say "Sedan has broken bumper and dent in the rear quarter panel."
• Take down the license tag number for all the vehicles, along with the name of the state. You also might want to make note of the vehicle's VINs (vehicle identification numbers) for insurance purposes.

• If you get their phone number, make a note of when is the best time to reach them at that number.

• Take your photos as soon as possible after the accident occurs, so the light and weather conditions are similar. Photograph the scene from multiple angles if it is possible for you to do this safely.
• You also might want to take pictures of all the people involved in the accident. These can be helpful later if someone claims an injury later when they seemed fine at the scene.
• If you were injured, take pictures of your injuries as soon as possible – ideally, before they are treated by a medical professional.

• It's best to get a statement from a witness at the scene, and then get their phone number in case you need to follow up with them later. Many witnesses won't come forward after the accident. If possible, take a video or audio recording on your phone of their statement.
• Write down exactly where they were when the accident occurred. If possible, take pictures of the scene from where they were standing, so you have an image of their vantage point. If there are any signs, posts, trees, or other objects obscuring their line of sight, make a note of those as well.

• You'll also need the same information for any other drivers who were involved in the accident. If there were passengers or pedestrians also involved in the accident, provide their names, ages, and genders.
• Get numbers of first-responder vehicles and the names and badge numbers of first responders, if possible.

• Your city or state may have a specific form for you to fill out that includes spaces for specific details, such as the weather, light, and road conditions.
• If you don't remember the conditions and weren't able to take any photos, leave these details blank – don't just guess or look up an old weather report. You need to be able to vouch for every detail included in your report.
• Provide any photos or videos you have showing the conditions at the time of the accident to support your case.

• For example, if the accident occurred on the interstate, you would need to note the name and direction of the interstate as well as the mile markers or any exits before and after the accident. Include the estimated distance from the nearest marker.
• On city streets, you also might want to include any landmarks. Describe the street, including whether there is a sidewalk or bike lane.
• If any other property was involved, describe it as well as where it is relative to the street.

• For example, suppose the other driver rolled through an intersection and hit the side of your car while you had the right of way. You can say that you had the right of way – that's a fact. However, a statement such as "the other driver wasn't paying attention" would be an opinion.
• If there are gaps in your memory or specific details you don't remember, state in your report that you don't remember. That way you can fill in the detail later if your memory returns.
• If there were pedestrians involved, describe what they were doing. For example, the pedestrian may have been crossing the street in the sidewalk, or may have run out in traffic to retrieve something.

• You also might want to describe where they were located relative to the scene of the accident and what they saw. For example, the person may have been standing on the corner waiting to cross the street when the accident happened, or they may have come over afterward.
• If you managed to get a video or recording of the witness, include it in your report. If the witness doesn't come forward, this recording can act as evidence instead.

• If you or anyone else called 911, give an approximate time that call took place and describe who showed up at the scene.
• If paramedics arrived, discuss whether anyone was treated at the scene or transported to a hospital for further treatment.

• Provide a rough estimate of property damage or damage to vehicles involved in the crash. You should state specifically if you believe a vehicle to be totaled.
• If there were any fatalities as a result of the accident, list them separately. Include the name, age, and gender of anyone injured, and classify the severity of their injuries as best you can. Describe where on the body the injury was located and the person's role in the accident. If they were immediately transported to a hospital, provide the name of the hospital where they were taken.

• Just stick to the specific road or other area where the accident took place. There's no need to include adjoining blocks or side streets if they weren't directly involved in the accident.
• Make sure you have the correct number of lanes and that any traffic lights or signs are marked correctly.

• For example, suppose the accident occurred at an intersection. You were heading north, while the other car was headed west. Draw an arrow for the cars to indicate the direction in which they're traveling, and write out each of the directions along the four sides of your drawing.

• If there were other cars nearby that weren't involved in the accident, you can still draw boxes for them if you want, but don't worry about getting too detailed. Other cars are only really important to the extent that they affected the ability of you or the other driver to avoid the accident.

• If the speed the cars were traveling is in dispute, make a note of this on your report, but keep your reported facts objective. If you thought the driver of the other car was going faster than they claimed they were going, simply say it appeared they were going one speed, but they claim they were going another speed.

• If they were in another vehicle but were not involved in the accident, draw a box to represent their vehicle and put their "X" inside. Note if they were a passenger or driver of the vehicle, and where they were seated.
• If a witness's view was partially obstructed, include whatever obstructed their view in your diagram.

• After you sign and date your accident report, make a copy of it for your records before you submit it to the relevant authorities.
• Generally you want to submit your accident report as soon as possible after the accident occurred. Check with the company or department where you need to send your report and find out if there's a deadline you must meet.

You Might Also Like

• ↑ https://www.dmv.org/insurance/when-to-report-an-auto-accident-to-the-dmv.php
• ↑ https://www.dmv.ca.gov/web/eng_pdf/sr1.pdf
• ↑ https://www.findlaw.com/injury/car-accidents/after-a-car-accident-first-steps.html
• ↑ https://www.oregon.gov/ODOT/Forms/DMV/32fill.pdf
• ↑ https://dmv.ny.gov/forms/mv104.pdf
• ↑ https://thelawdictionary.org/article/how-to-write-an-accident-report/
• ↑ https://dmv.ny.gov/forms/mv104.pdf/

About This Article

To write a motor vehicle accident report, start by getting the other driver’s name and insurance information. You should also write down information about their vehicle, including the year, make, model, color, and license plate number, as well as a description of the damage. For example, you might say "Sedan has broken bumper and dent in the rear quarter panel." If you have a camera or smart phone, take pictures of the vehicle damage, the surrounding area, and any injuries so you can describe the incident in your report in as much detail as possible. For more tips from our legal co-author, like how to make a diagram of the accident, keep reading! Did this summary help you? Yes No

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Investigation Report

Reports are mainly used to convey important sources of information, observation or an investigation to a specific audience for a specific purpose.  Reports structure are often presented in an organized format, made simple for the audience to understand.

In some cases, reports are presented to encourage the audience to take a call for action about a certain subject. At times, writers or reporters include certain images, chart examples , graphics and other visuals to reports which can be if great help in grabbing the attention of the reader.

What is an Investigation Report?

An investigative report serves as a formal document that communicates crucial details related to an investigation, regardless of its current status.

It typically comprises an executive summary summarizing the investigation, followed by specific details outlining the findings, observations, and conclusions. These reports can vary based on the nature of the investigation, such as crime-related inquiries or journalistic investigations.

22+ Investigation Report Examples

1. hr internal investigation report template.

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2. Construction Incident Investigation Report

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3. Workplace Investigation Report Template

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7. Compliance Investigation Report Template

8. Investigation Report Template

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Size: A4, US

Incidents happen most of the time, but the details of these incidents play a crucial role too. So, investigations are necessary and to conduct them, you would need the most appropriate tools – one of which  is the investigation report template. What exactly is this, you may be wondering? This would be the document used to inform concerned parties regarding what has happened and what steps are being taken to solve the predicament. Download it on any device and add the necessary details you need to and you are good to go!

9. Accident Incident Investigation Report Template

In search of a report of accident investigation for your company? Then we have just the thing for you. This above-mentioned template is one such document you can download instantly, in any file format you think is best for you. You can create an effective document to help gather all the details of the event that took place before, during and after the accident. This information is then used to find the cause of the accident and take the steps to control or eliminate it to prevent similar accidents from happening in the future. Include factors such as work environment, job constraints, and supervisory or work experience . Try it out now!

10. Presentence Investigation Report Template

Understanding the criminal record of a person before their sentencing determines if there are justifying circumstances that should lighten the sentence of criminal behavior to increase the harshness of the  sentence. You can edit and modify the file to fit your specifics with ease. Save a lot of time and effort as you do not have to make an investigation report from scratch.

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Importance of an Investigation Report:

Investigation reports usually provide the audience with a quick view of the investigation that has taken place recently. The main purpose of such a report is that it should enlighten the audience about the subject of investigation and the whole report itself. You can also take a look at technical report templates for more.

In presenting an investigation report, the audience will be able to understand the purpose of the whole investigation and identify whether or not the resources intended for the investigation were used accordingly. An investigation report also gives the audience an idea of the factors, both positive and negative, that are affected by the investigation. This also explains how those conducting the investigation derives the conclusions they provide. Check short report examples for more.

Investigation reports give the reporters a chance to share the results of their investigation. This way, they can also ask the audience for their opinions if any. It can thus be said that the investigation report writing explains the process of the investigation in a way that can be easily understood by others.

How to Write an Investigation Report?

Writing an investigation report can be a draining process. One needs enough concentration to be able to deliver the essential points of the investigation most clearly and understandably. There are a few key steps you need to follow in writing an investigation report. These steeps are as follows:

Step 1: Keep the Purpose in Mind

The first thing you need to know is what is the purpose of your investigation. Before you write a report, know why you are writing a report in the first place. This way you have a better idea of how to write the perfect investigation report, without missing the things that need to be added in it.

Step 2: Collect the Information regarding the Investigation

Research report . Interview people. Gather all the needed data you need for the report you make for investigation. If you do in it advance, then you do not need to run places for details during the writing of your report.

Step 3: Arrange the Information into Different Sections

Organize your report by dividing the information into different sections, for better understanding.

Step 4: Mind the Tone and Language

You should always sound formal reports , and of course, use formal language in delivering your report.

Step 5: Consider the Length

This will depend on the length of the investigation itself. You must keep your reports short because not many people would like to read long reports.

Step 6: State Accurate Facts

Make sure the facts you share are accurate. In most cases, the reporter is not allowed to include personal or any biased opinions in the investigation report he/she writes, as this can change the whole situation to something one does not want to face. Check management report examples that are available online for more.

Step 7: Review the Report

Avoid discussing any unrelated information. Revision is one way to improve your report. Simplicity id one crucial factor for your readers to understand in this way, they can understand your report better. Keep the report as simple as you can, so that it is not very tough for your readers to read and understand what you say.

You can take the help of any of the templates that are mentioned in this article to make the best investigation report you need to write or you can also check for more online. All you would have to do is download the one you think is best for you and edit it as per your needs and preferences.

General FAQs

1. what is an investigation report.

An investigation report is a formal document that is written once a formal complaint is filed to inform a concerned party about a specific incident that has occurred. It also states what actions might be taken regarding the situation.

2. What are the Components of the Investigation Report?

Following are the components of an investigation report:

• Case Information
• Referral source
• Details of the accusation
• Information about the subject
• Investigation purpose
• Interview reports
• Recommendations.

3. What is the Main Purpose of an Investigation Report?

The main purpose of an investigation report is to record the steps and findings of an investigation. It helps uncover topics that can provide new insight into a case. It also helps present relevant data that can be used to implement preventive measures in your organization.

4. What are the Different Examples of Investigations?

Following are the different examples of investigations:

• Fraud investigations
• Crime scene investigations
• Accident investigations
• Theft investigations
• Assault investigations
• Homicide investigations
• Workplace investigations , etc.

5. What are the Steps of an Incident Investigation?

Following are the steps of an incident investigation:

• Take immediate action
• Plan your investigation
• Collect the data
• Analyze the data
• Implement corrective actions
• Report the investigation.

Report Generator

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Thousands Believe Covid Vaccines Harmed Them. Is Anyone Listening?

All vaccines have at least occasional side effects. But people who say they were injured by Covid vaccines believe their cases have been ignored.

Shaun Barcavage, 54, a nurse practitioner in New York City, said that ever since his first Covid shot, standing up has sent his heart racing. Credit... Hannah Yoon for The New York Times

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By Apoorva Mandavilli

Apoorva Mandavilli spent more than a year talking to dozens of experts in vaccine science, policymakers and people who said they had experienced serious side effects after receiving a Covid-19 vaccine.

• Published May 3, 2024 Updated May 4, 2024

Within minutes of getting the Johnson & Johnson Covid-19 vaccine, Michelle Zimmerman felt pain racing from her left arm up to her ear and down to her fingertips. Within days, she was unbearably sensitive to light and struggled to remember simple facts.

She was 37, with a Ph.D. in neuroscience, and until then could ride her bicycle 20 miles, teach a dance class and give a lecture on artificial intelligence, all in the same day. Now, more than three years later, she lives with her parents. Eventually diagnosed with brain damage, she cannot work, drive or even stand for long periods of time.

“When I let myself think about the devastation of what this has done to my life, and how much I’ve lost, sometimes it feels even too hard to comprehend,” said Dr. Zimmerman, who believes her injury is due to a contaminated vaccine batch .

The Covid vaccines, a triumph of science and public health, are estimated to have prevented millions of hospitalizations and deaths . Yet even the best vaccines produce rare but serious side effects . And the Covid vaccines have been given to more than 270 million people in the United States, in nearly 677 million doses .

Dr. Zimmerman’s account is among the more harrowing, but thousands of Americans believe they suffered serious side effects following Covid vaccination. As of April, just over 13,000 vaccine-injury compensation claims have been filed with the federal government — but to little avail. Only 19 percent have been reviewed. Only 47 of those were deemed eligible for compensation, and only 12 have been paid out, at an average of about $3,600 .

Some scientists fear that patients with real injuries are being denied help and believe that more needs to be done to clarify the possible risks.

“At least long Covid has been somewhat recognized,” said Akiko Iwasaki, an immunologist and vaccine expert at Yale University. But people who say they have post-vaccination injuries are “just completely ignored and dismissed and gaslighted,” she added.

In interviews and email exchanges conducted over several months, federal health officials insisted that serious side effects were extremely rare and that their surveillance efforts were more than sufficient to detect patterns of adverse events.

“Hundreds of millions of people in the United States have safely received Covid vaccines under the most intense safety monitoring in U.S. history,” Jeff Nesbit, a spokesman for the Department of Health and Human Services, said in an emailed statement.

But in a recent interview, Dr. Janet Woodcock, a longtime leader of the Food and Drug Administration, who retired in February, said she believed that some recipients had experienced uncommon but “serious” and “life-changing” reactions beyond those described by federal agencies.

“I feel bad for those people,” said Dr. Woodcock, who became the F.D.A.’s acting commissioner in January 2021 as the vaccines were rolling out. “I believe their suffering should be acknowledged, that they have real problems, and they should be taken seriously.”

“I’m disappointed in myself,” she added. “I did a lot of things I feel very good about, but this is one of the few things I feel I just didn’t bring it home.”

Federal officials and independent scientists face a number of challenges in identifying potential vaccine side effects.

The nation’s fragmented health care system complicates detection of very rare side effects, a process that depends on an analysis of huge amounts of data. That’s a difficult task when a patient may be tested for Covid at Walgreens, get vaccinated at CVS, go to a local clinic for minor ailments and seek care at a hospital for serious conditions. Each place may rely on different health record systems.

There is no central repository of vaccine recipients, nor of medical records, and no easy to way to pool these data. Reports to the largest federal database of so-called adverse events can be made by anyone, about anything. It’s not even clear what officials should be looking for.

“I mean, you’re not going to find ‘brain fog’ in the medical record or claims data, and so then you’re not going to find” a signal that it may be linked to vaccination, Dr. Woodcock said. If such a side effect is not acknowledged by federal officials, “it’s because it doesn’t have a good research definition,” she added. “It isn’t, like, malevolence on their part.”

The government’s understaffed compensation fund has paid so little because it officially recognizes few side effects for Covid vaccines. And vaccine supporters, including federal officials, worry that even a whisper of possible side effects feeds into misinformation spread by a vitriolic anti-vaccine movement.

‘I’m Not Real’

Patients who believe they experienced serious side effects say they have received little support or acknowledgment.

Shaun Barcavage, 54, a nurse practitioner in New York City who has worked on clinical trials for H.I.V. and Covid, said that ever since his first Covid shot, merely standing up sent his heart racing — a symptom suggestive of postural orthostatic tachycardia syndrome , a neurological disorder that some studies have linked to both Covid and, much less often, vaccination .

He also experienced stinging pain in his eyes, mouth and genitals, which has abated, and tinnitus, which has not.

“I can’t get the government to help me,” Mr. Barcavage said of his fruitless pleas to federal agencies and elected representatives. “I am told I’m not real. I’m told I’m rare. I’m told I’m coincidence.”

Renee France, 49, a physical therapist in Seattle, developed Bell’s palsy — a form of facial paralysis, usually temporary — and a dramatic rash that neatly bisected her face. Bell’s palsy is a known side effect of other vaccines, and it has been linked to Covid vaccination in some studies.

But Dr. France said doctors were dismissive of any connection to the Covid vaccines. The rash, a bout of shingles, debilitated her for three weeks, so Dr. France reported it to federal databases twice.

“I thought for sure someone would reach out, but no one ever did,” she said.

Similar sentiments were echoed in interviews, conducted over more than a year, with 30 people who said they had been harmed by Covid shots. They described a variety of symptoms following vaccination, some neurological, some autoimmune, some cardiovascular.

All said they had been turned away by physicians, told their symptoms were psychosomatic, or labeled anti-vaccine by family and friends — despite the fact that they supported vaccines.

Even leading experts in vaccine science have run up against disbelief and ambivalence.

Dr. Gregory Poland, 68, editor in chief of the journal Vaccine, said that a loud whooshing sound in his ears had accompanied every moment since his first shot, but that his entreaties to colleagues at the Centers for Disease Control and Prevention to explore the phenomenon, tinnitus, had led nowhere.

He received polite responses to his many emails, but “I just don’t get any sense of movement,” he said.

“If they have done studies, those studies should be published,” Dr. Poland added. In despair that he might “never hear silence again,” he has sought solace in meditation and his religious faith.

Dr. Buddy Creech, 50, who led several Covid vaccine trials at Vanderbilt University, said his tinnitus and racing heart lasted about a week after each shot. “It’s very similar to what I experienced during acute Covid, back in March of 2020,” Dr. Creech said.

Research may ultimately find that most reported side effects are unrelated to the vaccine, he acknowledged. Many can be caused by Covid itself.

“Regardless, when our patients experience a side effect that may or may not be related to the vaccine, we owe it to them to investigate that as completely as we can,” Dr. Creech said.

Federal health officials say they do not believe that the Covid vaccines caused the illnesses described by patients like Mr. Barcavage, Dr. Zimmerman and Dr. France. The vaccines may cause transient reactions, such as swelling, fatigue and fever, according to the C.D.C., but the agency has documented only four serious but rare side effects .

Two are associated with the Johnson & Johnson vaccine, which is no longer available in the United States: Guillain-Barré syndrome , a known side effect of other vaccines , including the flu shot; and a blood-clotting disorder.

The C.D.C. also links mRNA vaccines made by Pfizer-BioNTech and Moderna to heart inflammation, or myocarditis, especially in boys and young men. And the agency warns of anaphylaxis, or severe allergic reaction, which can occur after any vaccination.

Listening for Signals

Agency scientists are monitoring large databases containing medical information on millions of Americans for patterns that might suggest a hitherto unknown side effect of vaccination, said Dr. Demetre Daskalakis, director of the C.D.C.’s National Center for Immunization and Respiratory Diseases.

“We toe the line by reporting the signals that we think are real signals and reporting them as soon as we identify them as signals,” he said. The agency’s systems for monitoring vaccine safety are “pretty close” to ideal, he said.

Those national surveillance efforts include the Vaccine Adverse Event Reporting System (VAERS). It is the largest database, but also the least reliable: Reports of side effects can be submitted by anyone and are not vetted, so they may be subject to bias or manipulation.

The system contains roughly one million reports regarding Covid vaccination, the vast majority for mild events, according to the C.D.C.

Federal researchers also comb through databases that combine electronic health records and insurance claims on tens of millions of Americans. The scientists monitor the data for 23 conditions that may occur following Covid vaccination. Officials remain alert to others that may pop up, Dr. Daskalakis said.

But there are gaps, some experts noted. The Covid shots administered at mass vaccination sites were not recorded in insurance claims databases, for example, and medical records in the United States are not centralized.

“It’s harder to see signals when you have so many people, and things are happening in different parts of the country, and they’re not all collected in the same system,” said Rebecca Chandler, a vaccine safety expert at the Coalition for Epidemic Preparedness Innovations.

An expert panel convened by the National Academies concluded in April that for the vast majority of side effects, there was not enough data to accept or reject a link.

Asked at a recent congressional hearing whether the nation’s vaccine-safety surveillance was sufficient, Dr. Peter Marks, director of the F.D.A.’s Center for Biologics Evaluation and Research, said, “I do believe we could do better.”

In some countries with centralized health care systems, officials have actively sought out reports of serious side effects of Covid vaccines and reached conclusions that U.S. health authorities have not.

In Hong Kong, the government analyzed centralized medical records of patients after vaccination and paid people to come forward with problems. The strategy identified “a lot of mild cases that other countries would not otherwise pick up,” said Ian Wong, a researcher at the University of Hong Kong who led the nation’s vaccine safety efforts.

That included the finding that in rare instances — about seven per million doses — the Pfizer-BioNTech vaccine triggered a bout of shingles serious enough to require hospitalization.

The European Medicines Agency has linked the Pfizer and Moderna vaccines to facial paralysis, tingling sensations and numbness. The E.M.A. also counts tinnitus as a side effect of the Johnson & Johnson vaccine, although the American health agencies do not. There are more than 17,000 reports of tinnitus following Covid vaccination in VAERS.

Are the two linked? It’s not clear. As many as one in four adults has some form of tinnitus. Stress, anxiety, grief and aging can lead to the condition, as can infections like Covid itself and the flu.

There is no test or scan for tinnitus, and scientists cannot easily study it because the inner ear is tiny, delicate and encased in bone, said Dr. Konstantina Stankovic, an otolaryngologist at Stanford University.

Still, an analysis of health records from nearly 2.6 million people in the United States found that about 0.04 percent , or about 1,000, were diagnosed with tinnitus within three weeks of their first mRNA shot. In March, researchers in Australia published a study linking tinnitus and vertigo to the vaccines .

The F.D.A. is monitoring reports of tinnitus, but “at this time, the available evidence does not suggest a causal association with the Covid-19 vaccines,” the agency said in a statement.

Despite surveillance efforts, U.S. officials were not the first to identify a significant Covid vaccine side effect: myocarditis in young people receiving mRNA vaccines. It was Israeli authorities who first raised the alarm in April 2021. Officials in the United States said at the time that they had not seen a link.

On May 22, 2021, news broke that the C.D.C. was investigating a “relatively few” cases of myocarditis. By June 23, the number of myocarditis reports in VAERS had risen to more than 1,200 — a hint that it is important to tell doctors and patients what to look for.

Later analyses showed that the risk for myocarditis and pericarditis, a related condition, is highest after a second dose of an mRNA Covid vaccine in adolescent males aged 12 to 17 years.

In many people, vaccine-related myocarditis is transient. But some patients continue to experience pain, breathlessness and depression, and some show persistent changes on heart scans . The C.D.C. has said there were no confirmed deaths related to myocarditis, but in fact there have been several accounts of deaths reported post-vaccination .

Pervasive Misinformation

The rise of the anti-vaccine movement has made it difficult for scientists, in and out of government, to candidly address potential side effects, some experts said. Much of the narrative on the purported dangers of Covid vaccines is patently false, or at least exaggerated, cooked up by savvy anti-vaccine campaigns.

Questions about Covid vaccine safety are core to Robert F. Kennedy Jr.’s presidential campaign. Citing debunked theories about altered DNA, Florida’s surgeon general has called for a halt to Covid vaccination in the state.

“The sheer nature of misinformation, the scale of misinformation, is staggering, and anything will be twisted to make it seem like it’s not just a devastating side effect but proof of a massive cover-up,” said Dr. Joshua Sharfstein, a vice dean at Johns Hopkins University.

Among the hundreds of millions of Americans who were immunized for Covid, some number would have had heart attacks or strokes anyway. Some women would have miscarried. How to distinguish those caused by the vaccine from those that are coincidences? The only way to resolve the question is intense research .

But the National Institutes of Health is conducting virtually no studies on Covid vaccine safety, several experts noted. William Murphy, a cancer researcher who worked at the N.I.H. for 12 years, has been prodding federal health officials to initiate these studies since 2021.

The officials each responded with “that very tired mantra: ‘But the virus is worse,’” Dr. Murphy recalled. “Yes, the virus is worse, but that doesn’t obviate doing research to make sure that there may be other options.”

A deeper understanding of possible side effects, and who is at risk for them, could have implications for the design of future vaccines, or may indicate that for some young and healthy people, the benefit of Covid shots may no longer outweigh the risks — as some European countries have determined.

Thorough research might also speed assistance to thousands of Americans who say they were injured.

The federal government has long run the National Vaccine Injury Compensation Program , designed to compensate people who suffer injuries after vaccination. Established more than three decades ago, the program sets no limit on the amounts awarded to people found to have been harmed.

But Covid vaccines are not covered by that fund because Congress has not made them subject to the excise tax that pays for it. Some lawmakers have introduced bills to make the change.

Instead, claims regarding Covid vaccines go to the Countermeasures Injury Compensation Program . Intended for public health emergencies, this program has narrow criteria to pay out and sets a limit of $50,000, with stringent standards of proof.

It requires applicants to prove within a year of the injury that it was “the direct result” of getting the Covid vaccine, based on “compelling, reliable, valid, medical, and scientific evidence.”

The program had only four staff members at the beginning of the pandemic, and now has 35 people evaluating claims. Still, it has reviewed only a fraction of the 13,000 claims filed, and has paid out only a dozen.

Dr. Ilka Warshawsky, a 58-year-old pathologist, said she lost all hearing in her right ear after a Covid booster shot. But hearing loss is not a recognized side effect of Covid vaccination.

The compensation program for Covid vaccines sets a high bar for proof, she said, yet offers little information on how to meet it: “These adverse events can be debilitating and life-altering, and so it’s very upsetting that they’re not acknowledged or addressed.”

Dr. Zimmerman, the neuroscientist, submitted her application in October 2021 and provided dozens of supporting medical documents. She received a claim number only in January 2023.

In adjudicating her claim for workers’ compensation, Washington State officials accepted that Covid vaccination caused her injury, but she has yet to get a decision from the federal program.

One of her therapists recently told her she might never be able to live independently again.

“That felt like a devastating blow,” Dr. Zimmerman said. “But I’m trying not to lose hope there will someday be a treatment and a way to cover it.”

Apoorva Mandavilli is a reporter focused on science and global health. She was a part of the team that won the 2021 Pulitzer Prize for Public Service for coverage of the pandemic. More about Apoorva Mandavilli

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