How to Write an Incident Report for Work

Accidents can happen. But an individual's and businesses' response to these incidents is crucial. Alongside a solid health and safety plan and an insurance policy, having a plan in place to create detailed incident reports is vital within a trade business.

An incident report allows business owners, employees, contractors or visitors a clear pathway to report accidents, criminal activity or near-misses. By recording incidents, businesses can identify trends, address safety gaps, and prevent and manage workplace accidents.

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1. Basic details - What goes into an incident report
2. Types of incidents that should be reported 
3. Why do you need to use incident reports?
4. Additional documents
5. What happens after an incident is reported?

1. Basic details - What goes into an incident report 

An incident report serves as a formal way to record the details of accidents, near-misses, or any safety issues. It is often legally required and helps businesses comply with legal and insurance obligations, potentially preventing expensive and complex lawsuits or claims. Incident reports are a useful tool for keeping a straightforward and accurate log of events, ideally done within a few hours of the incident occurring.

When writing a report, provide a clear and concise description of events; including 

• Date and time of the incident
• Description of what happened, including a timeline of events 
• Who was involved and any witnesses
• Any near-miss conditions or safety violations that were present
• What will be done to avoid incidents in the future

2. Types of incidents that should be reported

Any incident that occurs in which a business owner or an employee, contractor or visitor feels at risk, is injured or has an item broken should be reported. 

• Adverse events: These are unexpected incidents that cause injury, harm, or death to an employee, visitor, or patient. They are unplanned and are significant health and safety threats. 
  
  
• Near misses: These are incidents where something happened that almost led to harm. While it may be easy to dismiss these, they are important indicators of potential hazards that need addressing.
  
  
• Hazardous conditions: This category includes any situation which poses a risk of harm to people, property, or the environment.
  
  
• Equipment malfunctions: This refers to unexpected or abnormal functioning of any device, system, or component within the workplace. Causes can range from improper installation to lack of maintenance or the use of outdated equipment.
  
  
• Vehicle collisions: This involves any incident with a work vehicle, including on-site collisions or accidents involving an employee operating a vehicle as part of their job. 
  
  
• Security breaches: These occur when there is unauthorised access, use, alteration, or destruction of confidential information, such as leaking customer details or confidential business details. It can happen either accidentally or intentionally.
  
  
• Crime: Any criminal activity, such as theft, assault or harassment should be reported to the police, as well as logged within an incident report. 
  
  

3. Why do you need to use incident reports?

Without proper reporting in place, businesses risk a host of legal and liability problems down the road. 

• Learning from mistakes: While mistakes do happen, incident reports are an opportunity to review your business's health and safety standards. They are also an opportunity to discuss any behaviour which may have contributed to the incident, or provide documented details in the case of disciplinary action. If a pattern emerges, plans can be put in place to address larger systemic problems. 
  
  
• Documentation for compliance and legal purposes: Detailed incident records support insurance claims, investigations, and legal requirements, especially in the event of workplace injuries or accidents. They give the concerned parties a chance to clearly state their version of events in an official way, which helps avoid any “he said, she said” arguments or miscommunication in the future. 
  
  
• Creating a culture of accountability: Regular use of incident reports promotes a workplace culture focused on safety, accountability, and ongoing improvement in risk management practices.

4. Additional documents

Documenting additional evidence can be key to developing a comprehensive understanding of the incident. This might include:

• Photos or videos: Any additional information, in particular video and photos, may give a reliable and inarguable account of the incident or its consequences. 
  
  
• Relevant documents: Gathering any documents related to the incident, such as logs, records, or maintenance reports, will provide context.

5. What happens after an incident is reported?

Once an incident is reported, 

• Initial assessment and response: The first priority in any incident is to ensure people’s safety. This may involve providing medical attention, securing the area, or other emergency actions.
  
  
• Investigation: A thorough investigation should be conducted to understand the cause of the incident. This may involve interviewing witnesses, reviewing camera footage, or analysing any faulty equipment.
  
  
• Reporting to authorities (if required): Certain types of incidents may need to be reported to external authorities or regulatory bodies.
  
  
• Implementing corrective actions: If a pattern emerges, or the investigation finds a solution, changes to procedures, additional training, disciplinary action or equipment upgrades should be instated to avoid further incidents.
  
  
• Follow-up and review: Regular check-ins or audits are a great way to ensure ongoing compliance and safety. 

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Make sure your team is on the same page before an incident occurs with our Free Toolbox Talk Template.