Workplace Incident Report

Workplace Incident Report Template

Capture and report incidents that cause injury on a job with a Workplace Incident Report.

Workplace incidents and accidents happen; this is just a reality of our existence. Unfortunately, some industrial mishaps and accidents cause harm to persons and property. In other instances, people get sick or develop a medical condition as a result of the working environment. It is necessary to compile a report that details what happened when these incidents took place.

Table of Contents

What Is an Incident Report at Work?

A workplace incident report is a document used to record and report workplace injuries. The term "incidents" refers to all workplace accidents, illnesses, and injuries.

By identifying what happened, who was involved, and what might have contributed to the incident, workplace incident reports are used to prevent similar incidents from happening in the future. The information in the report may be useful for insurance and legal proceedings. A corporation may learn from it how to prevent similar mishaps in the future.

It is best to file an incident report at work as soon as possible after an incident occurs for completeness and accuracy.

What to Write in an Incident Report at Work

In general, the following information should included in a report about an incident at work:

  • The timing and place of the incident
  • An account of what transpired
  • Any witnesses' names and contact information
  • The identities of individuals involved, along with any victims' names
  • The gravity of any damages or injuries
  • Any possible root causes or influencing elements
  • The responses to the occurrence, such as medical interventions or corrective measures

How to Report an Incident at Work

If you take part in or see a workplace incident, you must report your boss or employer right away. It is frequently necessary to report an event at work for insurance or legal reasons. To report a workplace incident, take the following actions:

  • Inform your immediate manager or supervisor of the specifics of what transpired right away. Describe the circumstances and those involved. Make sure they receive aid if they are hurt or in need by dialing 911 or bringing them to a medical institution.
  • Report what happened in writing. Reporting the incident's specifics should be done. Include the time, date, place, parties involved and any eyewitnesses. Give as much background information as you can about the subject while being sincere.
  • You must follow up with your manager or supervisor after submitting an incident report to make sure the right steps are taken. As needed, add any pertinent information or justifications to your report.
  • If your business has an incident prevention strategy, you should evaluate if it needs to be revised in light of the most recent incidence. No matter how trivial they may seem, it is always necessary to report any workplace occurrence in order to stop similar incidents from happening again.

How to Report an Incident at Work

The goal of drafting an incident report is to accurately describe an occurrence that happened at work. When writing yours, take the following actions:

Step 1: Add Vital Information

Note the event's date, time, and place. You need to describe what happened and who was involved. Describe what occurred, how it occurred, and whether any underlying health issues may have contributed to the incident. Make careful to describe every participant in the event as well as any witnesses who were present, using entire sentences.

Step 2: Document Results

If the occurrence has any concrete results, document as much information as you can about the types and severity of injuries and property damage.

Step 3: If possible, identify underlying factors

You might be in a position to identify the underlying causes of the incident if you do a careful examination. If procedures can be improved or changed in the future to prevent such situations, this knowledge can help.

Based on the findings of your inquiry, try to suggest some changes to the current procedure. Retraining, altering procedures, or buying new gadgets to replace outdated machinery or components are some examples of this.

Step 4: Include the summary

Summarize the incident and restate the key facts, such as the occasion, setting, and parties involved, along with any potential recommendations for action that may be made.

Before submitting your incident report, read it several times to verify that it’s error-free, well-organized, and easy to understand.

Step 5: Make it timely and specific

To ensure the highest level of accuracy in the incident recording, keep in mind that incident reports need to be written as soon as possible after an occurrence occurs. You must be factual and unbiased in your account of the events. You should just document the facts regarding what happened, not place blame.

Writing advice for incident reports

Here are some guidelines for writing a solid incident report that can help you, your business, and perhaps future readers:

  • Act swiftly and instantly. To ensure that all staff members can recall the specifics precisely and thoroughly, consider recording the incident report between 24 and 48 hours after it occurred.
  • Only use facts. Do not include your ideas or feelings in an incident report. Include only specific, reliable details about what happened and have supporting documentation.
  • Include any pictures or videos you may have of the incident, the injuries it caused, or the injuries that resulted from it in the report. People who read the specifics of your report may benefit from increased clarity as a result.
  • Gather validation from witnesses.If anyone witnessed the incident, ask them to sign off on your report to verify the facts stated within the report.

The following reports come from many streams

1. Incident Report Template for IT:


  • Start with a brief introduction explaining the importance of incident reports in IT.
  • Mention that IT professionals often use incident reports to document and resolve issues, ensuring the smooth operation of technology systems.

Key Elements of an IT Incident Report:

  • Explain the essential components of an IT incident report, such as date and time, description of the incident, affected systems, and actions taken.

Sample IT Incident Report:

  • Provide a sample incident report specific to IT incidents. Include details like a network outage or a software malfunction.
  • Emphasize the importance of clear and concise documentation.

Benefits of Using an Incident Report Template for IT:

  • Discuss the advantages of using a standardized incident report template in IT, such as improved communication, faster issue resolution, and compliance with industry regulations.


  • Summarize the significance of incident reports in IT and encourage IT professionals to use your template.

2. Incident Report Sample for Nurse:


  • Introduce the purpose of incident reports in healthcare settings, specifically for nurses.
  • Stress the role of incident reports in maintaining patient safety and quality care.

Components of a Nurse's Incident Report:

  • Describe the key elements that should be included in a nurse's incident report, like patient details, description of the incident, and actions taken.

Sample Nurse's Incident Report:

  • Provide a sample incident report tailored to nursing incidents, such as medication errors or patient falls.
  • Highlight the importance of accuracy and timeliness in reporting.

Benefits of Using an Incident Report Sample for Nurses:

  • Explain how using a standardized incident report template benefits nurses, patients, and healthcare institutions by promoting accountability and continuous improvement.


  • Reinforce the importance of incident reporting for nurses and their role in ensuring patient safety.

3. Incident Report Sample for Security Guard:


  • Introduce the significance of incident reports in the security industry.
  • Emphasize their role in documenting security incidents and ensuring the safety of people and property.

Components of a Security Guard's Incident Report:

  • Explain what should be included in a security guard's incident report, such as incident details, location, and involved parties.

Sample Security Guard Incident Report:

  • Provide a sample incident report for security-related incidents like trespassing or theft.
  • Highlight the importance of thorough and accurate reporting for legal and safety reasons.

Benefits of Using an Incident Report Template for Security Guards:

  • Discuss how a standardized incident report template benefits security professionals and their employers by enhancing security measures and risk management.


  • Stress the vital role of security guards in maintaining safety and security through incident reporting.

4. Incident Report Format for Office:


  • Introduce the concept of incident reports in the context of office environments.
  • Explain their role in documenting workplace incidents, accidents, or policy violations.

Components of an Office Incident Report:

  • Describe the necessary sections of an office incident report, such as incident description, witnesses, and corrective actions.

Sample Office Incident Report:

  • Provide a sample incident report tailored to office-related incidents, such as slip-and-fall accidents or harassment complaints.
  • Emphasize the importance of confidentiality and professionalism in office incident reporting.

Benefits of Using an Incident Report Format for Office:

  • Discuss how a standardized incident report template can help maintain a safe and compliant office environment, reduce liability, and improve HR processes.


  • Highlight the responsibility of all employees in contributing to a safe and respectful workplace through incident reporting.

Incorporating our incident report templates into your workflow not only streamlines your reporting process but also enhances your professionalism and commitment to safety and quality. Whether you are addressing IT issues, managing patient care, safeguarding assets, or maintaining a secure office environment, our templates empower you to take control and drive positive change.

Don't wait for incidents to become critical. Start using our incident report templates today to ensure that you, your team, and your organization are prepared to handle any situation with confidence and efficiency.

Join the ranks of professionals who have chosen our incident report templates for their reliability, ease of use, and the peace of mind they provide. Experience the difference in incident reporting excellence with BoloForms templates.

Sample Workplace Incident Report

Here’s a template for a workplace incident report that you can use for your workplace:

Loading PDF…

Page 1 of

Related Employment Contracts
Loading PDF…