How to Write an Incident Report: Templates & Examples

Writing an effective incident report is the core of maintaining safety and compliance. This is especially true in high-risk industries like mining, construction, and chemical industries. Let's dive into the essentials of writing an incident report and see how you can streamline this process.

What is the goal of incident reporting?

An incident report serves several crucial purposes:

• identifying hazards,
• preventing future incidents,
• ensuring compliance with safety regulations,
• and maintaining accurate records for legal and insurance purposes.

The information helps to uncover patterns and root causes over time to inform improvements in safety measures and protocols.

Various stakeholders in and outside your business will use these incident reports.

• Safety managers review them to identify risk factors and implement corrective actions.
• HR managers use them for employee records and to address any related workplace issues.
• Operations managers analyse trends to reduce downtime.
• Regulatory bodies may review these reports during audits to ensure compliance with safety standards.
• Insurance companies use incident reports to process claims.
• Legal teams may reference them in the event of litigation.

What happens when you get incident reporting wrong

Poorly done incident reporting has a high negative potential. Missed hazards, repeated incidents and injuries, non-compliance, hefty fines, a damaged reputation, and more.

According to SafeWork Australia, productivity losses from work-related injuries cost approximately $28.6 bn each year. On top of these are also compensation costs for injury claims and even potential litigation cases.

Beyond direct costs, non-compliance can also lead to significant penalties. Australian regulatory bodies (Safe Work Australia and AUSTRAC) take a hard line against non-compliance. Since 2018, AUSTRAC alone has imposed fines totalling $15 bn for various compliance breaches

A further indirect effect of poor or omitted incident reporting is a culture of mistrust and negligence, compromising workplace safety and efficiency in a way that is difficult to reverse.

So, how do you write an incident report?

Writing an incident report involves more than filling out a form. It requires attention to detail, objectivity, and clarity in order to be useful. And it needs to happen quickly—from the moment the incident occurs, the clock is ticking. Delays mean loss of information, higher costs, and higher chances of litigation.

Finally, it should follow a structured format to capture all necessary information in a manner amenable to quantitative analysis. Here's what that typically looks like:

Immediate details

Basic information that sets the context for your report and helps in tracking patterns over time.

• Date and time of the incident
• Location of the incident
• Reporting person’s details

People involved

Next, list all individuals involved in the incident. This is critical for follow-up investigations and communication.

• Names and roles of those involved
• Any external witnesses
• Contact information

Incident description

Describe the incident in detail. Stick to the facts—who, what, where, when, why, and how. Avoid speculation, assumptions, or judgement calls during this phase. Note specific and descriptive details, don't be vague.

For example, instead of writing "John was careless and slipped," describe the actions: "John slipped on the wet floor in the hallway while carrying a heavy load of rims from the storage room."

• Detailed account of what happened
• The sequence of events leading to the incident

Injuries & damages

Clearly document any injuries or property damages resulting from the incident. This helps in assessing the impact and necessary follow-up actions.

• Description of any injuries or property damage
• Initial treatment provided

Actions taken

Detail the immediate actions taken to manage the incident. This could include first aid administered, emergency services contacted, or machinery shut down. Immediate actions demonstrate the response to the incident and are crucial for compliance and safety audits.

• Immediate actions that were taken to manage the incident
• Recommendations for future prevention

Witness statements

If there were witnesses, include their statements. Witnesses can provide additional perspectives and details that may not be immediately obvious. Ensure their accounts are recorded verbatim to maintain accuracy.

• Accounts from witnesses present during the incident
• Note their names, relevance, and roles

Follow-up actions

Finally, outline the follow-up actions taken to investigate and resolve the incident. This includes root cause analysis, corrective actions implemented, and preventive measures for the future. Documenting these steps is essential for continuous improvement and demonstrating due diligence.

• Steps taken to investigate and resolve the incident
• Final resolution and closure of the report

Types of incident reports

To write a good report, you need to know what you're addressing. Here are the main types of incident reports:

1. Safety incidents

These incidents involve any events that cause or have the potential to cause physical injury to employees or bystanders. Some examples are,

• Injury incidents (e.g., slips, trips, falls, machinery accidents)
• Sentinel events (e.g., serious injuries, fatalities)
• Fire incidents

2. Environmental incidents

These incidents impact the environment and often require immediate action to mitigate damage and comply with environmental regulations.

• Chemical spills
• Pollution events
• Hazardous waste disposal issues

3. Property damage incidents

These incidents involve damage to company property, equipment, or facilities. Proper documentation helps in assessing damage and completing repairs.

• Vehicle accidents involving company vehicles
• Structural damage to buildings or infrastructure
• Equipment malfunction or destruction

4. Near misses or no-harm events

Not really a separate category, but rather a sub-type of any of the above. These incidents are reported when no harm was caused but there was potential for injury or other damage. They are recorded to raise awareness about potential hazards and prevent future incidents

• Near misses (e.g., a heavy object falling near a worker without causing injury)
• Minor spills that are quickly contained
• Minor equipment malfunctions that did not result in damage or injury

Best practices for writing incident reports: do's and don'ts

Do's:

• Use clear and concise language; opt for simple terms over jargon.
• Stick to the facts and avoid inserting opinions or blame.
• Follow a structured format to ensure consistency, completeness, and allow for analysis.
• Document the incident immediately to capture accurate details.
• Include visuals such as photographs or diagrams to provide additional context.

Don'ts:

• Don't neglect follow-up actions; ensure a clear process for implementing and reviewing corrective measures.
• Avoid a lack of accountability; clearly document who is responsible for follow-up actions to track progress effectively.

Implement your incident reporting with myosh today

Writing an effective incident report is the cornerstone of safety management. However, manual processes can be time-consuming and prone to errors. But there is a way to streamline it—with dedicated safety management software.

myosh's comprehensive incident reporting module is designed to automate the repetitive elements of the process, from the initial incident log to the final report. Add this module to your solution and gain:

• A user-friendly interface
• Customisable incident report forms
• Automated workflows and role-specific accountability
• Real-time data analytics
• Mobile and offline access

And more! Create efficiency throughout the whole process and save yourself time, money, and mistakes.

Discover how myosh can elevate safety management—start your free trial with myosh today.

‍