The Ultimate Template for Effective Incident Documentation
Our free Incident Report Template will help you turn an incident into an opportunity to improve worker safety and meet compliance.
- Meet duty of care responsibilities
- Remain compliant with health and safety legislation
- Improve worker safety procedures
What is an Incident Report Template?
Our Incident Report Template is a standardised document designed to facilitate the consistent and accurate reporting of incidents within your organisation. An incident refers to any unplanned event or occurrence that disrupts normal operations, causes harm, or has the potential to cause harm to people, property, or the environment. The template provides a structured format to capture essential information about incidents, ensuring that critical details are recorded for analysis, investigation, and corrective action.
What to use the Incident Report Template
The Incident Report Template should be used whenever an incident occurs within your organisation. It applies to a wide range of incidents, including workplace accidents, injuries, near misses, property damage, environmental spills, security breaches, or any other event that requires documentation and analysis. By using the template consistently, you can establish a comprehensive incident reporting system that promotes a proactive approach to safety and risk management.
How to use the Incident Report Template
- Prompt Reporting: As soon as an incident occurs, ensure that relevant personnel are aware and promptly report the incident using the Incident Report Template. This helps capture accurate and timely information.
- Provide Essential Details: Fill out the template with the necessary information related to the incident. This may include the date, time, and location of the incident, a description of what happened, individuals involved or affected, and any immediate actions taken.
- Document Witness Statements: If there were witnesses to the incident, record their statements within the template. Their perspectives can provide valuable insights into the sequence of events and help in the investigation process.
- Investigation and Analysis: Once the incident is reported, investigate the root causes and contributing factors. Use the incident report as a reference and conduct interviews, collect evidence, and analyse the circumstances surrounding the incident.
- Identify Corrective Actions: Based on the findings of the investigation, identify and implement corrective actions to prevent similar incidents from occurring in the future. Document these actions in the incident report template to track progress and ensure accountability.
- Follow-Up and Review: Regularly review and assess incident reports to identify trends, patterns, or recurring issues. This ongoing review helps in refining safety protocols, updating risk assessments, and continuously improving the effectiveness of incident prevention measures.
Why is incident reporting important?
Incident reporting is essential for several reasons. It helps organisations identify hazards, assess risks, and implement appropriate control measures. Reporting incidents also enables timely investigation, identification of root causes, and implementation of corrective actions to prevent future occurrences. Additionally, incident reports contribute to data analysis, trend identification, and regulatory compliance.
Who should report incidents?
Anyone who witnesses or is involved in an incident should report it. This includes employees, contractors, visitors, and other relevant stakeholders. Encouraging a culture of reporting and providing clear reporting procedures helps ensure that incidents are promptly reported by those who witness or experience them.
Should incidents be reported even if no one was injured?
Yes, incidents should be reported even if no injuries occurred. Near misses, property damage, or events that have the potential to cause harm should be documented and reported. Identifying and addressing these incidents can help prevent future accidents or injuries.
How long should incident reports be retained?
The retention period for incident reports may vary depending on legal and regulatory requirements, industry standards, and organisational policies. It is advisable to consult legal or compliance experts to determine the specific retention period for incident reports in your jurisdiction or industry.
Prevent incidents with data-driven insights
Why use SafetyIQ?
SafetyIQ’s Incident Reporting Module transforms traditional solutions into a streamlined, standardised approach. We also take this proactive approach to the next level - predictability, by using the captured data to create configurable dashboards and actionable insights. Find out more.
How do we do this?
An incident report can be performed from any device (e.g. mobile phone, tablet) and includes the ability to capture details in multimedia and parse details into other legal reporting requirements.
Once completed, you can assign corrective actions that are given a due date, and forwarded to the right person. The progress can be tracked and the completion can be confirmed. Any action not performed in time will automatically generate an alert for follow-up.
Captured data feeds directly into reporting dashboards, allowing you to understand trends and problem hotspots. With this visualised data, users can know where to focus their efforts to make continuous safety improvements.
Benefits of Automated Approval Processes:
- Efficiency and Time Savings: Digital incident reporting tools streamline the reporting process by eliminating manual paperwork and data entry. Incidents can be reported quickly and easily through digital forms, saving time for both reporters and administrators. Automated data collection and storage reduce administrative burdens and allow for faster access to incident information.
- Real-time Reporting and Notifications: Digital tools enable real-time incident reporting, providing immediate notification to relevant stakeholders. This ensures that incidents are reported promptly, enabling faster response and investigation. Real-time notifications can be sent to designated individuals or teams, ensuring that appropriate actions are taken promptly.
- Improved Data Accuracy: With digital incident reporting, the risk of human errors and data inconsistencies is reduced. Required fields, dropdown menus, and validation checks ensure that all necessary information is captured accurately. Standardised formats and data entry guidelines minimise ambiguity and enhance the quality and accuracy of incident data.
- Data Analysis and Reporting: Digital incident reporting tools offer robust data analysis and reporting capabilities. Incident data can be easily aggregated, sorted, and analysed to identify trends, patterns, and areas of concern. Customisable reports and visualisations enable better understanding and communication of incident data to support decision-making and proactive risk management.
- Accessibility and Remote Reporting: Digital tools allow for remote incident reporting from any location, making it convenient for employees who work remotely, travel, or are stationed at different sites. This accessibility ensures that incidents are reported promptly, regardless of geographical location, enhancing overall incident reporting coverage.
- Photo and Document Attachments: Digital incident reporting tools often allow for the attachment of photos, documents, or other supporting evidence. This feature provides visual documentation of the incident scene, injury, or damage, aiding in the investigation process and capturing crucial details for analysis and corrective action.
- Workflow and Accountability: Digital incident reporting tools often incorporate workflow management features. This allows incidents to be assigned to appropriate individuals or teams for investigation and resolution. Automated reminders and escalations ensure that incidents are not overlooked or delayed, promoting accountability and timely action.
- Data Security and Confidentiality: Digital incident reporting tools offer enhanced data security and confidentiality compared to paper-based options. User access controls, encryption protocols, and secure data storage protect sensitive incident information. This ensures compliance with data protection regulations and reduces the risk of unauthorised access or data breaches.
- Integration with Other Systems: Digital incident reporting tools can be integrated with other safety management systems, such as incident management software, risk assessment tools, or corrective action tracking systems. This integration allows for seamless data exchange, improved coordination, and more effective incident management across the organisation.
- Auditing and Compliance: Digital incident reporting tools provide a comprehensive audit trail, documenting the entire incident reporting process. This aids in compliance with regulatory requirements and internal auditing. Incident records can be easily retrieved, reviewed, and shared during audits or investigations.
Real Results Experienced by Our Customers:
Along with productivity improvements, companies have seen insurance premiums and workers' compensation costs be reduced.
Palfinger saw their Workers Comp direct cost alone reduced by almost one million dollars over 2 years due to their robust safety management system.