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How to Create an Incident Report Form Correctly

Write an effective and accurate incident report in minutes with a digital form. Find out when an incident report is needed and what you need to do.

See our ready-made templates:

Incident Report Form Template

This incident report form template helps safety officers to prepare and submit incident reports.

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Workplace Incident Report Form Template

Use this template to record incidents that have led to injuries in the workplace. It interrogates many different situations where an incident could have taken place.

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Incident Investigation Report Template

Use this template for an accident report to investigate accidents in detail.

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What is an incident report form?

An incident form is a tool used to raise a concern or start an investigation about an event that may or may not have resulted in bodily injuries or damage to company property. This form documents the events and identifies the parties involved, the cause of the incident, and the resulting damages incurred.

Companies can be made aware of potential employee misconducts, uncontrolled hazards at the site, security breaches, and safety issues through a workplace incident report form. The overarching goal of filing an incident report form is to start an investigation to identify the root cause of the incident and establish corrective actions to prevent similar events from happening again in the future.

Any of the following can use an incident report form:

  • A workplace authority (i.e., supervisor, manager)
  • A worker who witnessed an incident
  • Any member of the organization who wishes to raise awareness about a specific incident

In this article, the following points are explained:

1. When you should report an incident

2. Essential information you should include in your report

3. How to write an incident report

4. How to create an incident report in minutes

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When should you report an incident?

The rule of thumb is to treat all serious accidents and incidents with utmost urgency, especially injuries, as these can lead to major health issues. Generally, any event or situation that falls under any of these four descriptions should be reported as soon as possible.

  1. Sentinel Events: An unanticipated incident resulting in serious physical or psychological injury or death. Sentinel events include slips, falls, vehicular accidents, natural disasters, harmful chemical leakages, or disease outbreaks.
  2. Near Misses: Commonly referred to as a “close call.” Although it did not result in any bodily injury, property damage, or operational interruptions, this is an unplanned event that had the potential to cause it.
  3. Adverse Events: Typically relating to medicine, this happens when a patient suffers from injuries or death through an administered drug or medical practice rather than from their existing illness or condition.
  4. No Harm Events: Pertains to situations or events that must be communicated throughout the organization to prevent risks and accidents.

It is also worth noting that one good practice is to ensure that authorities or safety officials are fully aware of the different incidents that have been reported. This is so they can monitor and implement workplace safety practices at all times.

Essential information you should include in your report

A good incident report sample is factual and comprehensive, bearing all necessary information to paint an accurate picture that can help authorities conduct analysis, identify the root cause, and implement appropriate action plans.

Here are the different types of information that should be included in your documentation of the incident report form:

  1. General information: This should contain the essential information needed to conduct the investigation. Typically, this should include the who, what, when, and where of the incident:
    • Who was involved? This should include the names, title, position, and department.
    • What happened? Indicate an accurate description of the events that transpired.
    • When did it happen? Time and date should be included.
    • Where did it happen? Indicate the specific location. If any physical and environmental conditions or potential hazards have contributed to the incident, those should be included as well.
  2. Injuries: This should enumerate the different types of injuries, their severity, and the affected body parts.
  3. Witnesses: This should narrate the statements of all individuals who were present when the incident occurred.
  4. Treatments: This should indicate any first-aid treatments or medications that were administered to the affected people.
  5. Property and equipment damages: This should list any physical assets or facilities damaged in the incident.
  6. Behaviors: This should detail the behavior and motion of the individuals involved at the exact time the incident happened.

How to write an incident report

The rule of thumb when it comes to writing an incident report is to use a third-person point of view to best reflect objectivity, including only facts and omitting any personal opinions or biases.

The format for a sample incident report form will essentially have four parts. They are as follows:

  1. Introduction: This is where the general information should be detailed and an overview of the incident summarized in no more than three sentences.
  2. Body: All relevant information on the incident should be included in the body. Discuss what happened from start to finish accurately and detail the events in chronological order with non-bias, objective facts included. Nothing should be left out.
  3. Conclusion: This should indicate the resolution and outcomes of the incident. Was it resolved? What were the outcomes? If it wasn’t resolved, elaborate on the challenges and provide the action plans that should be done to resolve them.
  4. Signature: The incident report form should be furnished with the full name and signature of the writer and someone from upper management for documentation and accountability. This will guarantee that all information indicated on the report is valid and unquestionable.

Create a digital incident report form in just minutes

Manually collecting incident details and putting up a report from scratch is tedious and highly inefficient. These days, pen-and-paper methods are minimal if not obsolete — incident reports are no different. Replacing manual incident report forms with a paperless digital solution provides a handful of benefits that can improve efficiency, promote accessibility, foster accountability, and increase safety measures in your workplace.

Lumiform provides you exactly this and more. Instead of writing one up from scratch, opt for our ready-made, customizable report templates that you can download on your phone and access any time of the day with or without the internet so you can always access valuable information when you need to.But that’s just the tip of the iceberg. Using Lumiform’s report app will also give you access to the following benefits:

  • Use the intuitive mobile app to record the events of the incident on the spot and create your incident report form in minutes by choosing from our 9,000 ready-made templates.
  • Consolidate all witness statements and supporting documents all in one place, so your data is conveniently bundled in one report.
  • Generate real-time data with just a click of a button so you can share it with authorities for faster investigation and better record-keeping.
  • Minimize margins for error with a simple, easy-to-use app that everyone on your team can access. No Excel or Word know-how is required, just fill the fields in, and you’re good to go.

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