Health and safety incident report form

Focus on timing—complete forms within 24 hours while details are fresh. Train staff to use objective language, include photos when possible, and implement a review process where supervisors verify information. Creating a culture where thorough reporting is valued rather than rushed will naturally improve accuracy.

Document all perspectives without judgment, noting specific discrepancies. Interview witnesses separately to avoid influence, and ask clarifying questions about their vantage point and attention at the time. Physical evidence and workplace cameras can help resolve contradictions. Remember that perception varies naturally—conflicts don’t necessarily indicate dishonesty.

Consider factors like medical attention required, work time lost, and long-term impact. “Minor” typically means first-aid only with no lost time, “moderate” involves medical treatment beyond first aid, while “serious” indicates hospitalization, significant lost time, or permanent effects. When in doubt, consult with medical professionals rather than downplaying severity.

Vague descriptions top the list—”employee fell” versus “employee slipped on oil spill near machine #4.” Other common errors include delayed reporting, omitting witness information, speculating about causes rather than reporting facts, and rushing through corrective action plans without proper analysis of root causes.