Incident Report Form Template and Writing Tips

If you continue reading, we'll walk you through what an incident report form should include, provide an example template, and share tips for writing an effective report. Plus, we'll show you how to quickly create a custom incident report form using ready-made templates.

What should an incident report form include?

An incident report form should collect all necessary details to ensure accurate documentation. The easiest way to remember what to include is to follow the five Ws of incident reporting: Who, What, Where, When, and Why.

Here are the recommended fields to include in your incident report form:

• Date and time of incident: Helps establish when the event occurred for accurate record-keeping.
• Location of incident: Specifies where the incident took place to identify any environmental factors.
• Details of incident: A clear, concise description of what happened.
• Injured Person(s) Details: Includes name, job title, and contact information of the affected individuals.
• Witness information: Names and contact details of any witnesses.
• Actions taken: Steps taken immediately following the incident, such as first aid provided or emergency services contacted.
• Cause of incident: A brief analysis of what led to the incident.
• Corrective actions: Recommendations to prevent similar incidents in the future.
• Signature of reporter: Confirms the accuracy of the report.

Optional fields that can provide additional context include:

• Photos or videos: Visual evidence can offer better context.
• Weather conditions: Relevant for outdoor incidents.
• Equipment involved: Identifies faulty machinery or tools.
• Follow-up actions: Notes on further steps taken after the initial response.

Legal requirements for incident report forms vary by industry and location. It's crucial to ensure compliance with local health and safety regulations, such as OSHA standards in the U.S. or HSE guidelines in the U.K.

Organizations may be required to retain these records for a specified period, typically ranging from a few years to indefinitely, depending on the severity of the incident and regulatory mandates. In general, ensuring proper documentation can help protect the organization from legal liabilities and support insurance claims. 

An example of a blank incident report form template

Incident report forms come in different formats, such as:

• Printable Word/PDFs: These need to be distributed and filled out manually. It is a viable option but comes with many limitations. Consider digitizing your forms using one of the two following options.
• Digital forms: Online platforms or mobile apps for faster submission, tracking, and reporting.
• Spreadsheet templates: Templates built using Google Docs or Google Sheets. They can be copied, submitted, and saved digitally, but are not as user-friendly or efficient as mobile apps or custom-built digital forms.

Here is a sample incident report form built using the Forms On Fire no-code platform.

Tips for writing a workplace incident report form

Writing a proper incident report ensures all necessary information is documented accurately. Here are some useful tips:

• Be clear and concise: Stick to the facts and avoid unnecessary details. Providing too much information can obscure the key points and make it difficult for reviewers to identify the essential facts. Focus on what happened, who was involved, and when and where the incident occurred.
• Use objective language: Avoid assumptions or placing blame. It's important to describe the events as they happened without inserting personal opinions or speculation. Using neutral, factual language helps ensure an unbiased report.
• Gather statements promptly: Speak to witnesses while the details are fresh. Collecting witness accounts soon after the incident ensures the most accurate recollection of events and reduces the likelihood of forgotten or distorted details.
• Include supporting evidence: Attach photos, videos, or diagrams if available. Visual documentation can provide crucial context that words alone may not capture, helping to illustrate the circumstances surrounding the incident.
• Review before submission: Double-check for accuracy and completeness. A thorough review can catch any missing details, incorrect information, or inconsistencies before the report is officially submitted.

Create a custom incident report form

Creating an incident report form from scratch can be time-consuming. That is probably why you are looking for a template in the first place.

Platforms like Forms On Fire provide a variety of professionally designed and compliant templates that you can easily customize to fit your needs. These templates are mobile-friendly and will save you the trouble of figuring out formatting, layout, or what sections to include.

Here’s what you can do:

• Start a free trial of Forms On Fire
• Find the incident report form template: Browse the available templates in our database, and select one that fits your requirements. For incident reporting, we have two templates to choose from, aptly named Incident Report Form and Injury Report.
• Customize the template: Adjust the fields to reflect your internal policies or legal requirements, and tweak the design for your branding or accessibility preferences.
• Test the form: Share it with team members for feedback and make any necessary adjustments.

By leveraging pre-built templates, you can ensure your incident reporting process is streamlined and meets all compliance requirements.