6+ Incident Report Letter Examples – PDF


Whenever an incident arises in a certain area or district, the local police would usually note that down in their blotter (a logbook that is often used to note the certain accident) and provide the gist of what went down in that certain accident. An incident report provides the parties concerned with a clear outlook on how the incident occurred and what can be done to prevent it from occurring again in the near future. Here is a list of templates that you can use to properly draft an incident report. Keep scrolling!

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Free Incident Report Letter

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Free Incident Report Letter in Workplace

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Free Incident Report Letter In Hospital

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Free Incident Report Letter In Office

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Incident Report Example

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Following Protocol

1. Obtain the proper forms from your institution

Each company follows a different procedure on how incident reports should be written. It is best to try and get the proper forms issued from your respective supervisor or officer in-charge. If it does have a specific format, then it is best you analyze as to how it is written.

  • If the company you are working for has no specific format on how a general incident report should be written, then it is best if you write your own or learn as to how other people write their incident reports to have a basis.
  • Always learn to proofread and double-check with the content of your report. If you would want your incident report to look neat and tidy, you might as well use a computer to encode the necessary data rather than writing it by hand. You may also like police report examples

2. Start the report as soon as possible

Have you ever heard: “Striking the iron while it is hot”? It shares the same philosophy. If you wait a day or two before you start filling up the incident report, Your memory might start getting a little hazy. The best time to draft up an incident report would be an hour or less after it happened while your memory is still fresh. You may also check out service report examples

3. Provide the basic facts

As mentioned before, in the police blotter, the gist of the accident is given which normally involves the 5Ws and 1H: what, when, where, who, why (sometimes) and how. Here are some other details that you might want to include in the incident report:

  • The time, date and location of the incident (be specific; write the exact street address, etc.)
  • Your name and ID number.
  • Names of other members of your organization who were present. You may also see employee report examples & samples

4. Include a line about the general nature of the incident

Explain in detail the events that seemed to transpire before the event, during the event and what happened after the incident. Did something strange catch your eye? Were you able to get a call from a certain someone? Write that down.

  • For example, you could write that you were called to a certain address after a person was reported for being drunk and disorderly.
  • Note that you should not write what you think might have happened. Stick to the facts, and be objective. You may also like formal report examples & samples

General Incident Report

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Describing What Happened

1. Write a first-person narrative telling what happened

After following protocol as to how you will go about writing your report, it is then time to draft your incident report. Remember to sequence all the events that have transpired in order so that the concerned parties can be able to keep track properly of what happened first to what happened last.

  • When identifying the names of the people who were involved in the accident, make sure that their full names are being used and that included with these names are the date of birth, race, gender, and reference a government-issued identification number. Start a new paragraph to describe each person’s actions separately. Make sure that the 5Ws and 1H questions are answered to provide a complete picture of the report. You may also check out monthly report examples & samples
  • For example, when the police officer mentioned above arrives at the residence where he got the call, he could say: “Upon arrival, the officer observed an Asian male, now known as Mao Tze Dong; born on April 5, 1924, with a Beijing Driver’s License 00789142536, screaming and yelling at a local Chinese, Si Ma Guang, in the front lawn of the above location The Forbidden City. The officer separated both parties involved and conducted field interviews. The officer was told by Mr. Mao Tze Dong that he had come home from work and discovered that dinner was not made for him. He then stated that he became upset at his friend Mr. Si Ma Guang for not having the dinner ready for him.” You may also see consulting report examples
  • Try to include direct quotes from other significant witnesses and all concerned personnel involved in the incident. For example, in the above scenario, the officer could write “Si Ma Guang said to me ‘Chairman Mao was mad because I didn’t have dinner ready right on time.’”
  • If there are gruesome details that you find to be disturbing, it is best if you include that in the general report to show transparency and to understand the gravity of the situation at hand. The picture might not be pretty, but it still has to paint either way. Only by presenting the big picture can they do organization do something about it.

2. Be thorough

It is not only your job to be accurate, but also to be thorough and precise on the reactions that you see. For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, and his face was red with anger.” The second example is better than the first because many reasons can explain why his face was red at the time. It can be that he was blushing or maybe laughing too hard.

3. Be accurate

As mentioned before, accuracy is very important. If you are positive that you saw a certain action with your own two eyes, then list that down. If it came from an eyewitness, it is best if you indicate in the report for it to be verified by the local authorities. And since it came from a source that is not your own, it is better to classify that as a not proven fact. Check out termination letter examples & samples too.

  • Additionally, if you are reporting what the witness told you, you should write down anything that you remember about the witness’s demeanor. If their statements cause controversy later, your report can prove useful. You may also see medical report examples & samples. For example, it would be helpful to know that a witness appeared excited while telling you what happened, or if they seemed very calm and evenhanded.

4. Be clear

Make sure that when you write, it is straight to the point. Do not try to use flowery language to make your report sound pretty. You are not aiming to write a book. Although it is important to keep the report short and simple, it should also be concise and clear with sufficient details so that it will not be confusing later on what you are trying to file in the report.

  • Avoid technical or legal terminologies: For example, say “personal vehicle” instead of “P.O.V.” (personally owned vehicle), and “scene of the crime” instead of the typical numbered code that police typically use to notify others of their arrival. You may also like quality report examples
  • Use short, to-the-point sentences that emphasize facts and that don’t leave room for interpretation. Instead of writing “I think the suspect wanted to get back at his wife, because he seemed to have ill intentions when he walked up to her and grabbed her,” write “The suspect [insert name] walked over to his wife [name] and forcefully grabbed her by the wrist.”

5. Be honest

Transparency is very critical in writing your report. When you are being honest in your report, it means that you are not hiding something. It means that everything that you have to report is already listed down, giving a full and complete report on what occurred. You may also see report form examples & samples

Basic Incident Report

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Polishing the Report

1. Double-check the basic facts

In journalism, you would have already committed a grave sin if you reported something that you have not double-checked what your source has said. Once that article gets published, it may be retracted, but that the responsibility for getting it wrong will fall on you and you alone. It will be like you have lied directly to the public. So, make sure that your facts are right. See expense report examples & samples as well.

2. Edit and proofread your report

No one likes to read a disorganized and grammatically incorrect report. So, try to proofread and make adjustments to your report.

3. Submit your incident report.

Once you are done with your report, submit it to your designated officer or superior in-charge. Upon submission, the usual procedure will most probably involve a board meeting with all concerned parties before a resolution can be made. Take a look at the research report examples available online for more.

In an incident report, what you see is truly what you get. That’s why honesty is very crucial in making these kinds of reports so that the present administration of the organization can take action to prevent another incident like that from ever occurring again. You may also see management report examples.

General FAQs

1. What is an Incident Report?

In any organization, a hospital, or assisted living, an incident report or accident report is very important. It is a report that is filled out to record details of an unexpected event that occurs at the facility, such as an injury to a patient, unusual work behavior, etc.

2. What is the purpose of using an Incident Report?

The goal of the incident report is to document the exact details of the event while they are fresh in the minds of those who witnessed it. This information may be useful in the future when dealing with such situations again. Organizations can be ready to face these issues without hesitation.

3. What are the benefits of Incident Reporting?

There are many benefits to incident reporting. Some of them are:

  • It enables companies to resolve hazards before the incident occurs pro-actively
  • Engages the workforce
  • Helps in solving problems
  • Increases safety ownership
  • Helps companies understand how to deal with such situations better if at all they occur again
  • Reinforces workers’ self-esteem, etc.

4. Who should write an Incident Report?

If you are a security guard or a police officer who is present at the scene where the incident has occurred, then you must write a detailed and accurate report, since it is an important aspect of your job. It gives a thorough account of what happened without missing crucial facts.

5. How do you write an Incident Report?

Write an incident report with the help of the following steps:

  • Find the facts
  • Gather all the needed information
  • Determine the sequence of events
  • Analyze the event
  • Include an in-depth review of the causes of the accident
  • Recommend what can be added
  • Add details about the victim and the culprit, if needed.

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