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. The same goes for all companies as well. For instance, if a fire occurs in the company building due to an electrical problem, it will have to be indicated in the report for formalities sake. You may also see investigation report samples and examples
By drafting an incident report, it will provide the parties concerned with a clear outlook on how it happened in the first place and what can be done to prevent it from ever occurring again in the near future. Here are a list of steps that you can take in order to properly draft an incident report. You may also see incident report in order to learn more on how these are normally written.
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.
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
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:
Explain in detail on 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.
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.
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 there are many reasons that can explain why his face was red at the time. It can be that he was blushing or maybe laughing too hard. You may also like performance report examples
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 in order 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. You may also check out termination letter examples & samples
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 on what you are trying to file in the report.
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
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 that you have lied directly to the public. So, make sure that your facts are right. You may also like expense report examples & samples
No one likes to read a disorganized and grammatically incorrect report. So, try to proofread and make adjustments to your 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. You may also check out research report examples
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