Incident reports serve as documentations of specific details and circumstances of an occurrence or event in the workplace or other venue. Such information is usually useful in the event of reviewing the specifics related to the incident or when dealing with liability issues caused by the incident.
Incident reports are required to be filed immediately after the event to ensure that the details involving the incident are recorded accurately. Failure to file incident reports can sometimes lead to costly fines and penalties. Examples of incident reports can be downloaded below for your convenience so that you are able to save time and avoid penalties.
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Accident Incident Reports
Employee Accident Incident Report
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Customer Incident Reports
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Domestic Incident Reports
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Functions of an Incident Report
- For information – It informs the institution of the event or occurrence. It aims to be helpful, to some extent, in preventing the incident from happening again. It also informs people of what can be done should the event recur. Always make sure that the information stated in your incident report is as accurate as possible in order to have a clear understanding of what actually happened and of the events leading to the incident.
- As basis or evidence – Incident reports are most often used as proof in making claims or as evidence in the event of an investigation. In most cases, this happens when claiming for health or accident insurance. Properly identifying persons involved and how events unfolded are key elements for evidence in claims.
Elements of a Good Incident Report
Here are the procedures one must follow in the event of an incident.
- Obtain and fill up the correct company form. Make sure to follow the instructions contained in the forms to avoid having to file them again. Remember it takes less time to do things right than to explain why you did it wrong.
- Fill out the forms as soon as possible. Do this in while you still have a fresh recollection of the event and the nature surrounding the incident in your mind, and in the minds of those involved.
- Stick to the basics. Use basic and concise statements mentioning information regarding the incident, such as time, date, and location. Make sure to mention your name and the name of the key persons involved in the incident.
- Be objective. Always make statements that are factual. Do not include possibilities and what-ifs in your report. Explain the events as they actually happened as vividly as you can remember.
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Fire Department Incident Report
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Hospital Patient Incident Report
Laboratory Incident Report
Biological Laboratory Incident Report
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Medical Incident Reports
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Details to Include in the Event Description
- First-person point of view (POV) – Incident reports are always written in the first person narrative (i.e., from the perspective of “I,” “me,” “we,” “us”). Make sure to mention the details of how you happened upon the incident. It is important to take note of where you were before, during, and after the incident.
- Blow-by-blow explanation – Provide a witness account of the events as they unfold. Mention as much detail pertaining to the incident and the events that led to the actual incident. Make sure to include details such as addresses into your report.
- Names – Mention your full name and the full names of those involved. This is essential, especially if more than one person has the same first or last name. This would also clearly indicate the role of each person in the incident.
- Date and time – State the exact date and time concerning the incident. This greatly helps in eliminating possibilities in future investigations regarding the incident.
- Numbers – Take note of other important details such as license plates and ID numbers. Personal contact information is also required for any follow-up investigation that may be conducted.
- Precision – Describe the incident as what it really was. Do not include any detail that you are unsure of or skeptical about. Mentioning something that you are not sure of may cause misinterpretation of the situation.
- Clarity – Avoid using difficult or confusing words. Use straight-to-the-point and concise descriptions.
- Honesty – Factual descriptions based on what actually happened greatly helps in figuring out the nature and cause of the incident. Be sure to write the truth as it may prove to be the key factor in establishing the truth behind the incident.
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Vehicle Incident Reports
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Incident Report Submission
A thorough and well written incident report is not done until you check it again. It is important to get the facts right the first and the only time. This helps avoid unnecessary waste of time in resubmitting a report or getting the results after a report in case of insurance claims.
- Check if all the names of the persons involved were spelled out correctly. Be wary of names with “Jr.” or “II” as they may be crucial in any future investigation. Also, make sure that the full names of the persons involved are mentioned and correctly spelled out for reference.
- Double check if the numbers filled in are correct. Any missing information may prove to be important in an investigation. Missing or incomplete details may actually lead to a different conclusion.
- Ensure that the time and date, as well as the location of those involved, are accurate. This may help resolve any issue in the future.
- Review your incident report and ensure the correct address or location of the incident. This may fall under technicality but is also very important in any further investigation.
In any type of incident report, it is vital to get the facts right to aid those who will review the report and give a clear picture of the actual incident and of the events that took place. This would help them in giving out any decisive action or grant applicable claims regarding the incident.
Remember that it always pays to be extra careful in making an incident report as it could very well make or break a case being filed for claims.
Example incident reports on the page are available for download in case you may need additional help in drafting or making one. Most of the downloadable sample incident reports are in PDF format. You would need a PDF reader to access this type of file.