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  • How to Write a Good Accident or Incident Report

Jack Benton from EHS Safety News America shares with us the key elements in writing a good and informative accident or incident report.

An incident report needs to include all the essential information about the accident or near-miss. The report-writing process begins with fact finding and ends with recommendations for preventing future accidents.

You may use a special incident reporting form, and it might be quite extensive. But writing any incident report involves four basic steps, and those are the focus of today’s post.

1. Find the Facts

To prepare for writing an accident report, you have to gather and record all the facts. For example:

  • Date, time, and specific location of incident
  • Names, job titles, and department of employees involved and immediate supervisor(s)
  • Names and accounts of witnesses
  • Events leading up to incident
  • Exactly what employee was doing at the moment of the accident
  • Environmental conditions (e.g. slippery floor, inadequate lighting, noise, etc.)
  • Circumstances (including tasks, equipment, tools, materials, PPE , etc.)
  • Specific injuries (including part(s) of body injured and nature and extent of injuries)
  • Type of treatment for injuries
  • Damage to equipment, materials, etc.

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2. Determine the Sequence

Based on the facts, you should be able to determine the sequence of events . In your report, describe this sequence in detail, including:

  • Events leading up to the incident. Was the employee walking, running, bending over, squatting, climbing, lifting operating machinery, pushing a broom, turning a valve, using a tool, handling hazardous materials , etc.?
  • Events involved in the incident. Was the employee struck by an object or caught in/on/between objects? Did the worker fall on the same level or from a height? Did the employee inhale hazardous vapors or get splashed with a hazardous chemical?
  • Events immediately following the incident. What did the employee do: Grab a knee? Start limping? Hold his/her arm? Complain about back pain? Put a hand over a bleeding wound? Also, describe how other co-workers responded. Did they call for help, administer first aid, shut down equipment, move the victim, etc.?

The incident should be described on the report in sufficient detail that any reader can clearly picture what happened. You might consider creating a diagram to show, in a simple and visually effective manner, the sequence of events related to the incident and include this in your incident report. You might also wish to include photos of the accident scene, which may help readers follow the sequence of events.

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Your report should include an in-depth analysis of the causes of the accident. Causes include:

  • Primary cause (e.g., a spill on the floor that caused a slip and fall )
  • Secondary causes (e.g., employee not wearing appropriate work shoes or carrying a stack of material that blocked vision)
  • Other contributing factors (e.g., burned out light bulb in the area).

4. Recommend

Recommendations for corrective action might include immediate corrective action as well as long-term corrective actions such as:

  • Employee training on safe work practices
  • Preventive maintenance activities that keep equipment in good operating condition
  • Evaluation of job procedures with a recommendation for changes
  • Conducting a job hazard analysis to evaluate the task for any other hazards and then train employees on these hazards
  • Engineering changes that make the task safer or administrative changes that might include changing the way the task is performed

This article was written by Jack Benton and retrieved from EHS Safety News America

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Safety Audits

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Report writing elaborates on a topic by using the evaluated facts, graphs, and charts to support its findings and arguments. In report writing, an event or incident is written precisely in a well-formatted way. The aim of report writing is to discuss outcomes, to figure out problems, and find their solution. In this article, I will tell you how to write a report on road accidents with examples.

Examples of Report writing on Road Accidents

Example 1: [ report writing on road accidents].

On 10 October 2021 early morning around eight O’clock, I met a severe accident that filled my eyes with tears. I was crossing the road when I saw two vehicles including a minibus and a van that was carrying some children and moving towards the school road. Both rammed into each other dangerously. The cause of that collision was the high speed of both the vehicles. As a result of the crash, three students from 4th, 5th, and 8th grade were killed on the spot.

The head of one student was hit by the van. The second student fell out on the road and had a critical injury. While third was pressed under a seat. The remaining students got seriously injured. All the students were taken to the nearest hospital. The students were shocked and unable to speak. They can’t even tell anything about them.

The driver of the school van was critically injured with three broken ribs and one leg. The hospital authority said that most of the injured students were in ventilation and 4 were somehow in stable condition after first aid. Most students had head injuries so, they got unconscious.

While turning the road towards school, the van crashed the minibus that was on the opposite side. The driver of the minibus had no serious injuries so, he succeeded to run away instantly. While van driver condition was critical and taken to hospital along with other students. Meanwhile, the police came and started the investigation of the accident. The police inspected the place of the accident and took both vehicles into their custody. They also started searching for the minibus driver.

Example 2: [ Report writing on Road Accidents]

Yesterday, I met an accident when I was coming back home from my job. A truck with excessive speed bumped with a car on the highway. The car was crashed fatally and the owner along with his wife was dead on the spot. There were also two children in the car who were injured critically. They were taken to hospital but one of the children died on the way.

The other child was put in ICU. After one hour of reaching the hospital, he also failed his bet of life and the entire family was no more.

The police are looking for the truck driver who fled at the spot. The police are suspecting him whether he was intoxicated because they found three bottles of alcohol in the truck. Police seized the truck as well as the car for investigation. They are also searching for the truck owner as well. May the deceased rest in peace.

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More 50+ Examples of Report Writing [Exercise with Solution]

Topic Covered: Report writing on road accident sample, Report writing on road accident for class 8,class 9,class 10, class 11, class 12, bachelors and masters, Report writing on road accident in 200 words, Short report writing on road accident, Car incident report sample letter report writing on road accident, Write a newspaper report on a road accident, Report writing on road accident between car and truck, Report writing on road accident you have witnessed, Bus accident report writing on road accident

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Report Writing on Road Accidents

Reports are written on multiple topics and are of different types. The most common type of report is the one that documents the happenings and highlights of an event. Newspaper reports and event reports belong to this category. Newspapers publish reports on accidents, crimes, activities of the government, sports, advancements in the field of science and technology, and so on.

In the article, you will see how a report on a road accident can be written. Try to analyse the kind of information that has to be included in the report by going through the sample reports given below.

Sample Report on Road Accident

On Monday, around 11 p.m., a goods truck collided with a car on the National Highway. Both the vehicles were greatly damaged. It is suspected that one of them should have fallen asleep while driving. The highway was blocked for more than an hour due to the accident. Emergency ambulance services arrived at the earliest and all of them were given first aid.

A family of four – Madhavana (65), Nalini (62), Rajesh (35) and Neena (27) – were travelling in the car. The husband and wife sustained multiple fractures and the children were badly injured. The driver of the truck also suffered multiple fractures. All of them were admitted to a nearby hospital.

More traffic policemen have been deployed in the area to ensure smooth and safe travel. The police have been checking the surveillance cameras in the area to check any traffic violations.

Report on Road Accident Example

The roundabout near the main flyover in Chennai witnessed yet another accident early in the morning yesterday. Around 4:45 a.m., an Innova car toppled over the divider and collided with two wheelers on the opposite side of the road. The medical services and police arrived at the spot in a few minutes.

The driver of the Innova was severely injured and died on the spot. The people on the two wheelers have all suffered injuries. They were rushed to the nearest hospital as soon as possible. The police have found out that the driver of the Innova was high on alcohol and suspect that should have been the reason behind the accident.

The city traffic police have all been alerted about the rise in the number of accidents in the city. Caution signs have been put up in all the accident prone areas as a measure to curb the number of accidents all around the city.

Frequently Asked Questions (FAQs)

How can i write a report on a road accident.

When writing a report on road accidents, you should mention all the details about the vehicles that got into the accident and people who have been injured. You should also provide information about the measures taken to help them and the damages caused due to the accident.

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A road accident report writing 7+ samples for all, a road accident report writing 7+ samples and two formats.

Table of Contents

A Road Accident Report Writing 7+ Samples

All those students who can write English by themselves or have tried to write but do not understand which points to make sentences based on. They will understand everything if they read the below-written points well. Besides that, I promise that if you remember these topics well you will be able to write an Accident Report in English very easily.

Accident Report Writing Tips

Two formats have been given for all the students to write numerous accident reports. Just fill in the blanks with the correct information. Along with the formats, you can read the samples and practice report writing. Most of the time report is written in the past tense .

A Road Accident Report Writing Format No.01


By a staff reporter

Place,Time: A terrible/ghastly/shocking /dreadful ___________ [Name of the accident] accident ___________ took place/occurred/happened at ___________ [name of the small place] in ____________  [namae of the big place] at about ___________ [Mention time of the event] . The serious accident occurred between ____________ [Name of the vehicle] and ___________ [Name of another vehicle] . ____________ [Name of the vehicle] was coming from [Name of the place] and ___________ [Name of the vehicle] was going to [Name of the place] because of _____________ [Cause of the event] both vehicles collided so fast that ___________ [Name of the vehicle] got out of shape. ____________ [Cause of the accident] was the main cause of the accident. As a result, ____________ [Number of death] person died on the spot and __________ [Number of injured] persons were injured/wounded .  Local people rushed to the spot and started a rescue operation. The injured persons were taken to nearby ____________ [Name of the hospital] hospital for proper treatment. ___________ [Number of death] persons were declared dead. ____________ [Number of patients] of them were left off after first aid and the rest were hospitalized.  Locals then turned violent. They alleged traffic police inaction in manning the roads properly. Police reached the spot and dispersed the mob. The driver was absconding . / The driver had been arrested. Now the situation is under control.

Sample No. 01

Report on A NBSTC Bus Fell Into River In About (200 Words)


       By a staff reporter

Murshidabad, Feb 05: A NBSTC bus fell into a river in Daulatabad village of Murshidabad district in West Bengal on Monday morning. At least 10 people died and several were missing. The state government bus was traveling from Karimpur in Nadia district to Berhampore in Murshidabad when it fell from Bally Bridge into the Ajay river. The bus, a 42-seater, travels every day on this route. At first local people started rescue operations. Local people became angry due to the late arrival of the police and rescue team. Buses, police vans, fire tenders, and cranes were ransacked. Police fired four rounds to control the mob but failed and the situation turned worse with the locals pelting stones and setting vehicles ablaze. Only seven people had been rescued while the others were missing. The government has ordered an investigation into the matter. West Bengal Chief Minister Mamata Banerjee had announced a compensation of Rs 5 lakh for the next of kin of the deceased.

A Road Accident Report Writing Format No. 02


স্থান , তারিখ : A dreadful কী ধরনের দুর্ঘটনা accident happened on তারিখ at সময়   at স্থান ( ছোট ) in স্থান(বড়ো). The accident  occured between কাদের মধ্যে and কাদের মধ্যে . The cause of  the accident was দুর্ঘটনার কারন কী . As a result মৃত ব্যাক্তির সংখ্যা persons died and আহত ব্যাক্তির সংখ্যা persons were injured because of accident. Local people rushed to the spot and started rescue operations. The injured persons were taken to a nearby হাসপাতালের নাম hospital for proper medical treatment. Police came to the spot and controlled the situation. The communication minister পরিবহন মন্ত্রী /local M.L.A নাম showed great sympathy to those affected people of the accident. He also announced Rs. অর্থের পরিমান for the nearest of kin of those killed in the accident.

Sample No. 02

Road Accident Report Writing in about (100) words

Three Persons Killed, and Several Injured in A Road Accident

Berhampore, September 15: Three persons including two men and a child were killed in a road accident early this morning near Berhampore. The accident occurred when a luxury bus carrying 40 tourists from Kolkata fell into a wayside ditch. The bus was running at a top speed and the driver lost control. The local people rushed and took away them to the local hospital.  All the persons were injured and five of them were serious. The serious persons were referred to Kolkata and others were released. The dead bodies were sent to their relatives in coffin boxes. 

Sample No. 03

Bus Mishap Report Writing in about 110 words

Four killed in Bus Mishap

Raiganj, February 13, 2022: Four persons were killed and more than 10 injured when a private bus rammed against a lorry last night at Kasba in Raiganj. The accident occurred when the bus was on its way to Malda to Raiganj. The driver had lost control when it tried to overtake the speeding lorry. The loud noise drew the attention of the people who immediately rushed to the spot and helped in the rescue operation. The injured were taken to the Raiganj Hospital. The driver of the lorry had fled from there. The driver and three passengers of the bus died. Police came to the spot and control the situation.

Sample No. 04



Siliguri, October 5, 2022: Twelve persons including the driver of a truck, three women, and two children were killed on the spot when a truck collided head-on with a bus on Sevak Road at 4 p.m. The driver of the truck was drinking wine and he was driving it at top speed. When he tried to cross the bus, he could not control the truck. It hit the bus. As a result, 15 others were injured and two of them were serious due to the accident. The injured were taken to the Siliguri Hospital. Three of them were released after first aid and the rest were hospitalized for proper medical treatment.

Sample No. 05


A Street Accident

By a Staff Reporter

Malda, November 24, 2022: A street accident occurred at Setu More, in Malda, at about 10.30 a.m. A small boy of class viii of kalachand high school was going to school riding with his father on a motorbike. But they were careless as they did not wear helmets on their heads. A toto van hit the motorbike from behind. The father and the son fell flat on the road. Both had head injuries and they were in critical condition. Local people came to the spot. The father and the son were taken to Malda Medical College Hospital. The agitating people blocked the road. The crowd caught the driver of the toto van. He was almost beaten to death. Police came to the spot and normalcy was restored after an hour.

Sample No. 06

Bus and Motor Car Accident Report Writing in about 120 Words


Lal-bag, sept-26: At about 10 in the morning yesterday, there was a serious head-on collision between a loaded bus and a motor car on the National Highway near Panchraha Bazar. All five passengers of the car including a child were killed on the spot. Then passengers of the bus including five women and two children were injured. Five of them were in serious condition. The local people and the police rushed to the spot and started rescue work. They got injured and were admitted to the local sub-divisional hospital. The driver of the bus had been arrested. Traffic movement along the road remained suspended for about five hours.

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report writing accident

4 Steps for Writing an Effective Accident Report

It’s imperative to institute a systematic method for investigating accidents. A report needs to include all the essential information about the accident or near-miss. The process begins with fact finding and ends with recommendations for preventing costly future workplace accidents . Writing any incident report involves four basic steps.

1. Respond Immediately - Employees should notify their supervisor as soon as an accident or injury occurs. The supervisor’s first responsibility is to see that proper medical treatment or first aid is provided.  Also, if the hazard still exists, the supervisor needs to immediately eliminate it. Your company should have an established procedure for this.

2. Find the Facts - Once the immediate response has been completed, a thorough on-site accident investigation should be conducted by an investigation team. This should take place quickly after the incident so those affected still have the situation fresh in their mind. Items to review include:

3. Analyze - After determining how, you must find out why. This is necessary for developing an effective plan of action for control. Causes include:

4. Complete Corrective Action Plan - Recommendations for corrective action might include immediate corrective action, as well as long-term corrective actions such as:

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How to Write a Motor Vehicle Accident Report

Last Updated: October 25, 2022 References Approved

Gathering Information

Describing the incident, diagramming the scene, sample accident report.

This article was co-authored by Lahaina Araneta, JD and by wikiHow staff writer, Jennifer Mueller, JD . Lahaina Araneta, Esq. is an Immigration Attorney for Orange County, California with over 6 years of experience. She received her JD from Loyola Law School in 2012. In law school, she participated in the immigrant justice practicum and served as a volunteer with several nonprofit agencies. There are 7 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, several readers have written to tell us that this article was helpful to them, earning it our reader-approved status. This article has been viewed 472,865 times.

Typically when you're in an accident on the road, the police will complete a police report describing the accident. However, in some cases you may need to submit your own report, either to your insurance company or your state's DMV. If you need to write a motor vehicle report, take time to gather accurate information so you can describe the incident with as much detail as possible. [1] X Research source

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About This Article

Lahaina Araneta, JD

To write a motor vehicle accident report, start by getting the other driver’s name and insurance information. You should also write down information about their vehicle, including the year, make, model, color, and license plate number, as well as a description of the damage. For example, you might say "Sedan has broken bumper and dent in the rear quarter panel." If you have a camera or smart phone, take pictures of the vehicle damage, the surrounding area, and any injuries so you can describe the incident in your report in as much detail as possible. For more tips from our legal co-author, like how to make a diagram of the accident, keep reading! Did this summary help you? Yes No

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4 Steps for Writing an Effective Accident Report

Incident report sample - 9+ free documents in word, pdf, sample dmv accident report form - free documents in pdf, sample accident report form - 10+ free documents in word, pdf.

Since an accident is known as an event, though not a happy event worth celebrating, it should be reported and stated in a document for informing the authorities and knowing who will be liable for such event. Specifically, an accident report form will be used for indicating and stating the whole story of why the incident happened. Follow the steps below on how you can write and create an effective accident report to the authorities:

Step 1 : Inform the others . If an accident happened in the workplace, then you should immediately head out to your supervisor or manager and tell him about the accident. Make sure that you are in a calmer manner to enable yourself in speaking properly and remembering all the necessary details that you have witnessed and got involved to. By being able to call the attention of your superior, you are not only protecting yourself but also your colleagues from getting involved in the accident. However, if the accident was on a road, head to the nearest police department or dial the police line to inform them about your situation.

Step 2 : Draft the happenings. Most likely, if you have been in the accident when your adrenaline slows down, you might seem to forget some parts of the happening. To avoid this, write down the facts that you knew and get ready to create your witness statement to solve the case. The accident witness statement that you are about to create should be stated in a first person point of view.

Step 3 : Do an analyzation and assessment . When the facts have been stated, do a quick analyzation of what particular situations may have lead or the cause of the accident. List down the primary cause and what areas you suspect to have contributed in the worsening of the situation.

Step 4 : Start writing your report . Start by stating the company where you are in, your general information , and your position in the company. Then begin a paragraph for your detailed description of the accident which includes who you saw was with you during the incident and who you witnessed was there in the location before and after the accident happened. Lastly, write about the solution that you may suggest to the company and affix your signature on the accident report.

After you create and have submitted the report, your management must have a corrective action plan readied for the benefit of the company. This action plan will cater the safety training for the employees and employers, the list of regular maintenance methods to be done, the process of undergoing a job and workplace evaluation, and the reassessment with regards to the safety of the company premises.

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Incident Report Samples to Help You Describe Accidents

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Your company’s incident report form should make it easy to record the details of a workplace accident. Even fill-in-the-blank forms require a long-form description of the incident. This portion of the report can be the most difficult part to write.

In this article, we provide completed incident report samples to help you hone your documentation skills.

What Does an Incident Report Need to Include?

An incident report is a formal recording of the facts related to a workplace accident, injury, or near miss . Its primary purpose is to uncover the circumstances and conditions that led to the event in order to prevent future incidents. 

Every incident report you file should contain a minimum of the following:

Include quantifiable measurements where possible. For example, the ladder capacity is 250 lbs and the victim was hoisting 300 lbs. 

Finally, where more than one person is injured in an incident, create a unique report for each affected employee . While it’s fine to duplicate general details between reports of this nature, you’ll need to include details specific to that person, such as the event from their point of view or medical records.

When Does an Incident Report Need to Be Completed?

Create an incident report as soon as your employees are safe , which includes seeking medical attention and implementing an immediate corrective action to prevent further danger or damage.

By recording details immediately, you improve the accuracy of your report and the effects of your corrective actions. While it may take a few days to complete your report, it should take you only hours (or less) to start it. 

work incident requiring a report

Depending on your company policies and oversight from relevant regulatory bodies, you may be legally bound to complete an incident report within a given amount of time. If the incident resulted in a recordable injury, you must complete OSHA Form 301 within seven days. In addition, you may need to send your report to the organization providing oversight, US Federal or State OSHA , for example, within a given period of time. 

Review federal OSHA incident reporting and recordkeeping requirements or visit your state OSHA website for details. Remember that you must also report a fatality, hospitalization, or amputation directly to OSHA.

Safety Management Tip : Safesite Premium users enjoy streamlined OSHA incident recording with Safesite’s OSHA300 log integration feature .

Incident Reporting Mistakes to Avoid

Incident reports are more than a mandatory form to complete: they’re a vital part of your recordkeeping practices both for compliance and safety in general. Their importance means you want to get as much relevant information as you can as quickly as possible. But sometimes, safety teams can get in their own way and miss out on important details by making common mistakes.

Blame-casting and just getting it done are two common incident reporting mistakes you should avoid.  

It is easy to go on a witch hunt when accidents happen. However, incident reports aren’t created for the purpose of finding out who’s to blame. While staff should be held responsible (as stipulated by company policy) when they knowingly endanger themselves others, an incident report should focus on improving workplace safety.

If you make it clear you’ll abide by company policy but are not out to cast blame, you increase the likelihood that employees will participate in your incident investigation and provide honest witness statements. These factors create a stronger incident report.

In addition, if you rush through the report to “just get it done,” you may miss out on important details or lack clarity in wording. Irresponsible reporting can lead your team into even more danger, while detailed, clear reporting can lead to improved work conditions and better training. 

Three Incident Report Samples

Below are some sample incident report formats for three common types of workplace accidents. Use them as guides to effectively describe events.

Injury and Lost Time Incident Report Sample

If an injury requiring medical treatment, lost time/altered responsibilities happens in your workplace, it’s important to document it ASAP while the details are still fresh in memory. 

Here are some of the vital elements to include in your description of the incident:

Though the details above seem excessive, mentioning them in the incident report paints a more accurate picture. It’s important to include the above information in as detailed and concise a manner as possible. Holes in your report could lead to inferences and missed opportunities to create a safer workplace.

Injury Report Example 2

To write an incident report, use a narrative format. In other words, simply tell the story. Here’s an incident report sample description of a slip or fall resulting in a fracture, written in narrative form:

“On Friday afternoon, February 3, 2019, at 2 p.m. in ABC Shipping Co. located in 13th Avenue, Applewood, one of the warehouse workers (John Keegan) slipped and fell while carrying heavy (85 lbs) inventory. The root cause is believed to be the unavailability of a hand truck or pallet jack. Instead of waiting, John attempted carrying the load himself. A second possible cause is the condition of John’s PPE, specifically his boots, which are very worn in certain places.

When John fell, his colleagues rushed to his assistance. Suspecting a fracture, the supervisor on the floor (Kathy Pickens) decided to call 911. John said he felt a bit dizzy when he lost his balance and that he just ‘tripped over his feet.’ He tried to minimize damage to the load itself while falling, which may have led to a more awkward fall.

Two of his co-workers said that they noticed he was struggling a bit before the fall, but were busy with their own tasks and felt it would be rude to ‘call him out.’ See the attached witness statements for more info.

John was taken to a nearby hospital and a fracture to his wrist was confirmed. John will be out of work for a number of weeks.

The supervisor is currently working with the safety officer (Chris Darnell) to assess the condition of the floor, the number and condition of hand trucks and pallet jacks on the floor, as well as the condition of company-provided boots over two years old.”

As you can see, including the full story, complete with small details and witness statements will help you investigate and recall the incident with greater clarity.

After documenting the incident, you may have legal reporting requirements. Report and store the files according to recordkeeping requirements from regulatory bodies. It’s generally best practice to preserve the files for the duration of employment.

Exposure Incident Report Example

When exposure to dangerous chemicals or pathogens occurs, it’s important to document the event carefully in an incident report.

Including the following details will make your exposure incident report more effective:

Exposure Incident Report Sample 2

Here’s an incident report sample description for overexposure via inhalation:

“Josh Lee, a freight handler in XYZ Shipping Lines, was exposed to carbon monoxide fumes on December 2, 2017, Tuesday, from (estimated) 7:30 AM to 11:30 AM. He was at the unloading bay B, helping unload some freight from various containers with the help of two forklift operators: Kit Stevens and Donald Summers, neither of which complained of symptoms.

During unloading, Lee suddenly experienced lightheadedness and nausea. He informed his supervisor (Donna Martin) that he thought he was ill. 

Martin noticed his symptoms were consistent with CO exposure, so she walked over to the area and felt the air quality seemed off. She ran a sensor (Portable Direct Reading Monitor) and discovered that CO levels were on the high end but within the acceptable limit: 30 PPM.

Stevens and Summers were ordered to turn off powered vehicles and sit in fresh air for an hour while the ventilation system could be examined (see attached report). 

Lee was driven to the hospital by Martin to receive treatment. On the way, he complained of blurred vision briefly but said that it had cleared up upon walking into the ER. A full report will be attached once received.

Lee’s colleagues, Stevens and Summers, didn’t notice anything out of the norm with the air quality, but Summers acknowledged that at 11:00 AM, his vehicle had been left running near the open end of a container for thirty minutes while Lee was adjusting two improperly arranged pallets just inside. There is no air quality data from that time.”

Be sure to attach medical reports and lost-time from work, if any, to your initial report. Keep the report on hand for the duration of the employee’s tenure with the company, at a minimum. 

First Aid Incident Report Sample

Some workplace mishaps result in an injury that requires on-site or walk-in medical first aid treatment. Often, workers can return and finish their shift. Recording an incident report is still vitally important, even where it’s not expressly required by regulatory bodies.

First Aid Report Example 2

Here is an incident report sample description for incidents resulting in the need for first aid. 

“ On May 12, 2019, at around 9:34 AM. at King Street job site, Michael Williams was hit by an air nail gun that had been dropped by Carl Simone near the top of a staircase and gained momentum as it tumbled down. 

Williams, who was nailing drywall at the bottom of the staircase and wearing noise protective headphones, eye protection, and a short-sleeved shirt, was hit in the arm, causing a bruise and abrasion. He was treated with antiseptic, antibiotic ointment, a bandage, and an ice pack on site. Williams returned to work within a half hour. 

Simone had shouted a warning after he dropped the gun, but Williams said he did not hear it. Simone said that he simply lost his grip, but Williams said he felt that the tool may have been ‘swung’ before dropping. There were no other witnesses to report on the circumstances of the accident. 

Simone was wearing gloves when he dropped the nail gun. There are no outstanding hazards related to this incident and all workers will be reminded about glove selection and tool handling at the next safety meeting.”

While you should always document injuries requiring first aid internally, you typically don’t need to add them to your Form 300A or other regulatory reporting. In fact, doing so can needlessly elevate your incident rate.

An Incident Report Template to Improve Your System

Your incident reporting system should allow your employees to easily document all of the information listed in the incident report samples above. If your incident forms are easy to fill out in the field, you’re more likely to capture accurate, timely information. 

With Safesite, you can complete an incident report in six easy steps:

Describe The Incident 2

Safesite’s incident report form can be filled out on-site via iOS or Android app. It includes places to record the details of the event, images of the scene, and witness statements. It also allows you to raise associated hazards and identify a root cause. 

An incident report can also be completed using paper, but many companies now look to secure software to not only document and store incidents but also to trend problem areas and reveal safety gaps. 

Not ready to go mobile yet? Here’s a paper template you can edit and use in the meantime:

Incident Report Template

Raising and Resolving Hazards

Many incidents and near misses will involve hazards that could cause immediate or future harm to your employees if not resolved. From tagging and removing damaged equipment from service to safely dismantling corrupted structures, your incident reporting process is not truly complete until you resolve the danger. 

To keep things straightforward, include hazard descriptions and actions on your incident reports. With Safesite, you can create hazards from within an incident report by tapping Add Root Cause Hazard. Then, you’ll be able to alert your team of the hazard in real-time and assign it to someone for resolution. And you can do it without deviating from your incident report.

Hazard Resolution

Tip: Want to streamline hazard management without missing a beat? Check out our guide to faster hazard recognition and resolution .

Go Forth and Report

When writing incident reports, be objective about the details. Your main goal is improving workplace safety, not pointing fingers at who is responsible. The incident report samples provided show that by staying true to the facts, you encourage employee participation in your investigations.

Digital reporting automates part of the process, saving you time and reducing human error. Improve your incident reporting process by using a digital reporting tool, like Safesite , that integrates alerts and hazard resolution in a single place.

By Team Safesite

We're a group of safety and tech professionals united in our desire to make every workplace safer. We keep a pulse on the latest regulations, standards, and industry trends in safety and write about them here on our blog.

This article covers:

Related blog posts, why employee engagement is the key to unlocking safety program performance, everything you need to know before changing your safety software, safesite’s step-by-step guide to safety program digitization.

Logo for Open Oregon Educational Resources

Accident and Incident Reports

What is it? An accident or incident report documents an injury, accident, work stoppage, equipment failure, worker illness, or personal problem.

You might write an accident/incident report if:

Why is it important? Accident and incident reports can be used in insurance claims, workers’ compensation awards, and even lawsuits.

Poorly written accident/incident reports may place blame where it does not belong or deflect blame from guilty parties.  The stakes are high when writing these reports, so it is important to follow the instruction provided in this unit carefully.

What goes in an accident/incident report?  Accident/incident reports should include at least the following:

Checklist for Accident/Incident Reports – make sure your report contains as much of the following:

Some employers may also ask for an analysis of why the event took place and a recommendation for future prevention.

Audience:  Since these reports have legal ramifications, the writer should consider the audience to be anyone from the people involved in the incident to investigators and/or law enforcement to judges.

Other Considerations:

Poor Example (too biased/emotional):  John was just doing his job, working hard like he always does, and being a great team player when Mark rammed into him with the forklift like he was some hit man from an action movie.

Good Example (neutral and specific):  John Smith was loading boxes on shelf B2 when Mark Peterson backed into him with the forklift, causing John to fall backwards and hit a stack of boxes on the floor.

Poor Example (based on impressions):  It just seemed like Gus was always kind of sweet on Tanya, but he was kind of creepy at the same time. He just made everyone feel uncomfortable. He was too touchy-feely.

Good Example (neutral and specific):  On March 13, 2014, three employees (Margo Swinton, Barb Gell, and Tom Haven) heard Gus Brown say he had a crush on Tanya Vincent (another employee) and that he would do anything to “get in her pants.”  On March 14, 23, and 29, Tanya reported to her supervisor that Gus Brown made her feel uncomfortable because he continued to give her a back rub after she said she did not want him to touch her.

Technical Writing for Technicians by Will Fleming is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Blog Human Resources

How to Write an Effective Incident Report [Templates]

By Victoria Clarke , Oct 18, 2021

How to Write an Effective Incident Report [Templates] Blog Header

We all do our best to ensure a happy and healthy workforce. That’s why, in a perfect world, you would never have to create an incident report.

But since incidents do happen, it’s never a bad idea to be prepared for any situation–especially the unexpected.  

Small business owners, human resources teams and workplace emergency first responders: this is the article for you! 

In this step-by-step guide, we’ll share our top tips on creating incident reports that will help you carry out effective investigations and make sure similar (or more serious) incidents don’t happen again.  We’ll also include our top templates to get the job done.


Table of Contents:

report writing accident


All of the templates in this post can be customized using our easy online  incident report maker  tool. It’s free to sign up, many of our templates are free to use too.

1. What is an Incident Report? 

An incident report is a form to document all workplace illnesses, injuries, near misses and accidents. An incident report should be completed at the time an incident occurs no matter how minor an injury is.

Here’s one example:

report writing accident

Any illness or injury that impacts an employee’s ability to work must be noted. The specifics of what is required by law to be included in an incident report will vary depending on the federal or provincial legislation that affects your workplace.

If you’re unsure, you can take a look at your government’s website for more details. In certain cases, there are exceptions that can exempt small businesses from complying with such legislation. 

Employee Incident Report Template Venngage


2. Incident Report Examples and Design Tips

Here are some examples of type of incident reports to help you get started. I’ve also included some report design tips to help you present your information effectively. We’ve also got a comprehensive guide to general report design if you want to dig a bit deeper into the topic.

Incorporate your branding into your report design

As with any document you create for your business, it’s good practice to incorporate your branding into your incident reports. (Psst– Venngage’s Brand Kit feature makes it easy to add your branding in just a click!) 

Include your brand colors into your design. You can do this by using them in the report header, footer, side bar, and in any visuals. 

You could use your brand colors in the background of your incident report:

report writing accident

You may also want to include your logo, like in this incident report template : 

report writing accident

Organize your information into sections using boxes

To make your information as readable as possible, organize it into sections. One of the easiest ways to do this is by using boxes.

For example, take a look at how these type of incident report templates use boxes to section off the information:

report writing accident

This type of incident report example also uses rectangles to denote section headers:

Simple Incident Report Template

Color code the sections of your incident case report

Colors aren’t just great for making your reports , presentations and charts more interesting to look at. You can also use color to organize sections of your report and to draw attention to key information. 

For more tips on using color in your designs, read our guide on how to pick colors to communicate effectively .

report writing accident

Add a visual header to your incident report

As part of your company branding, you may want to add a visual header to your reports. For example, this incident case report template uses a neutral photo with a color filter to create a professional header:

report writing accident

You can do this in Venngage by overlaying a photo on a color background and adjusting the opacity of the photo: 

Image Opacity Venngage

You can use the same effect for side bars as well: 

report writing accident

Make a mock form to offer news team members as an example

If you’re transitioning in staff or something happens when the individual who owns incident reports is away, it’s very important that there is a process documented . That will ensure that if someone is put on the spot, they can fill in the incident report properly.

It can also be helpful to add brief descriptions of the information in the type of incident report to include in each field. Take a look at how this incident report example offers some brief text to guide the person filling it out:

report writing accident

Use icons to visualize concepts

Icons are small, compact visuals that can be used to reinforce information in your reports. You can also use them to draw attention to specific fields and important pieces of information. 

For example, this incident case report template uses icons to indicate the purpose of each field:

report writing accident

3. How to Write an Incident Report 

It’s important to establish a systematic method for investigating incidents.  

It’s also equally important to have a report prepared that enables you to record every relevant aspect of the incident details–this is the essential first step in the incident reporting process.  

After you’ve created your incident report form, you can: 

To  write any incident case reports, follow the basic format described below.

report writing accident


1. Take Immediate Action 

Employees of your organization should notify their manager or another member of the company’s leadership committee as soon as an incident occurs–regardless of the nature of the event (whether it be an accident, illness, injury or near miss).  

That being said, there needs to be communication channels clearly defined to promote the practice of employees coming forward in these situations and the importance of such.

Once an incident has been reported, the member of leadership’s first responsibility is to ensure that appropriate treatment, if necessary, is being administered to those affected by the event.  

On this note: if the hazard still exists, the manager that the event has been reported to must eliminate the hazard by controlling it. Each company should have a defined procedure for accomplishing this based on the nature of their work. 

For example, if there was a spill that caused a fall. You would attend to the victim and promptly have the spill wiped up and identify the area as a hazard by using a sign.

2. Collect the Facts 

Once the immediate action including the response to the event and eliminating the hazard from the environment has been conducted, it’s time to determine and record the facts related to the incident details. 

report writing accident


Facts related to the incident include: 

Identify the specific location, time and date of the incident. This information is fundamental to the investigation and the most obvious information to collect. 

The Affected

Collect details of those involved and/or affected by the incident. This would entail recording the name(s) of the individual(s) involved, their job title(s), the department(s) they operate in the manager(s) of those affected. 

The Witnesses

Speak to any witnesses of the event to collect their perspective of the event. Record their statements as detailed and accurately as possible in the form.  

To ensure accuracy, it’s best practice to review your notes with the witness to ensure they agree with how the event is portrayed on the report. It’s also important to include the name(s) of any witnesses in the report in case any additional questioning is required. 

The Context

Consider and document the events that occurred leading up to the incident. Ask:

It is important to identify which factors were an outcome of the incident and which factors were present prior to the incident and could be a potential contributing factor to the incident occurring.

The Actions

In the report, you must specify the actions of those involved at the time of the incident. What did the employee do that led to the incident? 

For example, if an employee injured their back when lifting a box at work, it is important to determine how that employee lifted the box to decide if that contributed to their injury. If yes, then inquire if this employee was trained properly for this task and by who or what source? 

The Environment

Identify and record environmental conditions that contributed to the event. Was there inadequate lighting? Was a piece of equipment not operating properly? Was the employees visibility obstructed by a glare or blind spot? Etc. 

The Injuries

Record detailed descriptions of specific injuries and evaluate the severity of such in the report. This description should include part(s) of body injured, nature and extent of injuries. 

The Treatment

It is also important to document in the incident case report the type of treatment administered for the acknowledged injuries. This information is important to document in order to understand how the employee recovers when reviewing the specifics of the event.

The Damages

Record an account of any damage to equipment, materials, etc that was affected by the incident. This will be helpful to refer back during the analysis of the event in order to consider a both a corrective action plan and to determine what items will need to be repaired or replaced. 

3. Analyze and Reflect  

Collecting and recording the facts related to the occurrence of the incident will aid in determining how the incident occurred. Analyzing the collected facts related to the incident will aid in determining why the incident occurred. 

Analyzing and determining how and why the incident occurred is essential in order to develop an effective corrective action plan. 

Potential causes for accidents or injuries that occurred in the workplace could include: 

report writing accident

4. Establish a Corrective Action Plan 

A Corrective Action Plan would provide recommendations as a means to reduce the possibility of a continued issue and/or recurrence of the incident details. The recommendations would result from an effective analysis of the facts collected and documented in the incident report. 

Elements of an effective Corrective Action Plan could include: 

report writing accident

Incident Report Examples

Covid-19 employee incident report template.

report writing accident

Blue healthcare employee critical incident report template

report writing accident

Although being prepared for the unexpected is often difficult, preventative measures are the cornerstone of maintaining a happy and healthy working environment for yourself and your workforce.  

Incident reports are a not only a defining piece in any company’s incident response protocol, but they provide a means to avoid recurring mishaps and/or inspire change. 

That’s why it is crucial to have a relevant and comprehensive incident report form prepared and on hand for any incident details that may arise. By adhering to your jurisdiction’s legislation and considering the four components prescribed above, you’ll be well prepared to handle incidents effectively.

The effect of responding to workplace incidents in a timely and detail-oriented manner will not only ensure a safe workplace, but also: 

FAQs about incident reports

What is the purpose of incident reporting.

An incident report is used to describe an event that requires an investigation which needs to be documented.

What is in an incident report?

Any event that may or may not have caused any injuries to a person is considered an incident that requires documentation in the form of an incident report.

Types of incident reports

More HR guides and templates:

12 Powerful Performance Review Examples (+ Expert Tips By an HR Manager)


17 Essential Human Resources Poster Templates

HR Poster Blog Header


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