Incident Report Templates

Generate real-time incident reports using a mobile app and an incident report form to avoid recurrence.

Published 26 Jul 2021

What is an Incident Report Form?

An incident report form is a tool used to document any event that may or may not have caused injury, illness, and property and equipment damage in the workplace or worksite.

Why Use Incident Report Form Templates?

A good incident report should state all the essential information about the accident or near-miss. Using an incident report form is important in identifying and understanding what caused the incident and how to prevent it from recurring. Incident report templates should be completed as soon as possible to preserve key details that are needed for insurance and regulatory purposes such as recording OSHA 300 forms

This page covers:

  1. Difference between an accident and an incident;
  2. Different kinds of incidents;
  3. How to complete an incident report form;
  4. Employee injury or accident report scenario;
  5. Technology to help you perform efficient incident reporting and
  6. 12 of the best incident report templates can be used to report injuries, illnesses, accidents, near-misses, property damage, incident investigations, and more.

What is the Difference Between an Accident and an Incident?

The term “incident” is often interchanged with “accident”. Similarly, both events are triggered by unexpected things, however, these two terms are totally different from each other. An incident can be any event that might or might not result in critical or serious damage or injury, while an accident always results in minor or major injuries or illnesses and property damages. 

In case of an event involving an injury, you can use an accident report form as your injury report form to capture all important information and immediately report the accident.

Different Kinds of Incidents

An incident can be any event, situation, or condition that disrupts and brings potential hazards and risks that could affect the workers of an organization, affects the processes, systems, and operation of a business and calls media attention. Here are some examples of incidents: Click here to download free incident report templates.

  • Employee accident or injury
  • Property damages
  • Vehicle accident
  • Security incident
  • Lost time injury
  • Environmental accident
  • Fire incident
  • Near miss

How to Complete an Incident Report Form

Establishing a systematic way of writing an incident report helps the reporter to gather all the necessary details to make the incident report accurate, factual, and serve as an essential document for further investigation and analysis and preparation for more efficient preventive planning. Here are four steps on how to complete a good incident report form:

  1. Know what information to collect – having the right knowledge of what information you need to include in your incident report will greatly help you with the gathering of data in the most efficient way. A checklist can be a helpful guide to avoid missing out on important details especially at times when you need to submit the incident report as soon as it is needed.
  2. Gather the most accurate and factual data – incident reports are documents of an actual event. Providing the most accurate and factual information is the topmost responsibility of the reporter. Opinions, biased statements, and vague information should be avoided. 
  3. Provide more evidence as possible – to help strengthen the validity of the incident report, providing photos and illustrations will support the statements given by all the people involved in the event.
  4. Get signatures before completion – getting signatures from the affected people and witnesses confirms that the incident report is undoubtedly true.

Employee Injury or Accident Report Scenario

All incidents in the workplace, whether big or small, should be reported and documented immediately to ensure that incident details are still fresh. Aside from performing the necessary action to the affected employees on time, it also helps the business to determine the needed medical treatment, safety measures that are to be improved and implemented, and the lost time records that could affect team performance and productivity.

Here are two types of incident reporting that can help you create a more comprehensive report:

List-type Reporting

Here is the most vital information that you need to collect for the incident report:

    • Type of incident
    • Location
    • Names of affected people
    • Immediate Supervisor
    • Statement of the affected people
    • Witnesses
    • Context of the event
    • The motion of the affected people during the incident
    • Injuries, severity, and treatment
    • Photos
    • Hazards identified
    • The root cause of the event

Narrative Reporting

“On Monday morning, September 4, 2020, at 7 a.m. in Cehenna Express. located in 5th Avenue, Pandemonium, one of the warehouse staff (Harvey Kinkle) slipped while transferring a piece of 95-lbs equipment to a nearby stock room. Upon further analysis, the root cause of the incident is believed to be the wet flooring due to a leaking water tank in the same location. Adding the fact that Harvey has poor vision, he carried the load himself without seeing the water on the floor. 

When Harvey fell, his colleague, Nick, who is about to enter the warehouse, heard a nearby bang that urges him to check what happened. Nick quickly ran to help Harvey. After reporting the incident to the shift supervisor, Mary Wardwell, they decided to call the Pandemonium hospital for an ambulance. Harvey said his head fell badly to the ground when he lost his balance, causing severe headaches, although there was no blood from his injuries.

Harvey was admitted to the Pandemonium General Hospital and a skull fracture was confirmed. Harvey will be out of work for 2 months.

The supervisor is currently working with the safety personnel (Edward Spellman) to evaluate the condition of the floor, the location and condition of the water tanks on the floor, and the lighting systems installed. Also, an eye medical test will be administered to all Cehenna Express staff.”

What is iAuditor and how can I use it with an Incident Report Template?

Paper-based incident reporting can be cumbersome and time-consuming to the reporter. With iAuditor by SafetyCulture, you can perform paperless incident reporting with the use of a mobile app and a web platform. All data can be stored in a secure cloud and can be accessed anytime, anywhere. With iAuditor, you can:

  • Replace incident report paper forms with a phone and tablet
  • Easily attach photos to your incident reports
  • Automatically save PDF reports online to the cloud. No more scanning and faxing
  • Secure storage and audit trail of all incident reports for regulatory purposes
  • Capture digital signatures and witness statements



To help you get started, here are a collection of the digital incident report forms you can download and customize for free.

SafetyCulture staff writer

Carlo Sheen Escano

Carlo Sheen Escano is a contributing writer for SafetyCulture based in Makati City, Philippines. Sheen has experience in digital marketing and has been writing for SafetyCulture since 2018. His articles mainly discuss risks in the workplace and well-known safety and quality processes used to mitigate them. Furthermore, Sheen is passionate about providing insights to global customers on how technology can help them to do the best work of their lives.

Carlo Sheen Escano is a contributing writer for SafetyCulture based in Makati City, Philippines. Sheen has experience in digital marketing and has been writing for SafetyCulture since 2018. His articles mainly discuss risks in the workplace and well-known safety and quality processes used to mitigate them. Furthermore, Sheen is passionate about providing insights to global customers on how technology can help them to do the best work of their lives.