how to write a accident report example

Real Examples of Incident Reports at the Workplace with Templates

how to write a accident report example

Accidents can happen, no matter how many preventative measures are in place. And, when accidents do happen, it’s vital to learn from them. To ensure your documentation is spotless, it’s always a good idea to look at some example incident reports at the workplace.

A safety incident report helps ensure nobody is subject to mistreatment because it contains information from the injured employee as well as eyewitnesses. This helps fill in missing pieces of information and figure out how the accident occurred exactly. 

“The safety of the people shall be the highest law.” Marcus Tullius Cicero

So, let’s dive in! 

If you’re looking for an example of an incident report at the workplace, feel free to jump to that section using the links below. Otherwise, we will first discuss what incident reports are and why they are so important.

how to write a accident report example

What is a Workplace Incident Report? 

A workplace incident report is a document that states all the information about any accidents, injuries, near misses, property damage or health and safety issues that happen in the workplace. 

They are very important to identify the root cause of an incident along with any related hazards and to prevent it happening again in the future. As soon as an incident takes place and everybody in the workplace is safe, a work incident report should be written up. 

Typically, a workplace accident report should be completed within 48 hours of the incident taking place . The layout of an accident incident report should be told like a story, in chronological order, with as many facts as the witnesses can possibly remember. 

What should you include in an incident report?

There are many different types of incident reports, depending on your industry, but most will include the underlying details listed below in order to understand what happened: 

  • The type of incident that took place
  • Where the incident happened
  • The date, day and time of the incident
  • Names of the people involved
  • Injuries that were obtained 
  • Medical treatment that may have been required
  • Equipment that was involved
  • Events leading up to the incident that could have contributed to it taking place
  • Eyewitnesses that can tell their side of the story

For example…If a chemical was involved in the incident, it should be noted if the victim was wearing appropriate PPE or not, as well as a photograph of the damage and the chemical’s label stating its components. If a workplace vehicle was involved, all information about the vehicle should be noted, and the possible reasons why it occurred if there is no clear answer. Employers should ensure vehicle safety guidelines are adhered to in order to prevent incidents in the workplace. 

If this is an OSHA recordable incident (accident) and the company is exempt from OSHA recordkeeping , the employer must also fill in OSHA Form 300 . This form enables both the employer and the agency to keep a log of the injuries or illnesses that happen in the workplace. It includes crucial information such as the number of working days missed due to injury, the sort of injury that was obtained and if medical treatment was necessary. 

how to write a accident report example

How to Write an Incident Report

It is important to lay out an incident report clearly and concisely with all the relevant information about what happened. The clearer it is to read, the easier it will be to understand the cause of the workplace accident. 

The language used for incident reporting should not be too emotional and should not purposefully put the blame on someone. Here is an incident report example template:

This workplace incident report template includes the basic guidelines and best practices of what to include to make sure the report includes all the details it should. Once a report is written, it should be kept on record in the workplace. 

Incident Report Examples

Depending on the type of workplace incident, the writer will need to include various pieces of information. If you are not sure how to write an incident statement, here are example incident reports for the workplace covering various scenarios. 

Injury Incident Report Example

“At 11.20am on Tuesday 7 th July 2020, a worker, Timothy Johnson, tripped over an electrical wire on the Blue & Green construction site, located on Main Street, Riverside. He was carrying a hammer at the time. 

It is believed the wire should not have been stretched across the ground without safety tape securing it to the ground and drawing attention to it. Timothy fell to the ground and dropped the hammer but did not injure himself with it. He twisted his ankle, which immediately began to swell and scrapped the side of his leg in a minor way. A co-worker came to assist Timothy to his feet and helped him walk to a nearby bench. Timothy could not put his weight on his left foot, so he was taken to a nearby hospital. Once at the hospital, doctors confirmed that Timothy had sprained his ankle and would have to keep the foot elevated and use crutches for the next two weeks. He would not be able to work during this time. 

The foreman for the construction site has assessed the wires on the ground and concluded that brightly colored tape should secure the wires to the ground to draw attention to them and to ensure there are no bumps in the wire that are easy to trip over so that this does not happen again”.

Forklift Accident Report Sample

“On Friday 5 th July 2020, at 3.35pm, a forklift driver, Max White, was driving the forklift he usually drives in the Sunny Side Warehouse, ABC Street, when the front right tire got caught on a piece of wood on the ground, causing the forklift to overturn with Max inside it. 

Luckily a co-worker was nearby to help Max climb out of the right side of the forklift. Max was shaken up and reported that his left shoulder and left side of his neck were hurting him from the impact. Max decided he did not need to go to the hospital as he felt like he would only obtain bruises from his injuries and that they were not severe enough to need medical attention. His manager sent him home for the rest of the day to ensure he did not strain himself further. 

The wood that caused the forklift to overturn had not been stacked properly and has now been moved to a secure location in the warehouse to make sure it does not cause any more issues for forklift drivers”.

Fall Incident Report Sample

“In Fairview Boutique on Friday March 6 th , 2020, Samantha Wright was stacking shelves while standing on a ladder in order to reach the top shelf of handbags at 4.10pm. As she was stretching to place a bag on the shelf, the ladder collapsed from under her and she fell to the ground. Her co-worker heard the loud noise and immediately helped her. Samantha was in a lot of pain and could not get to her feet as she felt lightheaded. An ambulance was phoned, and she was brought to hospital. Samantha obtained a broken right arm, bruised thigh and hip, and a bump to the head that left no major head injury. She was recommended three weeks off work at the minimum by doctors.  The fall was concluded to be of nobody else’s fault but was put down to Samantha accidently overreaching instead of moving the ladder to where she needed to see”. 

Hand Injury Incident Report Sample

“On April 21 st , 2020, at Willow Maintenance, Yellow Abbey Grove, Kyle Jenkins was about to use a miter saw to cut some timber, but when he started to use the saw, it jolted, causing the saw to come down suddenly on his hand. 

Kyle’s left thumb was cut deeply by the saw and he lost a lot of blood. Co-workers came to his aid, turned the saw off and helped him stop the bleeding with tissues. He was then brought to the hospital where he received eight stitches and was told to not use the hand for rigorous work for 4 weeks. The head of Willow Maintenance inspected the saw to check for any issues and see why it came down and cut Kyle’s hand. It appeared that whoever was the last person to use the machine did not put the safety latch back on the saw once they had finished using it. 

If this safety latch was on the saw when Kyle used it, it would not have cut his hand, but rather, automatically shut off once it jolted. The manager decided to take a day to retrain his staff to ensure they adhere to the health and safety guidelines of the company”. 

Exposure Incident Report Sample

“In Woodbell factory, Springville, on Tuesday May 26 th , 2020, Annie Bedley was packaging household cleaning products when a bottle tipped over onto her wrist. 

She got up from her seat to wash off the chemical in the washroom. She then went to her supervisor to show her what had happened. Annie’s wrist was red and itchy but was not burning as she had washed off the remnants of the chemical immediately. Annie’s supervisor brought her to the office to sit with a cold compress on her hand and applied a layer of ointment to treat the burn. Annie did not feel like she would need further medical assistance and agreed with her supervisor that she would need two to three days off work to ensure the burn did not get irritated. 

Annie was wearing appropriate PPE at the time of the incident and no faults were found on the conveyor belt at the packing bay. The incident has been noted as an accident with nobody to blame. Photographic evidence of the burn has been included in this file”.

First Aid Incident Report Sample

“On Friday November 15 h 2019, Arthur Stokes was walking along the corridor between building four and five of Graygrock Inc. when he noticed that there was something sharp sticking through the bottom of his right shoe. 

He stopped to see what it was and found a nail stuck in his shoe. He took his shoe off and lucking was able to pull the nail out as it hadn’t pierced through to his foot and only minorly scraped it. He saw the stairwell was getting new handrails fitted and presumed the nail came from that. He saw two other nails further along the corridor and decided to pick them up to make sure nobody else stood on them. He reported to his manager’s office where he presented the nails and explained the situation. His foot had a small cut, so Arthur’s manager gave him an anti-septic wipe and a band-aid to help him. 

Arthur returned to work while his manager talked to the construction workers about keeping their workspace neat and to prevent any further accidents like this from happening”. 

how to write a accident report example

Incident Report Form Templates

The layout of an incident report forms can vary depending on where the incident took place and the type of injuries. Here are some examples of incident reports at the workplace that you can use. 

how to write a accident report example

Incident Report Form for General Staff (Word/PDF)

This general staff accident report form template can be used in a variety of workplaces. It includes all the necessities to describe a workplace incident to ensure it is recorded correctly. This general form is ideal for any business type. 

how to write a accident report example

Incident Report Form for a Construction Site

This example incident report for the workplace is unique to others as it includes a field for the construction project name and the project manager’s details. This makes it easy to understand where in the construction site the accident occurred and how severe it was.

how to write a accident report example

Incident Report for a Hospital/ Medical Clinic (Word/PDF)

The hospital incident report template is much more detailed than others as it must include accurate information about the staff member or patient’s injuries, where in the hospital it happened and what medical treatment they required.

As you write your workplace incident reports, remember it is not to place blame on one person, but rather record a series of events that have taken place. Sometimes these are pure accidents due to bad luck and, sometimes, there is human error or a technical fault involved. By the way, this is the basis of the Just Culture Algorithm™ which is definitely worth exploring if you’re looking to improve the safety culture at your workplace .

These examples of incident reports at the workplace are only the tip of the iceberg when it comes to the variety of workplace accidents that can occur. In any case, it’s crucial to record any incidents that arise because this helps create a safer work environment.

References & Further Reading

  • OSHA’s Guide for Employers carrying out Incident Investigation
  • OSHA’s Injury & Illness prevention Program
  • Workplace Injury Information
  • Eyewitness Statement Form : Should be included for any eyewitnesses to the incident to aid the investigation.
  • Injury Investigation Questions : Should be asked when an employee has been injured at the workplace to understand exactly what happened.
  • Incident Investigation Flowchart Procedure: A step by step example of the procedures involved in carrying out a workplace incident investigation.  

how to write a accident report example

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Incident Report Samples to Help You Describe Accidents

Team Safesite

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:

  • Type of incident (injury, near miss, property damage, or theft)
  • Date of incident
  • Time of incident
  • Name of affected individual
  • A narrative description of the incident, including the sequence of events and results of the incident
  • Injuries, if any
  • Treatments required, if any
  • Witness name(s)
  • Witness statements
  • Other workers involved
  • Video and/or 360-degree photographs of the scene

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:

  • Location (Address)
  • Date/time of incident
  • Name of supervisor
  • Description of the incident, including specific job site location, the sequence of events, and the results of the event
  • Whether or not proper PPE was being used
  • The root cause(s) of the incident
  • Associated hazards raised and resolved following the event
  • The affected individual’s version of the events
  • Actions taken by concerned individuals after the incident
  • Description of injuries
  • How the decision was made to call (or not to call) emergency services
  • Treatment required
  • Photographs of the scene 

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:

  • Name of affected individual
  • Name of Supervisor
  • Description of the incident, including specific job site location, sequence of events, and results of the event
  • Name of the chemical/pathogen/carcinogen, amount, concentration, and description of hazard labels/safety data sheets (SDS)
  • Exposure monitoring data, if available
  • Whether or not a contaminated sharp was involved
  • Description of injuries, including body part(s) exposed, length of exposure, and size of area exposed
  • Signs and symptoms displayed
  • Photographs of the scene and hazard labels involved

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:

  • Tap Log Incident
  • Select your inicent report type (injury, near miss, property damage, theft, or equipment failure) and location, date, and time
  • Input your incident description and an incident photo
  • Tag the person involved and witnesses from your team
  • Complete root cause analysis
  • Log your incident

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.

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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.

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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.

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Blog Human Resources

How to Write an Effective Incident Report [Templates]

By Victoria Clarke , Jun 13, 2023

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, I’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.  I’ll also include our top incident report templates to get the job done.

Table of Contents:

  • What is an incident report?
  • Incident report examples, templates and design tips
  • Simple incident report template
  • COVID-19 employee incident report templates
  • How to write an incident report

how to write a accident report example

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.

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:

how to write a accident report example

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

Incident report examples and design tips

Here are some examples of types of incident reports to help you get started. I’ve also included some report design tips to help you present your information effectively. If you want to dig a bit deeper into the topic , here’s a comprehensive guide to general report design that I find handy.

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 in your design. You can do this by using them in the report header, footer, sidebar and in any visuals. 

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

how to write a accident report example

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

how to write a accident report example

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 types of incident report templates use boxes to section off the information:

how to write a accident report example

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 .

how to write a accident report example

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:

how to write a accident report example

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 sidebars as well: 

how to write a accident report example

Make a mock form to offer new 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:

how to write a accident report example

Use icons to visualize concepts

Icons are small, compact visuals that can be used to reinforce the 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:

how to write a accident report example

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: 

  • Begin your investigation with fact-finding 
  • And end your investigation with determining recommendations for preventing both an increase in the severity of the incident and the possibility of a recurrence.  

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

how to write a accident report example

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 need 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. 

how to write a accident report example

9 facts related to the incident include: 

1. the basics.

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

2. 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. 

3. The witnesses

Speak to any witnesses of the event to collect their perspectives of the event. Record their statements as detailed and accurate 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 in the report. It’s also important to include the name(s) of any witnesses in the report in case any additional questioning is required. 

4. The context

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

  • What was the employee doing? 
  • Who asked them to complete the task? How was the employee feeling prior to the incident? …etc. 

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.

5. 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 the injury. If yes, then inquire if this employee was trained properly for this task and by who or what source.  

6. 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. 

7. The injuries

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

8. 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.

9. 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 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: 

  • Primary causes (for example, an unsalted ice patch on a set of stairs that caused a slip and fall). 
  • Secondary causes (for example, an employee not wearing appropriate personal protective equipment, such as a hard helmet or eyewear).
  • Other contributing causes (for example: a burned-out light bulb in the area causing poor visibility). 

how to write a accident report example

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: 

  • Occupational Health & Safety training for employees 
  • Preventative routine maintenance processes that ensure equipment is in proper working condition 
  • A review of job practices and procedures with a recommendation for changes to reduce the risk of incidents 
  • Conducting a job hazard analysis to determine if other potential hazards are associated with the task and/or environment and then training employees on these hazards based on the findings of the assessment 
  • Engineering, equipment or PPE changes/upgrades to ensure the task or the process of completing said task poses less risk

how to write a accident report example

Incident report examples

Covid-19 employee incident report template.

how to write a accident report example

Blue healthcare employee critical incident report template

how to write a accident report example

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 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: 

  • Reassure your employees that their employer is prepared to take the right steps in any situation 
  • Ensure all appropriate parties are fully informed of incidents 
  • Establish a record of incidents for future reference 
  • Protect both you/your company and your employees from lawsuits and disputes

FAQs about incident reports

What is the purpose of incident reporting.

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

Types of incident reports

  • Accident Reports
  • Workplace Incident Report

What are the 4 types of incidents?

Commonly, incidents can be categorized into four main types:

  • Accidents: Involving unintended harm, damage or injury.
  • Near Misses: Situations where an accident could have occurred but was narrowly avoided.
  • Unsafe Conditions: Reports about hazardous or unsafe environments that need attention.
  • Unsafe Acts: Documenting incidents involving violations of safety procedures or rules.

Incident reports generally cover a variety of situations and the specific types may vary based on context and industry. It’s important to note that these categories can overlap and the classification may differ depending on the reporting system or industry standards.

What are the 5 elements of a good incident report ?

A well-structured incident report typically includes the following five key elements:

  • Date, time and location: Provide specific details about when and where the incident occurred. This helps establish a timeline and context for understanding the event.
  • Description of the incident: Clearly describe what happened, including relevant details such as the sequence of events, the people involved and any contributing factors. Use objective language and avoid assumptions or opinions.
  • Witness information: Include names and contact information for any witnesses to the incident. Their accounts can provide valuable perspectives and corroborate details.
  • Action taken: Outline any immediate actions taken to address the incident, such as first aid, evacuation procedures or contacting emergency services. Documenting these responses is crucial for understanding the effectiveness of the initial response.
  • Recommendations for prevention: Offer suggestions on how similar incidents can be prevented in the future. This proactive approach demonstrates a commitment to improving safety and mitigating risks.

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How to write an incident report?

incident reporting form

Even with all the safety measures in place, safety incidents can still happen. The big question is: how do you learn from them?

The answer lies in the incident report.

An incident report is a written account of a situation that has occurred. It provides a record of events that led up to an accident, as well as its immediate aftermath.

The primary purpose of writing an incident report is to learn from the mistakes and prevent the recurrence of the same kind of incident in future. This is especially important if there are injuries involved, as it will help workers understand how they can avoid similar accidents in the future. It also helps management understand what went wrong and how they can improve their policies or procedures so that workers are safer in the future.

An incident report is necessary when:

  • There’s a serious injury to any employee or customer (or a visitor).
  • An accident causes major damage to equipment or property.
  • An accident caused by someone else’s carelessness or negligence — even if it’s a near-miss.
  • Any other situation where you feel that an accident could have caused significant harm or concerns regarding the safety of employees, vendors, customers or any other people in the vicinity.

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Download free incident report template. available as word, excel or pdf formats., what should you include in an incident report.

An incident report is necessary to record anything from a minor mishap to a major accident and should include all relevant information such as who was involved, what happened and when it happened.

A basic incident report should contain answers to the following questions:.

What happened?

Make sure you include all the details, such as who was involved and what was damaged, lost or destroyed.

incident classification

When & where did it happen?

Your report should contain the date, time and location where the accident took place. If your company uses a system to track such information, try using that same system for your reports.

Who were involved?

Include other people who were present at the time of the incident or accident and what they did at the time of the incident. This will help determine how exactly the incident happened and any other secondary contributing factors.

What did they do?

Detail out what each of those persons was doing just before, during and after the incident. This is an important detail to help you get down to the bottom of the incident and truly understand the root cause.

Why did it happen?

Your report should explain why the accident occurred so that anyone reading it can understand how it happened and what could have been done differently to prevent it from occurring again.

Were there any witnesses?

You’ll need witness statements from the people nearby and any other involved parties to help explain an event or clarify who was involved.

What is the extent of damage to a person or property?

This would include the severity of the incident as well as any person or equipment damaged in the incident and the follow-up treatment.

Step-by-step process to write an incident report

Collect, Verify & Organize Data

1. Collect the information

The first step is to collect all the relevant information. This includes all the details of the incident, including wh en it occurred, where it took place, what happened and how many people were affected. You should also include any photos or video evidence that could be relevant. You can use checklists or an incident reporting software like Safetymint to help you collect the necessary data.

Collect, Verify & Organize Data

2. Establish the order of events

Once you have collected all the information about an incident, you need to determine exactly what happened. An effective incident report starts with a summary of what transpired, followed by a description of each event in chronological order. The order of events is crucial because it helps investigators determine whether there is any pattern to the problem and how to fix it.

Collect, Verify & Organize Data

3. Analyze the root cause

After determining the exact sequence in which the incident occurred, you need to analyze the root cause of this problem to identify ways of preventing similar incidents from occurring in the future.

The analysis can also include a review of previous incidents that were similar in nature and frequency leading up to this particular incident. This will help you understand if there is a common cause for all these events or not.

Collect, Verify & Organize Data

4. Formulate corrective action

With the root cause of the event clear, you can then discuss to formulate corrective and preventive action (CAPA) to avoid a similar incident in the future. These corrective actions should be based on past experiences and lessons learned rather than just assumptions or guesses.

You can also involve other team members or stakeholders who may know about preventing such events from reoccurring in the future. All of these information will be helpful for the investigative team to understand what went wrong and suggest recommendations

Reporting incidents using spreadsheets?

Upgrade to Safetymint Incident Reporting System.

Best practices to follow when writing an incident report

A good incident report should include as many details as possible about the event. Here are some tips for writing an effective incident report:

Describe what happened in detail

Include all facts related to the incident, such as who was involved, when and where it took place, how many people were involved and what they were doing at the time of the accident.

For example, if someone fell from scaffolding due to faulty equipment or improper use of equipment, provide as much information about what the person was doing, the equipment they were handling and the safety protocols followed/neglected — so that others can learn from it and avoid similar mistakes in the future.

how to write a accident report example

Be objective when describing events

Don’t editorialize or speculate about why something happened — simply state what happened and how it affected you or others involved in the accident.

The most important thing about being objective is not allowing emotion to cloud your judgment. Write down what you saw and heard, not what you thought or felt at the time. Avoid making assumptions and using words like “I think” or “I believe” when describing the events.

Be as thorough and accurate as possible, but avoid going into excessive detail about things like how you felt during the incident or what others said afterwards.

Use simple language

Your goal should be for anyone who reads your report to understand exactly what happened without needing any additional context or background information. So avoid using complex phrases or technical terms unless necessary. Otherwise, stick with simple language and avoid using abbreviations or acronyms unless they are widely accepted within your industry.

Include photos, if possible

If the incident caused physical damage, take photos so they can be included with your report. Photos will help show any damages or injuries resulting from the situation and clarify any questions about what happened during the incident.

How Safetymint can help in reporting incidents

Safetymint is an online incident management system developed to help organizations manage safety incidents, observations and near misses . It improves your safety culture by getting more people involved in reporting incidents and it enables you to gather the right data to make better decisions.

Instant reporting

Safetymint offers a simple & quick process for reporting incidents, which helps ensure that all necessary details are captured and recorded correctly. Employees can report hazards themselves through their mobile phones or computers anywhere and at any time.

No prior training

Safetymint has an intuitive interface that’s direct and simple enough that anyone with a smartphone or access to a computer can quickly report the incidents — without any prior training.

how to write a accident report example

Overall dashboard view

The safety dashboard allows you to track your leading and lagging indicators at one glance to monitor performance and take corrective action wherever necessary. This will help you develop effective solutions for reducing injuries and improving overall workplace health and safety performance.

Custom investigation workflow

Safetymint includes a 5-step incident investigation process which includes the following steps: Incident reporting , Setting up and investigation team, Root cause analysis , Recommended actions and Review and Closure. This process can be used for both internal as well as external investigations.

Capture incidents and near-misses with accuracy.

Resolve incident with a 5-step incident investigation process. Available both on Mobile and Desktop browsers.

Free Workplace Accident Report Form Templates, Checklists, and Samples

By Andy Marker | September 19, 2019

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In this article, you’ll find a wide selection of ready-to-use workplace incident report templates that you can tailor to fit your needs. These free templates are available for download in Word, Excel, and PDF formats. 

Included on this page, you will find an employee incident/accident report form , a supervisor's incident investigation report template , a statement of witness to accident template , an employee's return to work plan , and many more helpful workplace accident report forms.

Employee’s First Report of Injury Form Template

Employee First Report of Injury Form Template

When an employee is involved in a work-related accident or illness, the employer is responsible for filing the first report of injury (FROI) to begin the claims process. This customizable FROI template comes ready for employees to enter personal information, the type of accident, the names of all witnesses, the incident location, prevention suggestions, the contact information of the employee’s physician, and more. 

Download Employee’s First Report of Injury Form Template

Word | PDF | Smartsheet

Employee’s Incident/Accident Report (with Back Injury Report) Template

Employee Incident Accident Report Template

The injured employee should fill out this pre-built employee incident/accident report (it also includes a back injury report, if applicable). Use this template to collect the injured employee’s personal information and the circumstances of the accident, including the duties the employee was performing at the time of the event, the objects or machinery involved, the severity of the injury the employee sustained, and the medical care they received. The document also includes a section for the employee to sign a medical release. 

Download Employee’s Incident/Accident Report (with Back Injury Report) Template

Workplace Incident Report Form Template

Workplace Incident Report Form Template

At the workplace, when a hazardous occurrence arises that has the potential to cause bodily injury, health issues, or even fatalities, you should file a workplace incident report immediately, so authorities can determine if further investigation is necessary. This incident report form template provides space to record all employees involved in the incident, identification numbers of equipment involved, incident event details, and injury and first aid details. 

Download Workplace Incident Report Form Template

Word | PDF  | Smartsheet

Work-Related Accident/Injury Report Form Template

Work Related Accident Injury Report Form Template

You should complete a work-related injury report as soon as possible after sustaining an injury and immediately submit it to HR for processing. The supervisor should make sure they complete the injury report if the employee involved in the accident is physically unable to do so. This customizable work-related accident/injury report form template tracks the employee’s personal and professional information, key details surrounding the accident, affected parts of the body, first aid administered at the scene of the injury, medical provider information, and signatures for both the employee and supervisor. 

Download Work-Related Accident/Injury Report Form Template

Supervisor’s Incident Investigation Report Template

Supervisors Incident Investigation Report Template

In addition to filing an employee incident or accident report, the supervisor will need to file an incident investigation report in order to collect facts, determine the supreme cause of the accident, and implement corrective actions. This pre-built incident investigation report organizes information into sections, with space to document the employee’s information and injury details, a description of the event, all witnesses of the incident, any unsafe work conditions, future incident prevention suggestions, the investigation team member names, and more.  

Download Supervisor’s Incident Investigation Report Template

Supervisor’s Report of Return to Work Template

Supervisor's Report of Return to Work Template

Once you have filed a workplace accident report and a medical care provider has assessed the employee’s injuries, the supervisor submits a return to work plan to the workers’ compensation coordinator. This customizable return to work template provides space to record the employee’s name, the date of return, and the status of the employee’s work status, including whether the organization will place restrictions on such employee or deem them ready to work their full schedule.

Download Supervisor’s Report of Return to Work Template

Employee’s Return to Work (RTW) Plan Template

Employee Return to Work Plan Template

The relevant supervisor should complete the employee return to work plan and submit it to the employee and the workers’ compensation coordinator for filing. Once a physician has provided medical feedback pertaining to the employee’s injuries and limitations, a supervisor can use this pre-built template to schedule a return to work date, check off key requirements to review or brief relevant parties on, and organize a weekly work plan to successfully transition the employee back into the workplace.

Download Employee’s Return to Work (RTW) Plan Template

Excel | Word | PDF | Smartsheet

Statement of Witness to Accident Template

Statement of Witness to Accident Template

A witness statement to an accident can aid in the investigation of a hazardous event and help prevent similar incidents in the future. It is crucial to encourage witnesses to submit statements as soon as possible following an accident, while the details are still fresh in one’s mind. Use this statement of witness to accident template to track key details, including the name of the employee involved and the contact information for the witness. The document includes ample space for the witness to recount the event details.  

Download Statement of Witness to Accident Template

Near-Miss Report Form Template

Near Miss Report Form Template

You can use this pre-built near-miss report form template to record particulars regarding an incident that had the potential to cause an injury, death, or illness. This template tracks the location of the close call, the workplace conditions, the type of concern, a description of the incident, any safety suggestions, and more. The form provides the employer with a clear picture of the event circumstances, so you can develop a plan of action to prevent future incidents.

Download Near-Miss Report Form Template

Employee Incident Log Template

Employee Incident Log Template

According to OSHA, employers must retain records of employee injuries and illnesses for a minimum of five years . Maintaining a running log of these workplace incidents in one central location will ensure that you’re tracking and accounting for all reports. This downloadable employee incident log template provides space to record the claim number, employee identification number, incident date, location, and severity (e.g., death, injury, or near miss) and tracks the number of days away from work, the number of modified duty days, and the date returned to full duty for each affected employee.

Download Employee Incident Log Template

Excel | Smartsheet

Workplace Violence Incident Report Template

Workplace Violence Incident Report Template

This workplace violence incident report template is for the victim of a verbal threat or an act of physical violence. The victim should complete the report. This template tracks key incident details, including the name of the person(s) demonstrating the prohibited behavior, the name of the victim, incident witnesses, events leading up to and during the incident, plan of action recommendations, police report information, and more.  

Download Workplace Violence Incident Report Template

Health and Safety Incident Report Form Template

Health and Safety Incident Report Form

Use this pre-built health and safety incident report form to record dangerous incidents at the workplace, including diseases, illnesses, and safety hazards. Affected employees, contractors, and visitors to the worksite should fill out this form immediately following an occurrence to report the incident details, outcomes, first aid provided, corrective measures, and other information about the event.

Download Health and Safety Incident Report Form Template

General Staff Incident Report Form Template

General Staff Incident Report Form Template

This ready-to-use general staff incident report form template includes room to report employee information, incident description details, an employee explanation, any witness names, and actions to be taken (e.g., verbal warning, probation, or dismissal). It also includes space at the bottom for signatures.  

Download General Staff Incident Report Form Template

Work Accident Report Sample Letter Template

Workplace Accident Report Sample Letter

Notifying your employer in a timely manner following a work-related injury is crucial if you plan to file a workers’ compensation claim. Customize this work accident report sample letter to suit your needs, and then submit it to your employer within the notification time frame required by your state. This template also includes space for you to add incident details (including events leading up to the incident), names of witnesses, treatment received following the incident, work restrictions, and more.

Download Work Accident Report Sample Letter - Word

Claim Tracking Checklist Template

Claim Tracking Checklist Template

The process for filing and maintaining workplace accident claims requires a tightly managed recordkeeping system. Use this claim tracking checklist template to track the status of claim certification approvals, agency authorities you’ve notified, and essential reporting documentation that you need (e.g., employee’s accident report, supervisor’s investigation report, witness statement form) for each injured employee to ensure that you account for and complete every step in the claim process.

Download Claim Tracking Checklist Template

What Is an Accident or Incident Report Form?

An accident report or incident report is a form that an employee or manager fills out in the case of an injury, illness, or near miss at the workplace. The terms accident and incident are often used interchangeably; however, an accident report places more emphasis on an injury sustained, whereas an incident report focuses more on the cause of an event and how an employer can prevent it in the future. You should submit an incident report even if an employee did not sustain an injury.

What Should Be Included in an Accident or Incident Report?

When an employee is involved in either a work-related incident or an accident involving an injury, you should include the following information in the report:

  • The affected employee’s information
  • The details of the incident (including the date, location, and description of the event)
  • The parts of the body affected (if an injury occurred)
  • The immediate actions taken to remedy the situation (including medical intervention)
  • The equipment malfunctions or other hazardous conditions that contributed to the incident
  • Witness statements
  • The information and evidence you gathered (including drawings and photographs)
  • The injuries or other medical issues that occurred due to the incident
  • Suggestions for the prevention of future incidents

What Is an Accident Reporting Procedure?

An accident reporting procedure is the process a company uses to communicate and document illnesses, injuries, and near-miss incidents that occur at the workplace. Employers are responsible for establishing a company policy for reporting incidents so that you can record, investigate, and correct work-related accidents and illnesses. 

Here is an example of an incident reporting process:

  • The employee (or supervisor, if the employee is unable) should fill out the incident report in a timely manner, while the details are still fresh in their mind.
  • Witnesses of the event should submit a statement to aid in the potential investigation of the incident.
  • If applicable, you should take supporting photographs and/or create drawings to attach to the report.
  • You should immediately notify employees, contractors, and visitors to the site of safety hazards in order to avoid additional incidents. 
  • You should update policy documents to reflect the procedure for handling a repeat incident or preventing it in the future. 
  • Ensure that all employees have access to the latest version of the accident reporting company policy.

Accident Reporting Company Policy Sample Template

Accident Reporting Company Policy Sample Template

You can customize this accident reporting company policy sample template according to the needs of your organization. You can use this template as a basis to build out your company’s accident reporting policy. It includes room to outline the policy’s purpose, scope, elements, insurance coverage information, emergency assistance instructions, incident reporting procedures, and more.

Download Accident Reporting Company Policy Sample Template

Why Is It Important to Report Accidents at Work?

Reporting a work-related injury, illness, death, disease, or other hazardous occurrence is a legal requirement. The report assists the Health, Safety, and Environment (HSE) authorities and other local agencies by identifying — and potentially investigating — the location and cause of certain risk factors. By reporting an accident that you were directly involved in, or were a witness to, you are providing your employer with the information necessary to administer potential claims/lawsuits, identify risks, and develop solutions to prevent future occurrences.

What Are the Benefits of Using Incident Reporting Software That Contains Digital Reporting Forms?

In an increasingly technological society, now, more than ever, we have access to a vast selection of online tools and software that submit, manage, and securely store digital incident reporting forms and documentation. Here are some of the major benefits of migrating to an online incident management system that contains digital reporting forms:

  • With the click of a button, you can submit ready-to-use forms that are received instantly by the relevant party. 
  • The ability to submit images, drawings, and other supporting documents aids risk assessments and incident investigations.
  • In minutes, you can update policy documents and forms to the latest versions.
  • Built-in communication features allow you to connect with other devices at any time in order to conveniently exchange information.
  • Employees can easily access resources (e.g., procedures, checklists, and reporting forms) in a centralized, online location. 

In order to reap the benefits of incident reporting software, it is imperative to know which features to look for. Below, we’ll discuss the seven necessary components of an effective workplace incident management system.

What to Look for in a Workplace Incident Management System

Here are the seven key elements to look for when selecting an incident management system for your organization:

  • Forms, policies, and other resources are available across multiple mobile devices, so employees can easily access them out in the field. 
  • The system reflects form submissions and policy updates in real-time.
  • The system is user-friendly, technologically accessible to all personnel.
  • The system offers quick and easy installation for fast implementation.
  • The system provides built-in communication features, so you can quickly connect and correspond with stakeholders. 
  • Digital forms are readily available and customizable to suit your needs.
  • The system offers flexible pricing options to ensure that you are only paying for what you need.

With all of these components in mind, how do you begin to find the right incident management software for your business? We’ve done the research for you and uncovered the top accident reporting software systems that provide the highest value.

Top 13 Accident Reporting Software Solutions for Any Business

Below are the top incident management software solutions that provide the most value for your organization:

  • Smartsheet: Smartsheet is a powerful and versatile work management tool that accelerates team throughput by fostering collaboration, accountability, and transparency. Easily create and distribute custom surveys and work accident forms to employees, contractors, and other personnel at the worksite for the purpose of data collection in real time, across multiple devices. Track the status of claims, attach images and documents, automate workflows, request approvals, analyze performance metrics on a widget-driven dashboard, report on incident data to stakeholders, and create a centralized hub for employees to access key resource links.  Pricing: Flexible pricing options start at $14/month for individual users and $25/month per user for a business plan. Compare plans and features to find the best fit for your needs. You can also start a free 30-day trial and even request a free demo .
  • Connecteam: Connecteam is a user-friendly workforce management app that encourages team engagement. Create accident procedure checklists, send custom push notifications, communicate through the in-app chat feature, and more. You can also send, receive, and easily track the status of incident-related notes from employees, contractors, and other workers connected to your organization.  Pricing: Fixed monthly pricing ranges from $29 to $72 per month, for up to 200 users. A plan is available for businesses needing access for more than 200 users, but you will need to contact the company directly for additional pricing information. You can also start a free 14-day trial. 
  • Typeform: Typeform is a web-based platform you can use to create surveys, forms, and questionnaires in order to collect information from employees regarding workplace hazards. For accident reporting, you also have the option of selecting and customizing pre-existing form templates for distribution to all personnel at a worksite.  Pricing: There are three price plan options, including Essentials (which is free with very limited features), Pro for $35/month per user, and Premium for $70/month per user.
  • Freshservice: Freshservice is a cloud-based IT service management (ITSM) platform that focuses on helping an organization solve its internal IT challenges. You can open incident tickets through a variety of channels (e.g., email, phone, and service portal); then, your IT department can assign tickets and issue a custom canned response. Pricing: There are four monthly pricing options available, including $29/month per user, $59/month per user, and two plans at $99/month per user, for bigger teams and enterprises. You can also start a free 21-day trial. 
  • A1 Tracker: A1 Tracker is a web-based asset management software that you can use to administer incident forms, electronic claims, reports, and more. You can also track the status of incidents, assets, and injuries, with additional features like risk notifications and location reporting.  Pricing: Contact a customer service representative for a customized quote. 
  • ServiceDesk Plus: ServiceDesk Plus is web-based asset management software that serves as an IT help desk. You can use it to manage trouble tickets, contracts, IT assets, and reporting, and it includes multi-site support features. Pricing: Contact a customer service representative for a customized quote. 
  • This is a semi-automated tool that allows employees to report an incident from a mobile device. Report forms are customizable: you can choose users to receive automated email notifications, and you can assess and analyze risk data for trends.  Pricing: Contact a customer service representative for a customized annual fee. 
  • PagerDuty: PagerDuty is an incident response platform for an organization’s IT department. Use this app to create and track the status of incident tickets, event details, documentation, and more, with additional features like email and push notifications.  Pricing: Pricing plans start at $10/month for up to six users, $29/month per user for teams, and $39/month per user for businesses. You can also start a free 14-day trial. 
  • VictorOps: VictorOps is an incident management and IT alerting platform that manages on-call scheduling, live call routing, and incident reporting. Users can attach relevant documentation to alerts to keep information in one place.  Pricing: Pricing plans range from $9/month per user to $49/month per user, or you can get a custom quote depending on your business needs. You can also try it free with a 14-day trial. 
  • Compliance360: Compliance360 is a risk and compliance management tool that allows businesses to track and report on incidents, conduct internal audits, and manage policies. It also has two applications for gathering and administering disclosure forms that employees submit for review and approval.  Pricing: Contact a customer service representative for a custom quote. 
  • Adashi Systems: Adashi Systems is a scheduling solution system that emergency service and law enforcement organizations use for dispatching, field reporting, and incident mapping. Other features include time and attendance tracking, real-time collaboration, and resource management for large-scale disasters. Pricing: Contact a customer service representative for a custom quote. 
  • ProcessMAP: ProcessMAP is a web-based incident management solution that offers claims management, audit management, and incident tracking capabilities. You can also use the built-in calendar to assign tasks and gain performance visibility with dashboards. Pricing: Contact a customer service representative for a custom quote. 
  • OnPage: OnPage is an incident management system that features task and ticket management, incident reporting, auditing, and root-cause diagnostics. Users can track incident ticket status, enable redundant messaging, and manage on-call schedules.  Pricing: Contact a customer service representative for a custom quote. You can also start a free 7-day trial.

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EHS Safety News America

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EHS News, Workplace Safety, and OSHA Updates for the Safety Professional

“How to Write a Good Accident or Incident Report” #WorkplaceSafety

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.

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 in 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.

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

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Published by Jack Benton

Suburban Chicago Environmental, Health, Safety Specialist & Loss Control & Risk professional. I am "Passionate About Safety" - Full-Time Job Leads Always Welcomed! ~ Contact me through LinkedIn View all posts by Jack Benton

11 thoughts on “ “How to Write a Good Accident or Incident Report” #WorkplaceSafety ”

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Thank you Mr. Benton. it was my unfortunate duty to report an incident that was suffered due to my lack of training and knowledge (and truthfully better judgement). Your article helped me greatly in the reporting process. Your article was geared up for injury (which thank the man upstairs there was none) but i would not have been able to report so well without your help, hopefully saving future circumstances like the one i have experianced. Thank you i am in your debt!

Glad the posting helped you Craig and that this blog was able to help you learn the things required for an accurate incident report!

It is very useful information

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Top 5 Accident Report Samples with Templates and Examples

Top 5 Accident Report Samples with Templates and Examples

Sapna Singh


The world lost Princess Diana in a car accident in Paris in August 1997, along with two other people. This high-speed, terrifying crash and its aftermath continue to reverberate throughout the UK and beyond. The details of the People’s Princess’s death were extensively covered in accident reports across global media channels, each with their own claim.

Every year, approximately 1.3 million people’s lives are cut short in road mishaps, and millions more suffer non-fatal injuries. These numbers are heartbreaking, terrifying, and concerning. Accidents and disasters have plagued human history, from nuclear meltdowns and underwater oil spills to chemical explosions and mine-collapses. This unfortunate reality of our lives necessitates a system for reporting and recording accidents, incidents, injuries, near-misses, and encourage early reporting, to comprehensively understand workplace risks.

Accident reports  are critical for employers to implement preventive measures, assess the frequency and potential consequences of such occurrences, and take corrective action before any human life is lost or injured.

Check out our Risk Management Strategy   templates to help businesses develop a comprehensive framework to resolve strategic, operating, and financial breakdowns.

This blog will help your company develop methods and practices for reporting and investigating accidents. These examples will aid in providing a standardized method of dealing with workplace accidents. Use SlideTeam’s well-crafted Top 5 Accident Report Sample Templates  to conduct investigations into reported incidents and injuries based on pre-determined criteria. The aim is successful injury prevention and management.

Analyze the occurrence of risk and its impact on the project to devise mitigation strategies. Click here  to know more.

The 100% customizable nature of the templates provides you with the desired flexibility to edit your presentations. The content ready slides give you the much-needed structure.

Reduce economic losses from injuries and lost productivity in your business with SlideTeam’s top-notch PPT Templates!

Template 1: manufacturing plant incident report with accidents and injuries ppt.

Use this PPT Template to monitor safety on a manufacturing site. Prepare a report on incident details, damages, site details, and accident trends to keep track of the accident location and the injured. This template will assist employers, emergency teams, first-responders, and others in documenting workplace injuries and accidents, near misses, property and equipment damage, health and safety issues, security breaches, and misconduct, and preparing safety plans. Employ this PowerPoint Presentation to obtain a comprehensive accident report and to establish preventive maintenance as a routine, automatic processes across your organization. Get it now!

Manufacturing plant incident trend report with accidents and injuries

Download this template

Template 2: NYC Accident Analytics Report Dashboard Template

Analyze key data from fatal and catastrophic accidents to raise awareness on safety measures. Use this PPT Template to present an analysis of NYC Motor Vehicle Collision data. The data on this slide gives an overview of critical data-points, including the number of collisions over time and the number of people hurt or killed, categorized by type of vehicle. This analytics dashboard improves the reporting of accident causes to ensure effective implementation of safety measures. Use the presentation to obtain a detailed report on accidents and to assess underlying trends that may explain the high number of accidents. Download now!

Nyc accident analytics report dashboard snapshot powerpoint template

Template 3: Accident Reporting Summary for Construction Site PPT

A construction incident report is required to identify risks and improve safety procedures. Use this PPT Template to describe construction accidents in detail. This one-pager is ideal for recording workplace accidents, including information on the accident location, accident evidence, injured, damages, and site details. Use this template to create a well-organized record of fatalities and major injuries to contribute to a safer environment. With this download, you can direct resources and educate employees to avoid similar mishaps.

Accident Reporting Summary For Construction Site Construction One Pager Sample Example Document

Template 4: One-Page Accident Civil Procedure Report PPT

Use this PPT Template to gain a quick understanding of civil procedure in the event of an accident. This is helpful in understanding the "Civil Procedure Rules," with a focus on types of damages, injured, accident evidence, witness details, and so on. This PowerPoint Presentation is ideal for training employees or the public on how to pursue an accident or injury claim. It offers a comprehensive design for summarizing one’s injuries, losses, and expenses, as well as details of compensation sought. With this download, you can create a transparent accident reporting system. Save it now!

One page accident civil procedure cheat sheet presentation report infographic ppt pdf document

Template 5: Bi-fold Accident Report Template

Use this PowerPoint Template to describe a civil suit, an appeal, or other civil procedure proceedings. This bi-fold document is an excellent visual communication tool to comprehend damages, the number of injured, accident evidence and witness details. This is useful for understanding one’s rights and liabilities in civil litigation. Use this PowerPoint Presentation to establish a clear line of communication and an accident reporting system to inculcate and maintain a proactive safety culture. Get it now!

Bi fold accident civil procedure cheat sheet document report pdf ppt template

Minimize risk while maximizing health!

An accident report contains information on any injuries, accidents, work stoppages, equipment failures, worker illnesses, or personal issues. It should be used to monitor workplace accidents to put preventive measures in place and create procedures for limiting the circumstances and behavior that lead to accidents. Use SlideTeam's PowerPoint Templates to determine why accidents occur, where they occur, and whether any trends are emerging. This will aid in finding process improvement opportunities to improve safety and productivity.

PS Check out our security incident management templates to help your organization reduce the impact of security incidents and safeguard its assets against future threats.


1. what is an accident report template.

An accident report template is a tool used to document any event in the workplace or worksite that may or may not have resulted in injury, near-misses, accidents, and property and equipment damage. It is critical for a complete account of events. This information is used to determine the root cause and implement appropriate control measures to prevent recurrence. This assists organizations in improving their safety  and security measures. A well-designed template will include key elements such as type of incident and details of person of injury, job and hazard/incident etc.

2. What is to be included in an accident report?

Accident reporting is an important aspect of organizational safety . It's a must-have tool for documenting workplace incidents and steps taken to address these. This ensures that everyone is aware of any potential hazards and that the company is taking precautions to keep its employees safe. It should include:

a) The time and date of the incident.

b) The location of the incident.

c) A succinct but comprehensive account.

d) A description of the resulting damages.

e) All parties involved, and witnesses’ names and contact information.

f) Photographs of the surrounding area and any property damage (Evidences).

g) Risk-mitigation strategies in place to avoid the type of incident.

3. How do you write an accident report?

An accident report is a written account of the events leading up to and following an accident. The goal of writing an accident report is to learn from mistakes and avoid repetition. The following is a step-by-step procedure for writing an accident report:

a) Collect relevant information, such as incident details, such as when it occurred, where it occurred, what happened, and how many people were affected.

b) Determine the sequence of events to see if there is a pattern to the problem and how to fix it.

c) Analyze the root cause to identify ways to avoid similar incidents. The analysis may also include a review of previous incidents that were similar in nature and frequency.

d) Create corrective action based on past experiences and lessons learnt.

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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:

  • Someone was injured at work
  • Machinery broke
  • Machinery malfunctioned
  • Work stopped for a significant period of time
  • An employee complained of harassment or bullying
  • A fight occurred in the workplace
  • An employee came to work intoxicated

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:

  • What happened
  • Why it happened
  • What the business did about it or is going to do about it

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

  • Date of event
  • Full names of people involved
  • Names of witnesses
  • Events leading up to the accident
  • Environmental condition if applicable (slippery floors, poor lighting, hazardous materials etc.)
  • Description of the job duty that was being performed at the time of the incident/accident
  • Detailed description of the event
  • Parts of body injured and/or parts of equipment damaged (in an injury occurred)
  • Description of employee’s response immediately after the event (grabbing injured arm, running from room etc.)
  • Extent of damage
  • Treatment of injury or course of action taken

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:

  • Witnesses : Unless you are working alone, you should always seek as many perspectives as is reasonable and possible when writing an accident/incident report. Different people may see different things or remember the situation differently.
  • Neutral Language : Because these documents may be used in court or in other legal proceedings, it is important to use specific facts and neutral statements instead of impressions or emotional statements

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 Copyright © 2019 by Will Fleming is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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How to Write a Motor Vehicle Accident Report

Last Updated: December 12, 2023 Approved

Gathering Information

Describing the incident, diagramming the scene, sample accident report, expert q&a.

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 496,606 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

Things You Should Know

  • Copy down the driver's license, vehicle, and insurance information from the other driver. Get contact information for any witnesses, as well.
  • Explain what happened and who was involved, including the location and nature of the accident as well as any injuries or property damage.
  • Take photos and/or create a diagram of the scene that shows what happened.

Step 1 Get identification and insurance information from the other driver.

  • Check to make sure that there are no injuries. If someone is hurt, call for help first before trying to get their information.
  • Get the other driver's license. Write down their name, home address, birth date, and gender. You'll also want the name of the state that issued their license, their license number, and the date it expires. Give them this information for yourself as well.
  • If the other driver does not have insurance or identification, call the police. Tell the police that you cannot get the required legal documents of the other driver. They will come out and handle the situation.

Step 2 Write down information about the vehicles involved.

  • Write down specifics about where there is damage. For example, you might say "Sedan has broken bumper and dent in the rear quarter panel."
  • Take down the license tag number for all the vehicles, along with the name of the state. You also might want to make note of the vehicle's VINs (vehicle identification numbers) for insurance purposes.

Step 3 Ask for identification and contact information for everyone on scene.

  • If you get their phone number, make a note of when is the best time to reach them at that number.

Step 4 Take pictures of the scene.

  • Take your photos as soon as possible after the accident occurs, so the light and weather conditions are similar. Photograph the scene from multiple angles if it is possible for you to do this safely.
  • You also might want to take pictures of all the people involved in the accident. These can be helpful later if someone claims an injury later when they seemed fine at the scene.
  • If you were injured, take pictures of your injuries as soon as possible – ideally, before they are treated by a medical professional.

Step 5 Get statements from any witnesses.

  • It's best to get a statement from a witness at the scene, and then get their phone number in case you need to follow up with them later. Many witnesses won't come forward after the accident. If possible, take a video or audio recording on your phone of their statement.
  • Write down exactly where they were when the accident occurred. If possible, take pictures of the scene from where they were standing, so you have an image of their vantage point. If there are any signs, posts, trees, or other objects obscuring their line of sight, make a note of those as well.

Step 1 List the names and identifying information of all people involved.

  • You'll also need the same information for any other drivers who were involved in the accident. If there were passengers or pedestrians also involved in the accident, provide their names, ages, and genders.
  • Get numbers of first-responder vehicles and the names and badge numbers of first responders, if possible.

Step 2 State the conditions when the accident occurred.

  • Your city or state may have a specific form for you to fill out that includes spaces for specific details, such as the weather, light, and road conditions.
  • If you don't remember the conditions and weren't able to take any photos, leave these details blank – don't just guess or look up an old weather report. You need to be able to vouch for every detail included in your report.
  • Provide any photos or videos you have showing the conditions at the time of the accident to support your case.

Step 3 Detail the location of the accident.

  • For example, if the accident occurred on the interstate, you would need to note the name and direction of the interstate as well as the mile markers or any exits before and after the accident. Include the estimated distance from the nearest marker.
  • On city streets, you also might want to include any landmarks. Describe the street, including whether there is a sidewalk or bike lane.
  • If any other property was involved, describe it as well as where it is relative to the street.

Step 4 Provide a chronological account of what happened.

  • For example, suppose the other driver rolled through an intersection and hit the side of your car while you had the right of way. You can say that you had the right of way – that's a fact. However, a statement such as "the other driver wasn't paying attention" would be an opinion.
  • If there are gaps in your memory or specific details you don't remember, state in your report that you don't remember. That way you can fill in the detail later if your memory returns.
  • If there were pedestrians involved, describe what they were doing. For example, the pedestrian may have been crossing the street in the sidewalk, or may have run out in traffic to retrieve something.

Step 5 Identify any witnesses.

  • You also might want to describe where they were located relative to the scene of the accident and what they saw. For example, the person may have been standing on the corner waiting to cross the street when the accident happened, or they may have come over afterward.
  • If you managed to get a video or recording of the witness, include it in your report. If the witness doesn't come forward, this recording can act as evidence instead.

Step 6 Discuss what happened after the accident.

  • If you or anyone else called 911, give an approximate time that call took place and describe who showed up at the scene.
  • If paramedics arrived, discuss whether anyone was treated at the scene or transported to a hospital for further treatment.

Step 7 Detail any injuries and property damage.

  • Provide a rough estimate of property damage or damage to vehicles involved in the crash. You should state specifically if you believe a vehicle to be totaled.
  • If there were any fatalities as a result of the accident, list them separately. Include the name, age, and gender of anyone injured, and classify the severity of their injuries as best you can. Describe where on the body the injury was located and the person's role in the accident. If they were immediately transported to a hospital, provide the name of the hospital where they were taken.

Step 1 Sketch out the streets.

  • Just stick to the specific road or other area where the accident took place. There's no need to include adjoining blocks or side streets if they weren't directly involved in the accident.
  • Make sure you have the correct number of lanes and that any traffic lights or signs are marked correctly.

Step 2 Orient your drawing.

  • For example, suppose the accident occurred at an intersection. You were heading north, while the other car was headed west. Draw an arrow for the cars to indicate the direction in which they're traveling, and write out each of the directions along the four sides of your drawing.

Step 3 Place the cars in the roadway.

  • If there were other cars nearby that weren't involved in the accident, you can still draw boxes for them if you want, but don't worry about getting too detailed. Other cars are only really important to the extent that they affected the ability of you or the other driver to avoid the accident.

Step 4 Include information about the impact.

  • If the speed the cars were traveling is in dispute, make a note of this on your report, but keep your reported facts objective. If you thought the driver of the other car was going faster than they claimed they were going, simply say it appeared they were going one speed, but they claim they were going another speed.

Step 5 Note the location of any witnesses.

  • If they were in another vehicle but were not involved in the accident, draw a box to represent their vehicle and put their "X" inside. Note if they were a passenger or driver of the vehicle, and where they were seated.
  • If a witness's view was partially obstructed, include whatever obstructed their view in your diagram.

Step 6 Sign and date your accident report.

  • After you sign and date your accident report, make a copy of it for your records before you submit it to the relevant authorities.
  • Generally you want to submit your accident report as soon as possible after the accident occurred. Check with the company or department where you need to send your report and find out if there's a deadline you must meet.

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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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7+ Work Accident Report Examples [ Employee, Medical, Vehicle ]

7 Work Accident Report Examples Employee Medical Vehicle

Imagine this, you are on your way to work. You are early because you have something to do so you don’t expect anything bad to happen. Unfortunately, that’s left to imagination but it does not mean we cannot control or stop accidents from happening.. Accidents can happen anytime and anywhere. As much as we would like to avoid them at all costs, we cannot always escape that reality. What is sad and unavoidable is when we find accidents happening when we are at work, when we go to work, and when we go home from work. Accidents are always there but rather than ignoring them, we should at least report them . Check out 7+ Work Accident Report Examples below. 

7+ Work Accident Report Examples

1. work activity accident report.

work activity accident report

Size: 371 KB

2. Employers Work Accident Report

employers work accident report

3. Workers Compensation Accident Report

workers compensation accident report

Size: 452 KB

4. Reporting Accidents at work

reporting accidents at work

Size: 288 KB

5. Work Accident Report Policy

work accident report policys

Size: 285 KB

6. Work Accident Supervisors Report

work accident supervisors report

Size: 202 KB

7. Work Accident Investigation Report

work accident investigation report

Size: 85 KB

8. People at Work Accident Report

people at work accident report

Size: 861 KB

Definition of Accident

An accident is an unfortunate situation that happened unexpectedly. An incident that causes damage or injury but with no intention. Something happened without planning on it. A chance of something to happen whether it gives out a positive or negative outcome. An unfortunate event that results in ignorance or carelessness. A situation that has not been planned out with unintentional results.

Definition of Report

A report is a spoken or written account of the incident that happened. Reports can vary from general or specific and the places that happened. Report is also the process of reporting something or someone who may have done something. That could cause or be the cause of unexpected events to happen. In addition to that, a report is an official document that gives out the summary of the events that happened. With careful observations, investigations and examinations. Lastly, a report mostly answers to WH questions and any given information can only be made official and true if evidence were present.

Definition of Accident Report

What is an accident report? An accident report also known as an incident report is a formal document. An official recording of the facts that happened during an accident. Accident reports often tell you of what happened during the incident, who may have been injured and how it was resolved. Accident reports can be given just about anywhere and accidents do happen anytime and anywhere as well. In addition to that, an accident report gives the specific details of the events that occurred and the witnesses who may have been there. Accident reports are often made by police or by anyone who has been interviewed about what happened. These reports are only made official documents if they have been signed and given the correct information.

Definition of Work Accident Report

A work incident report is a formal and official recorded document . That states the facts that may be important and related to the incident in question. Work accident reports are usually made by anyone who wants to file a report that caused injuries or accidents at a workplace. These reports are then sent to their supervisors and checked to see if what they wrote in their reports are true. The report usually gives out the information about the incident or the accident that befallen. As well as any person or people who may have been injured during the incident.

Tools for Writing a Work Accident Report

Moving on to tools. Here are six common work accident report tools. These tools may have a different outcome, depending on how you use them. But these tools are still often used when writing a report. All you need to do is choose which is easier or better for you when writing your report.

  • Questionnaire
  • Bullet points

Tips for Work Accident Report

  • Be specific
  • Avoid using difficult jargon when doing your report
  • Give some evidence to support your report
  • Add any witnesses if any
  • Do not sugar coat your report nor use flowery language
  • Treat your report as an official document

Why is a report very needed?

Reports help people understand the risks that may happen during the workplace. This is also a good way of warning them so they could avoid the problem. In addition to that, it can also be used to minimize or eliminate the problem by reporting about it.

Who can read the reports that people make?

Depending on where and who you are sending the report. If you are at a workplace, you may send your report to your supervisor or anyone who holds a higher authority.

How can a simple report be a big help?

Any type of report with evidence is a great help for the people in the workplace. It gives them a heads up about the issues and the problems that may revolve around the workplace. It also gives them an idea on how dangerous or how severe this issue may be. As well as finding a way to avoid or to slowly but surely eliminate the problem before it gets worse.

Should I use difficult jargon or flowery words to make the report less depressing?

No. Avoid having to use flowery words or difficult jargon when you write your report. Your report is an official document and should be treated as such. Using flowery words will only make your supervisor think you are not being serious about this issue.

Work accident reports are as important as anything else. Always remember to treat a report as an official document. Be specific and show evidence to support your claims. Also, avoid having to use difficult words when writing since your report may be misinterpreted. That is something that should be avoided at all costs. 

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Educating Injury Victims

  • Slip and Fall
  • How to File a Claim
  • Writing a Report
  • Sample Incident Report

Sample Slip and Fall Incident Report Form

Make sure there’s a written report for slip and falls away from home. use this form if the property manager didn’t make an incident report..

If you suffer a slip and fall injury on someone else’s property, you have the right to seek compensation. Usually, that means filing a claim with the property owner’s liability insurance carrier. However, you won’t get far with an injury claim unless you can establish when and where you got hurt.

Never leave the scene of a slip and fall without reporting the incident . Most stores and other businesses will have an incident report form to be filled out by you or the store management. You can ask for a copy of the completed form, but most businesses won’t give you a copy just by asking. It’s enough to know that a written report of your fall is on record.

If the property owner or manager says they don’t fill out an incident report form for accidents like yours, get the name of the employee you notified, then use this free resource to create your own written incident report.

Click on the image below to download the PDF report form:

Slip and fall incident report form

Documenting Your Slip and Fall Is Vital

What happens after a slip and fall accident can make or break your claim. The worst thing you can do after a slip and fall is to pick yourself up and leave in embarrassment. You may have sustained significant injuries that won’t be apparent for several hours. After the shock and adrenaline from a violent fall wears off, your pain and other symptoms will show.

You must connect your slip and fall injuries to the date, time, and location of the accident.

After a fall, ask an employee or a bystander to get the manager. Tell the manager you want an incident report made of your fall. Give them your name and contact information. If they say they don’t use an incident report form, get the name of the employees or manager you spoke to at the scene.

If your injuries are immediately obvious, your first priority is to get emergency medical attention. Never refuse medical attention at the scene. If an ambulance has been called, let the paramedics look you over. Cooperate if they want to take you to the hospital. The ambulance report will document the place and date of your injuries.

Waiting to report your injury can seriously undermine your chances of getting fair compensation, as will a delay in medical treatment. Any insurance company will use a delay as an excuse to deny your injury claim. The adjuster will argue that your injuries did not happen on their insured’s property.

How to Use This Slip and Fall Incident Report Form

If you aren’t sure that the property owner filed an incident report after your slip and fall accident, fill out this handy incident report form as soon as possible after the accident.

The top of the report form is for the date and time of your slip and fall, the business name and address, where you fell (like a parking lot, produce section, etc.), and the names of the store employees you talked to. You’ll also fill in your contact information and the date you are preparing the incident report.

Provide as much information as you can in the sections provided. Be factual. Don’t offer opinions or criticism.

Describe the incident in detail, including where you were on the property and how you fell. Be specific if there was a wet floor , debris in the walkway, ice or snow , or any other hazardous condition that led to your fall.

Be sure to point out that there were no wet floor signs or other warnings of the danger, and there was nothing you could have done to prevent your fall.

You won’t know the extent of your injuries, but you can describe the pain you experienced, any numbness, swelling, or bruising that’s immediately apparent. Also describe if you were unable to move a body part, or unable to walk properly, or unable to stand without help.

The incident report should include any treatments you got at the scene (including first aid from an employee) or immediately afterward.

Include the name and contact information for any witnesses to your slip and fall , even if the witness was a friend or family member.

Sign and date your incident report form. Make a copy of the first page to mail to the property owner. Keep the original to put in your injury claim file .

Helpful Tips After a Slip and Fall

Never make excuses or apologize for a slip and fall. You may be embarrassed, but this is not the time to make jokes about being clumsy or say, “ Only my pride was injured. ”

If you aren’t taken directly to the hospital after a slip and fall, you must seek medical attention as soon as possible, preferably the same day. You can see your primary health care provider, visit an urgent care center, or go to the hospital emergency room.

Be sure to tell every medical provider exactly when, where, and how you were injured.

Write down everything you can remember while the circumstances surrounding the slip and fall are fresh in your mind. No detail is too small for your injury diary. For example, if someone who works where you fell apologized or made excuses for the hazard that caused your fall, that information can help your injury claim.

Whether you decide to handle your own slip and fall claim or hire a personal injury attorney,  an incident report and timely medical attention can help you get the injury compensation you deserve.

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  • How to Write a Car Accident Description: the Scene, Vehicle Damage & Injuries

Posted on: November 10, 2021

When giving a statement, you will have to provide a car accident description to your insurance provider or the other party’s insurer. The Virginia Department of Motor Vehicles states that your description should include:

  • License number.
  • The time and date of the crash.
  • Other parties involved.
  • The location of the crash.

You can also:

  • Include a chronological account of what happened from your point of view.
  • Keep several things in mind when writing your description.
  • Refrain from speculating about who bears the fault for the accident.
  • Refrain from making statements about your injuries.

Stick to the Facts so the Insurer Can’t Argue That You Admitted Fault

When writing a description of the car accident scene, always be honest and stick to the facts. You may want to write down what you experienced before speaking to an insurer. This will help you remember details and avoid saying anything that could compromise your claim.

Tell your experience from your point of view in chronological order, starting a few minutes before the accident. You may begin by noting which road you were driving on and which direction you were traveling.

You may also note any details about your surroundings, such as other vehicles on the road or landmarks. When you describe the accident, make sure to report what you felt, saw, and heard. You may not have seen certain aspects of the crash, so describing what you felt and heard can compensate for this.

Avoid Discussing Fault, as You Might Not Know How the Other Driver Was Negligent

An insurer may try to ask you questions about who bears the fault for the accident. Do not answer them. You are only required to describe the facts from your point of view. Avoid making assumptions about what caused the crash or whether you contributed to it at all.

Even if you believe you share the fault for the crash, do not say anything that the insurer could take out of context. For example, avoid using “because” or “since,” as they imply cause and effect. Simply detail what you saw, heard, and felt minute by minute.

Additionally, refrain from detailing any conversations you had with the other parties involved after the crash. You may have asked them if they were alright and exchanged insurance information. It’s okay to mention this, but do not include anything else that was said when giving your description.

Insurers May Try to Use Your Statement Against You

By sticking to the facts, you may prevent an insurer from taking your statement out of context and assigning you the fault for the accident. They may try to use anything you say to undervalue or deny your claim.

Avoid Discussing Your Injuries so the Insurer Cannot Undervalue Your Losses

It takes time to assess car accident injuries, especially if they do not manifest symptoms immediately. For example, Mayo Clinic notes that it can take weeks to feel the effects of whiplash.

Avoid making any statements about how you felt after the accident, such as “once I realized I was okay,” or “I only felt a little pain.” Insurers can draw conclusions about your losses from commonplace statements. They may try to downplay the severity of your injuries to avoid compensating you fairly.

If they ask about how you feel, you can say you do not wish to discuss that. Instead, you can assert that you are seeing a doctor.

Car Accident Description Examples to Guide You in Writing Your Description

To get a better idea of how to write a car accident description, take a look at the example below:

“Around noon on December 7, I was driving eastbound on Westpark Drive when I arrived at the traffic light of the Westbranch Drive intersection. I did not have any passengers in my car. I came to a complete stop, and I was behind a white Explorer SUV. I was wearing my seatbelt.

About a minute later, I felt and heard another vehicle rear-end me. My head and chest lunged forward upon impact, and I felt, heard, and saw my car move forward into the Explorer immediately after. My airbags were deployed during the impact. After checking for oncoming traffic, I got out of the car and called the police. The car behind me was a black Honda Civic.”

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How a Lawyer From Our Firm Can Help You Pursue Car Accident Damages

If you choose to hire a car accident lawyer from our firm, they could review your statement before submitting to the insurance company. They can:

  • Offer guidance on how to write a car accident description
  • Prevent you from saying anything that would compromise your claim
  • Step in and handle all communications with insurers after you provide the initial accident damage description

Work with the Parrish Law Firm, PLLC After a Car Accident That Results in Losses

You do not have to take on an insurance claim or personal injury lawsuit alone. You have a right to legal representation, and the Parrish Law Firm, PLLC can help. Our lawyers can guide you through a car accident description and protect you from unfair practices when dealing with insurers.

For a free consultation, call us at (571) 229-1800 .

Call or text 571-229-1800 or complete a Free Case Evaluation form

Danville, VA – June 1 – A Land Rover caught on fire Friday in the parking lot of Piedmont Mall. According to official reports by, the owner of the Rover was still inside the vehicle

We have all encountered the Virginia aggressive driver; the person weaving in and out of lanes, not using his or her turn signal, barreling down parking lanes or hurling insults and hand gestures in

Virginia is an at-fault state, which means the driver whose negligence caused the accident is responsible for its financial consequences. If you were injured when another vehicle collided with your

A woman who was involved in a Manassas hit-and-run accident on Oct. 12 has been arrested by police, reports the Manassas Patch. Manassas City Police spokeswoman Adrienne Helms said that 24-year-old

Don’t Let The Insurance Companies Give You The Runaround! Contact Us Today

As attorneys, we understand insurance companies' tactics to avoid paying claims. We encourage you not to let them confuse or deceive you. Our services are here to help you navigate the complicated insurance process and fight for your rights. Don't let the insurance companies give you the runaround – contact us today to get the legal support you need.

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