An incident report form is one you hope you never have to use. It records details of an accident, injury, workplace incident, security breach, or any other type of unforeseen event. Proper reporting helps correct the current incident and prevent future incidents like it. However, when completing the form, it can be difficult to remember all the details that need to be included. Using these incident report templates, you can ensure no important fact is overlooked.
The goals of completing an incident report form are to:
- Understand the circumstances that caused and contributed to the event
- Record specific details about the incident
- Document injuries or property damage
- Determine methods and strategies for avoiding similar incidents in the future
- Help organizations improve safety and security measures
In a workplace incident, automobile accident, or any other event where injuries were sustained, incident reports provide key documentation for insurance companies and regulatory bodies. For example, they must be completed to claim worker’s compensation, or to file an auto insurance claim.
Since details can fade over time, incident reports should be completed as soon as possible to help preserve key details. These forms vary slightly depending on the industry and type of incident. In this article, we’ve provided general incident report form templates in Word and PDF formats, as well as specialized templates for school and office environments, so you can better protect yourself and others.
Additionally, we’ve provided free, customizable incident report templates in Smartsheet, a collaborative, real-time work execution platform that empowers you to more easily track, manage, and report on work.
Incident Report Template
This is a flexible template that can be used to report various types of events including accidents, injuries, workplace incidents, property loss or damage, and close calls. It allows you to record information about all parties involved, details of the incident itself, any law enforcement interaction, witness information, and whether medical treatment was administered. Keep this generic template on hand so you’re ready to capture information about any type of incident that may occur.
Download Incident Report Template
Accident Incident Report Template
This incident form template can typically be used to document an auto accident, but it can also be used for other types of injury accidents. There is space for recording information about the vehicles and drivers involved for auto accidents. For injury incidents, it has dedicated areas for detailed information about the type of injury, the area of the body affected, hospitalization and medical treatment, and the severity and progression of the injury. You can also enter details about police and/or witness involvement. This form is important for reporting auto insurance, health insurance, and/or workers’ compensation claims.
Download Accident Incident Report Template
Employee Incident Report Template
Use this template for incidents that do not involve physical violence, such as accidents or disciplinary issues. This form is more basic than the workplace violence form - it documents the nature of the incident, any disciplinary actions being taken against the employee, their position, and their supervisor’s information. In case of an accident, this form may be used to capture information about injuries and medical treatment, workplace equipment involved, and witness information. This form may also be used in workers’ compensation claims.
Download Employee Incident Report Template
Offense Incident Report Template
These templates are used to report criminal incidents and can be used in criminal cases and/or insurance claims. They are generally used by law enforcement or security officers to record information about crimes that were called in or witnessed by a police, ambulance, or security officer, as well as any witnesses. Vehicle or property loss or theft can also be reported using this type of form.
Security Incident Report Template
Businesses or public organizations use this template to report security or privacy violations. These incidents might include physical altercations, or any other situation in which an individual threatens the safety or violates the privacy of other workers. This type of form provides space for recording details of the incident itself, as well as information about the suspect(s) involved.
Tenant Incident Report Template
Use this template if you are a property owner or manager and need to report an incident or accident involving a tenant. The form allows you to document information about the tenants involved, any property damage or loss, injuries sustained and medical treatment required, witnesses, and police or fire department officials called to the scene. It also allows you to record information about contractors who may have been involved, including their insurance information and details about the job they were performing. This form is helpful when filing property insurance claims, and may be used in workers’ compensation claims, if applicable.
Student Incident Report Template
Educational institutions can use this template to report incidents involving students, including accidents, health and safety events, injuries, and near misses. It helps document actual or potential injuries, unsafe conditions on campus that may have contributed to the incident, whether bullying or harassment was involved, and any disciplinary actions to be taken. This form may be included as part of a student’s permanent record.
Workplace Violence Incident Report Template
This template is used to document workplace violence—when either an employee or outside individual harms, or attempts to harm, other workers. It details the individuals involved, the cause of the incident (for example, conflict with a coworker or manager) and the nature of the incident (such as stalking, harassment, or assault). It also documents whether injuries were sustained, and what corrective action will be taken (if the assailant is an employee). This form may be helpful in workers’ compensation claims, insurance claims, and/or court cases.
Information Security Incident Report Template
Businesses can use this IT incident report template to report incidents such as data breaches, privacy violations, viruses, and denial-of-service attacks. The form includes a summary of the incident, personal information for any individuals whose privacy has been compromised, the impact of data loss, and any physical and technical security measures already in place. This data breach incident response plan template can help your IT department assess the severity of security violations, and create a plan to prevent them in the future. This template may also be used in criminal investigations, where applicable.
Incident Reporting in Healthcare Organizations
Workplace injuries, mismanagement of healthcare information, and mistakes in medical care provided can occur at any point under the roof of a healthcare organization, and what ensues is the need to file an incident report. To handle this process effectively, organizations must have a system or process in place for submitting, reviewing, and addressing incident reports that occur within their business, such as medication or clinical trial errors, patient falls, administrative incidents, and more.
To streamline the incident reporting process and ensure that every detail surrounding the incident is reported on, evaluated, and managed by the appropriate resources in a timely manner, while also maintaining patient and provider confidentiality, you need a tool that provides real-time visibility into each report, automates the process, and mitigates any risk of the incident reoccuring.
Smartsheet is a work execution platform that enables healthcare companies to improve work efficiency and scale and manage incident reporting processes, while securely storing and sharing protected health information. Streamline reporting, manage incidents as they occur, and organize all necessary information to handle the issue, and prevent it from happening again. Securely share, store, and access PHI while meeting or exceeding all of HIPAA’s regulatory requirements.
Interested in learning more about how Smartsheet can help you maximize your efforts? Discover Smartsheet for Healthcare.
Improve Incident Reporting & Management Efforts with Smartsheet
Unforeseen events, like workplace incidents, security breaches, accidents, or injuries, can happen at any moment. Finding a template to document and report the event can help you quickly respond to the incident, but that’s only one factor to consider. You need a tool that you can use to evaluate and manage the processes that led up to the incident and mitigate any risk of it potentially happening again.
Smartsheet is an enterprise work execution platform that is fundamentally changing the way businesses and teams work. Over 74,000 brands and millions of information workers trust Smartsheet to help them accelerate business execution and address the volume and velocity of today's collaborative work.
The familiar Smartsheet interface that is designed for how people actually work leads to rapid and broad adoption across your organization. Use self-service reports and dashboards in Smartsheet to provide real-time visibility into resources, status, and performance, so you can rapidly align operations with strategy.
Try Smartsheet to discover how you can better manage business operations, today.
Free Risk Management Plan Templates
Identify, assess, and mitigate risks using free, customizable risk management templates.
Free Human Resources Templates in Excel
Discover an easier way to manage your human resources processes using free templates.
Colliers International Speeds Key Business Process
Discover how Colliers International reduced process time from six months to one week.