You may be wondering what goes into these reports. You have come to the right place as we have compiled some of these documents that are very useful when making one of your own. You can even use these sample reports as they are, changing only a few details to suit your needs.
Incident Report Sample
Security Incident Report Template
Workplace Incident Report Template
When an unusual event happens in any organization, it is important to keep a record of it to make sure that the necessary actions are taken to prevent such event in the future. It may be an accident, a mistake, or anything that is out of the ordinary day-to-day events in the institution. An incident report is used to record these events so that it is properly recorded.
Simple Construction Incident Report Template
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The Incident Report Format
Like any report that one prepares, there needs to be a set preparation style that needs to be followed. After all, a report is an official document and so it should look like it is official and formal. That said, a certain format needs to be followed when making incident reports. Check out these incident report samples to see what goes into these types of documents. Of course, the look and contents in an incident report varies from organization to organization, but there are certain elements that need to be present in every single one of them. Below is a general format for an incident report.
- Information of the Person Involved in the Event – A general incident report would often start out with the necessary data about the person involved in the incident. You would often be asked to provide their full name, address, and contact numbers.
- Information about the Incident – You then need to fulfill information about the incident including the location of the incident, the date and time when it happened, a description of the incident, and so on. For the description how the incident happened, think of it as making a narrative essay about the incident. Meaning, you need to recount the event in a specific manner with all the necessary details. This also means that you also need to write how the incident happened in the exact order that it happened.
- Information about the Reporter – As the reporter of the incident, you are most likely a witness to the incident. You also need to provide information about yourself. This usually just requires you to write your name and the date you have completed the form. Other organizations may ask more than that.
- Courses of Actions Taken – After an incident has happened, there needs to be actions that need to be taken in order to prevent it from happening again. You could also state the actions taken immediately after the incident has happened.
Writing a Good Incident Report
A good incident report needs to effectively capture the exact events that happened. It needs to provide all the necessary details in order to provide a plausible account of the event. A good incident report can effectively paint a picture to the reader’s mind as to what really happened. Certain things should not be omitted when making an incident report as these things are vital in the recounting of the events. When writing one, here are some of the things that should be present.
- Date, time, and location of the incident
- Name of the witness as well as their account of the incident
- What the people involved in the event were doing before, during, and after the event
- Injuries associated with the event
- Interventions done immediately after the incident
- Environmental factors that contributed to the event (e.g., low lighting, unorganized desk, etc.)
- Damage to property, equipment, and so on
- New risk factors that could contribute to other incidents
- Courses of actions taken to prevent any future incidents
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How to Write a Fire Incident Report
Incident reports are very effective ways of recording any unusual events that may have happened in any organization. Also, it is important to write the report immediately after the incident has happened so that the details are fresh in the mind of the witness. This is especially important when an event that led to big consequences happens. One such event is a fire. Fires cause great damage to people and property and so a record of it needs to be kept.
A fire incident report is a report that documents the events that happened during a fire. Like all good incident reports, it needs to capture the events before, during, and after the fire. Making a fire incident report is very much like writing any incident report (e.g., fall incident report, security incident reports, etc.). When tasked with writing one, here are some useful tips that you can use.
- Carefully record your first observations. Normally, when a fire alert is raised, you are already given information about the incident from dispatch. You may be already given information about whether there are people trapped in the building, how many stories the building is, and so on. Also, you add to those information things that you have observed. This way, you already have the basic structure of the whole incident.
- Describe the initial actions that were taken accurately. Lawsuits have been filed because of the failure to contain the fire during its initial stages. By accurately recounting the initial actions that were done to control the fire, you have a document that you can refer to when questions about it are asked in the future.
- Describe in detail what you did throughout the incident. Investigations on incidents such as these often happen even many years after it has passed. Having an incident report will provide all the details that the mind may not remember after all those years. Make sure you provide details on what you did to control the fire.
- Write an evaluation on the incident and include external factors. When writing your report, make sure to include an evaluation of the whole incident. Evaluate the damage that was caused by the fire including exposure to the surrounding buildings and properties. Also note outside factors such as hydrant issues, parking issues, etc.
- Draft a Special Statements section. There are things that are not directly related to the fire control that are also helpful information in making the report. List all those details here.
Medical Incident Reports
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The Importance of Incident Reports
Incident reports are often an underrated document in every organization. They are usually not given much thought by the people making them. Usually, they just provide a few sentences describing the event and not going into detail. This is if they indeed decide to make one at all. This is a very wrong practice that needs to be corrected. You should give as much thought into making incident reports as you do your research reports or business reports. Before totally dismissing incident reports as a waste of time, consider the advantages of making one and putting effort into doing it.
- Incident reports are effective memory aids. Investigations of incidents could sometimes happen a few years after it has happened. By that time, you would have forgotten some of the details that are vital to the incident. Things you thought are trivial such as the weather when the incident happened, the day when it happened, and so on are actually vital when investigations happen. Make sure that you have those details in the report. When you have these details documented, it will refresh your memory as to what happened.
- Incident reports are a way to make the necessary corrective actions. When unusual incidents happen, you do not want it to happen again. By having incident reports, you have a record of the incident and what caused it. This way, you are able to formulate corrective actions in order to prevent such incidents from happening in the future.
When to Write an Incident Report
Incident reports play a vital role in the organization. However, they are also not very much understood. People don’t always realize when an incident report needs to be written. While it is true that incident reports are written when unusual events or accidents occur, there are other times in which an incident report needs to be done.
- Write an incident report when any injuries or accidents occur. Write one when accidents occur. It could be a vehicular accident, a fire or a robbery that resulted in injury, a fall (fall incident report), and so on. Aside from physical injuries, things that caused mental trauma (e.g., verbal abuse, traumatic event) also need to be reported.
- Write an incident report when errors occur. Imagine when a drug of higher dosage was placed in a container that looks just like the same drug but of lower dosage. A nurse accidentally injects a patient with the higher dosage. When this is noticed, immediately write an incident report to document the error. Failure to do so could be fatal.
- Write an incident report in case of product or equipment failure. It is also important to document when an equipment or product is not functioning right. This will prevent any damage that could arise from using such equipment. Also, the necessary corrective actions will be done to fix them.
The importance of incident reports could not be stressed enough. Every organization needs to have them and all employees need to take filling them out seriously. Save your time when making one by downloading our sample reports. You can also use them as guide when making your own.
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