A good incident report is required by all staff members in the workplace. This article is going to give you a clear view of what to include in an incident report and how to express the incident objectively. It's important that immediate reporting of a possible incident, and proper corrective action, occur.
It’s important to think about the details of the incident as the first step. After an event, an employee’s initial thoughts and feelings are usually accurate but often inaccurate. It is also vital to be objective as you prepare an incident report. The following tips will show you what things to include in an incident report:
Detail Steps of the Event – You should always have the steps of the incident laid out in your incident report. This will help you write a more complete incident report. You may need to add a detailed description of the circumstances that led up to the incident and the actions taken after the event occurred. You may also want to note any action taken by the police after the incident took place to verify who was at fault.
Identify Roles of People – You should clearly detail who is responsible for the incident and identify the roles of everyone who had an involvement in the event. It’s not enough to say that your team manager was the one responsible for the incident. You need to list every person on your team that was on the floor when it occurred. Describe what role each person played during the incident. If a team member is suspended due to the incident, you should mention the reason for suspension in your incident report.
Key Facts – You should include all key facts relating to the incident in your incident report. This includes the time and date, location, person(s) involved, any injuries or damages caused, and any witnesses. Be sure to note when and where the incident took place as this will be used for future reference.
Write a detailed description of the Situation – Once you have taken note of the key facts, it’s time to tell the whole story in your report. If there was a loss of life, the next paragraph should describe the victim, his or her injuries, medical expenses, and whether the loss of life was catastrophic, if so how, and if so, in what ways.
Include a timeline – As you prepare your incident report you should include a timeline. This gives you an opportunity to tell all the pertinent information to the next step of the event. You should include how the incident took place, who was involved, who was at fault and when. If there were any witnesses, give a detailed description of what they saw or heard and any evidence that supports or challenges the account given.
Always include copies – Finally, you should have copies of all your incident reports filed in case a case goes to court. When it comes time to make a claim, your employer may review the documents you’ve filed. Having a copy for your personal files can prove invaluable if you’re ever asked to testify in court.
Your Personal Details – You should give a detailed description of yourself and your work habits. Also, list any references who can corroborate the details you provided. The purpose of your incident report is not to tarnish your image but rather to provide information for the relevant authorities. If you were on the job at the time of the incident, you should state whether you suffered any permanent damage.
Make a note of all your notes and take the time to review all your incident reports. After reviewing them, check the date and send out your incident report if you still feel the need to do so.
Your incident report should not be overly wordy and boring. You don’t have to retell all the details. You can include a sentence or two and leave the rest up to your witness. It’s always helpful to use bullet points to provide an easier and concise version of the incident.
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