What is an Incident Report?
An incident report is a document that an organization must fill out when a workplace incident occurs. An incident can be considered as any event in which someone has been hurt, an occupational safety and health issue has been discovered, something has been damaged, or other misconduct has occurred in the workplace.
Usually written in a form or a template, the report serves to detail exactly what has happened, who was involved, the date and time of the incident, where the incident took place and why it happened, as well as any follow-up action taken afterwards. These reports provide insight into whether appropriate steps were taken at the time and should lead to organizations creating plans to prevent recurring incidents.
Typically, an incident report is used by the organization to increase their overall health and safety and to make sure there are consistencies in how incidents are dealt with. In some cases, it could also be used by police or legal institutions if an issue needs to be taken further.
It’s important for all members of an organization to understand the importance of incident reports, and how they can create one.
Here are 3 things your organization should do to increase the effectiveness of incident reports:
- Be clear on what an incident is
Everybody has a different level of tolerance, and some team members will allow incidents to go without reporting them, simply because the employees are used to the behaviors they are experiencing, or they find reporting unnecessary as they do not understand the benefits.It’s important to have clear guidelines on what an incident is and to be clear on boundaries. Even though some team members can tolerate higher levels of threats and abuse, not all team members can. Within a company, there should be explicit boundaries on what is acceptable behavior.
All incidents, big or small, should be reported to prevent future harm. Even ‘near misses’ should be communicated so potential hazards can be reported and mitigated effectively.
- Help train the team on how to write an incident report
Organizations need to provide a form or template for employees to fill out; this will ensure that they know exactly what to include in their reports. Team members must also understand that an incident report needs to be completed as soon as possible after the event takes place.It should be made clear that the report is objective, not subjective.
Subjective: “The person showed his usual aggressive behavior.”
Objective: “The person demonstrated aggressive behavior and was observed with clenched fists, pacing up and down, waving their arms and calling out obscenities.”
This prevents bias and emotion from influencing the factual elements of the report. All parties involved (including witnesses) should check the report for accuracy and sign off on it before it is filed.
Team members can also include photo evidence or illustrations of the event to help display what has occurred.
- Follow up on incident reports
Incident reports should not simply be filed away and forgotten. They are a tool that allows organizations to identify patterns and risks, and take steps to reduce them. Therefore, reviewing or debriefing incident reports and monitoring what has been done following them is a crucial step.Often, organizations only use incident reports for statistics, rather than to conduct training and drills around the behavior outlined. However it’s important to support the team when incidents happen, and employees should always receive training on how to prevent similar events from taking place.
Organizations need to create strategies to deal with difficult behavior and put in place appropriate actions that help minimize future risk. A desirable outcome is for all team members to be aware of the appropriate processes and safety protocols.
At Resolution Education we provide Workplace Violence Prevention training and Workplace Conflict Resolution training throughout the United States and internationally.
If you need help or advice on how to write incident reports, or how to create drills from these incidents, fill in the form below. We’re eager to work with you.
Frequently Asked Questions
What details are most often missing from workplace incident reports?
Common gaps include unclear timelines, vague descriptions of behaviors, missing information about who was involved or present as witnesses, and a lack of follow-up actions. High-quality incident reports clearly explain what happened, where and when it occurred, what prompted the situation, and what was done immediately afterward to reduce harm or prevent a repeat incident.
How soon after an event should an incident report be completed?
An incident report should be completed as soon as possible after the event, ideally before the end of the shift. Writing it promptly means staff can recall details accurately, minimizing the influence of emotion and memory gaps, and helping ensure that any investigations or follow-up actions are based on clear, factual information.
How can managers encourage staff who are reluctant to file incident reports?
Managers can make reporting easier by clarifying what counts as an incident, explaining why even low-level aggression or near misses matter, and demonstrating that reports are used to improve safety rather than blame individuals. When staff see that their reports lead to changes in procedures, extra support, or additional training, they are more likely to report consistently.
What is the most effective way to follow up after an incident report is submitted?
Effective follow-up includes reviewing the report with the people involved, identifying any policy or training gaps, and agreeing on clear actions and timeframes. Organizations should track whether these actions are completed and communicate outcomes back to staff, reinforcing that incident reports are a tool for learning, not just a compliance requirement.
Why is it important to link incident reports with de-escalation and conflict training?
Linking incident reports with de-escalation and conflict training closes the loop between what happens in real situations and what is taught in the training room. When reports are used to shape scenarios, drills, and role-plays, staff can rehearse responses to the exact types of aggression or conflict they experience and build practical, relevant skills.
How can organizations use incident report data to plan future training?
By reviewing trends in incident reports, organizations can identify high-risk locations, times, roles, or behaviors that occur repeatedly. This information can be used to design targeted training that focuses on the most common triggers and challenges staff face, ensuring that de-escalation, occupational violence, and conflict resolution programs address real, recurring issues.
How can Resolution Education help organizations with de-escalation and conflict training?
Resolution Education helps organizations by delivering customized, hands-on de-escalation and conflict resolution training based on their proven A.D.P. Framework (Awareness, De-escalation, Protection). They offer scalable solutions including in-person workshops, e-learning packages, train-the-trainer courses, Code Silver/BERT readiness, phone/chat de-escalation, and policy reviews, with over 25 years of expertise ensuring practical role-plays build real confidence.