How To Write An Incident Report

How To Write An Incident Report

Incidents happen. It’s a fact of life. And when they do, it’s important to have a plan in place for how to deal with them. That’s why we’ve put together this guide on how to write an incident report.

We’ll share our top tips for creating reports that will help businesses conduct effective investigations and ensure similar (or more serious) situations don’t happen again. We’ll also include a quick yet comprehensive guide on creating an incident report to get you started! 

So no matter what industry your business belongs to, you’ll have an incident report template ready in case of any incident that may occur. Let’s get started!


What is an Incident Report?

An incident report is a type of form document that records details of an incident that has taken place. It is used to collect data about what happened, when, where, and who was involved. At the same time, it also takes into account all workplace illnesses, near misses, injuries, and accidents. 

A report should be completed the moment an incident occurs, no matter how minor it may seem. By doing so, it allows businesses to take the necessary precautions to resolve the current situation while preventing future accidents from happening. 

For example, an incident report should be filled out if an employee slips and falls in the workplace. This is because it can help identify any potential hazards in the area that needs to be fixed. 


Incident Report Design Tips

To help you get started with creating an incident report form, here are different design tips that you should incorporate into your template: 

Incorporate Your Branding

It’s important to incorporate your branding into your incident report template. This helps create a sense of unity and cohesion within your company while making it easier for people to identify your business if needed. 

Organize Your Information Into Sections Using Boxes

To make your information as simple and readable as possible, we recommend organizing it into sections using boxes. This will make it easier for people to find the information they’re looking for without getting overwhelmed by a large block of text. 

Include a Summary at the Top of the Report

Most incident reports will need to be read by people who weren’t there when the incident occurred. Because of this, it’s important to include a summary at the top of your report. This should give a brief overview of the entire incident. 

Make Use of White Space

White space is your friend when it comes to incident report design. Not only does it make your document more visually appealing, but it also makes it easier to read. So don’t be afraid to use plenty of white space in your template!

Color Code Each Section of Your Incident Report

Colors aren’t just for design and making your reports more interesting to look at. You can also use colors to code the different sections of your incident report. For example, you could use a different color for each type of incident. For example, red could be used for accidents, blue for near misses, and green for illnesses. This will make it easier for people to quickly scan your report and find the information they’re looking for.

Add a Header to Your Incident Report Template

As part of your company branding efforts, you should add a visual header to your incident report template. This could be your company logo, a building photo, or anything else that would help people identify your business.  

Include a Signature Field at the Bottom of the Report

Most incident reports will need to be signed by the person who witnessed the incident. To make this process as easy as possible, include a signature field at the bottom of your incident report template. 

Top incident report templates

Now that you know how to design an incident report template, it’s time to choose the right template for your business. With that said, here are some of our top incident report templates: 

  • Simple Incident Report Template: This incident report template is simple and easy to use. It’s perfect for businesses that want to get the job done without frills. 
  • Detailed Incident Report Template: This incident report template is perfect for businesses that need to gather a lot of information about an incident. It includes sections for witnesses, incident details, and more. 
  • Investigation Report Template: This incident report template is perfect for businesses that need to conduct an investigation. It includes sections for evidence, interviews, and more. 
  • Accident Report Template: This incident report template is perfect for businesses that must report an accident. It includes sections for incident details, injuries, and more. 


How to Write an Incident Report?

It’s time to put everything together and create an incident report template for your business. Get started by following these three key steps: 

Step 1: Choose a Template

As we mentioned before, choosing the right incident report template for your business is important. Be sure to consider the type of incident you’re reporting, how much information you need to gather, and who will be reading the report. 

Step 2: Fill Out the Template

Once you’ve chosen a template, it’s time to start filling it out. Be sure to include all the relevant information, such as the date and time of the incident, the location, a description of what happened, and any witness statements. 

Step 3: Review and Edit

Before you print out or distribute your incident report, be sure to review it for any errors. Once you’re happy with the report, you’re ready to distribute it to the relevant parties. 


Create Incident Reports With DATAMYTE

Did you know that DATAMYTE can also create an incident report for you? That’s right! With the DataMyte Digital Clipboard, you’ll be able to create an incident report template in just a few clicks. 

The DataMyte Digital Clipboard is a workflow automation software that can help create different inspection and report templates, including one for incident reports. With the DataMyte Digital Clipboard’s easy and intuitive drag-and-drop feature, you’ll be able to: 

  • Easily create incident report templates
  • Gather all the relevant information with ease
  • Edit and review your incident reports before printing or distributing them.
  • Save your incident report templates for future use. 
  • Share incident reports with the relevant parties. 


If you’re looking for an incident report template, look no further than DATAMYTE. Schedule a demo now!



Writing an incident report template is a valuable skill for any small business owner, human resources team member, or workplace emergency first responder. By following the steps in this guide, you’ll be able to create templates that will help you carry out effective investigations and prevent similar incidents.

The DataMyte Digital Clipboard can help streamline your incident reporting process. With its easy-to-use drag-and-drop feature, you can create templates in just a few clicks. Get started today!



Related Articles: