Incident report form template

This incident report form lets staff report accidents, incidents and near misses quickly, from a computer or a phone. It collects the facts while they are fresh, so your safety team can analyse causes and prevent recurrence.

What is this incident report form for?

The person reporting chooses the type of event (accident with or without injury, near miss, property damage), gives the date, time and exact location and describes what happened. If someone was injured, they specify the injured body part, the care given and whether the person stopped work; if there were witnesses, their contact details are requested. The report ends with the immediate action taken, optional photos and the reporter's view of the cause. It works equally well as an accident report form and as a near miss report form.

Who is it for?

• Safety and quality managers in industry, logistics and construction
• Schools, care homes and sports facilities
• Retailers and hospitality businesses dealing with customer incidents
• Associations organising events with volunteers

How to adapt it in Mailpro

Adjust the event types, locations and departments to your organisation, edit the introduction and add your logo and colours. Conditional questions already hide the injury and witness sections when they are not needed. Staff can attach photos of the scene or the damage. Share the form through a link on your intranet, a QR code posted on each site or in an internal Mailpro newsletter; reports arrive in Mailpro.

Tips

• Encourage near miss reports: they reveal risks before anyone gets hurt.
• Make it clear that the aim is prevention, not blame.
• Remember that the form does not replace the official declarations required by law or by your insurer.
• Review every incident report with the teams concerned and share the actions taken.

Frequently asked questions

When should an incident report be filed?

As soon as possible after the event, once any injured person has been cared for. Details fade quickly.

Can visitors or subcontractors use this incident report form template?

Yes. Add a question about the reporter's status (employee, visitor, contractor) to sort reports.

Should the incident report form be anonymous?

Named reports make follow-up easier, but you can collect anonymous responses if people hesitate to report.

Questions in this template

What happened?

1. Type of event
   Accident with injury · Accident without injury · Near miss · Property damage · Other
2. Date
3. Time
4. Exact location
5. Describe what happened
6. Was anyone injured?
   No · Yes

Injury

1. Injured person's name
2. Injured body part (several answers)
   Head · Eyes · Back · Arms or hands · Legs or feet · Other
3. Care given
   None · First aid on site · Doctor or emergency services · Hospital
4. Did the person stop work?
   No · Yes

Witnesses and actions

1. Were there any witnesses?
   No · Yes
2. Witnesses' names and contact details
3. Immediate action taken
4. Photos (optional)
5. In your opinion, what caused it?

Your details

1. Your name
2. Department or site
3. Email