Incident Report: What is it & How to Write it?

Here, you’ll learn what an incident report is. You’ll also be able to write an incident report after reading this blog. Read on.

What Is an Incident Report?

An incident report is a record of events that occurred during an incident. It is used to identify and document the cause of the incident, as well as its effects. It can include a timeline of events and details about the people involved.

An incident report describes what happened during an event or series of events that led to significant organizational disruption or harm. The report is written so that it's easy for others (e.g., management) to understand how something went wrong and how to prevent it in future cases.

Incident reports are a vital tool for any business or organization. They provide an easy way to document and track incidents that occur in the workplace, like accidents, injuries, or security breaches. Not only are they helpful in making sure that everyone is held accountable for their actions and decisions, but it also helps organizations identify safety issues and prevent future incidents from happening.

What Is Considered an Incident?

An incident is an event that causes a problem or mistake. Incidents are not problems or mistakes themselves, but they do cause them.

For Example:

  • Employees lose their keys and must be let in through the back door. This is an incident because it caused the employee to be unable to access their work area through normal means and therefore caused a problem for him (but not necessarily for anyone else).
  • A customer calls your company and says they received an incorrect invoice from you last month. This is also an incident because it caused a mistake on behalf of your company.

As you can see, incidents are just things that happen sometimes—they don’t always mean something bad happened. Sometimes good things come out of them too.

What Is the Purpose of Incident Reporting?

There are many purposes for incident reporting, but the three most common reasons are:

  • To document what happened during an event or series of events
  • To identify any patterns or trends in the data
  • To help improve future responses to similar incidents

By documenting what happened during an incident, organizations can better understand the root cause of the problem and develop targeted solutions. Additionally, analysts can review incident reports to identify patterns or trends that may not be immediately apparent. This information is then used to improve future responses to similar incidents.

Benefits of Incident Reporting

There are many benefits to incident reporting, including the following:

  • Increased safety for employees, customers, and others who may be affected by incidents that occur in the workplace
  • Improved ability to identify trends and investigate the root causes of incidents
  • Enhanced compliance with safety regulations
  • More efficient insurance claims processing
  • Greater peace of mind for managers and owners knowing that potential liability issues are being properly documented and addressed
  • Improved communication among all levels of the organization when incidents occur
  • Increased productivity by reducing the amount of time and resources devoted to dealing with incidents
  • A better understanding of risk management strategies and the potential for minimizing future losses
  • A greater appreciation of the importance of safety in the workplace and a heightened sense of responsibility
  • Improved reputation for the organization within the industry and with customers, creating a more positive public image.

How to Create an Incident Report?

If you need to write an incident report or are wondering what one is, here’s your answer. An incident report is simply a written account of an event, usually in the form of a memo or short document. Many businesses have standardized forms that their employees use to report incidents, but if your company doesn’t have one, don’t worry – it’s easy to create your own. Just follow these simple steps:

  • Identify the basic facts of the incident: When writing an incident report, be sure to include who was involved, what happened, where it took place, and when it occurred.
  • Write a detailed description of the incident: Include as many details as possible so that readers will clearly understand what happened.
  • List any witnesses to the incident: If people saw what happened, be sure to get their names and contact information so they can be interviewed if necessary.
  • Collect any physical evidence from the scene: This could include things like photos or videos of the incident, damaged property, or anything else that will help support your account of what happened.
  • Make a note of any possible safety hazards involved in the incident: This will help ensure that similar incidents are prevented in the future.
  • Include your observations and opinions of the incident: While it’s important to stick to facts, you may want to add your thoughts on what happened and how it could have been prevented.
  • Close the report with a conclusion summarizing the incident and any potential follow-up action: This will help ensure that everyone is on the same page regarding what happened and how it should be handled moving forward.

Following these steps will help you create an effective and comprehensive incident report. Remember to include as many details as possible, and be sure to stick to the facts. The more information you provide, the better your chance of effectively documenting the incident.

Incident Reporting Software for Better Recordkeeping

There are many benefits to using incident reporting software, including better recordkeeping. With an incident report software system in place, you can be sure that all relevant information is captured and stored in a central location. This makes it easier to track incidents and trends over time and easier to share information with other team members.

Incident report software can also help to automate the process of writing incident reports. This can save you a great deal of time, particularly if you have many incidents to report. In addition, using an incident report template can ensure that all important details are included in each report.


Although being ready for the unforeseen might be tricky, preventative actions are essential for maintaining a pleasant and healthy work atmosphere for yourself and your employees. Incident reports are not only a critical component of any company's incident response strategy, but they also serve as a tool to avoid repeat mistakes and/or drive change.

Zorp empowers you to create an inspection app designed to make it easy for you and your team to create incident reports and streamline their completion and record-keeping. Pre-built templates are accessible through smartphones and tablet devices, so you don't have to waste time creating one from scratch. Instead, you can use the templates that are already there. Plus, if you need help determining what template you need, Zorp has a built-in tool to help you pick the best one for your needs.

Frequently Asked Questions

What is in an incident report?

An incident report is an official document that records a case of wrongdoing, and the actions are taken to resolve it. The organization uses the report to track incidents and prevent them from happening again.

How do you write an incident report?

Incident reports should be written in a third-person tone, with a focus on the details and facts of the incident. The writer should avoid any emotional language or judgments that could bias the reader. The incident report should include as much detail as possible. It should include the names and locations of all involved parties, what happened during the incident, how it happened, who was affected by it, and any changes that resulted from the incident.

What are the three types of incidents?

Incident types are different types of events that have a common cause. The common cause is the reason for the incident. The three types of incidents are:

  • Accidental
  • Human-caused
  • Natural

What’s an incident report and its purpose?

An incident report is a written record of an event or an occurrence. It includes details about the event, the people involved, their roles, and the circumstances surrounding it.

The purpose of an incident report is to provide information about events that have occurred so that proper action can be taken.

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