Incident report template: the fields that matter, and what happens after it is filed
- Work order total
- $863.16
- Labour
- $510
- Parts, marked up
- $288
Every figure on this page is computed from the inputs entered, by the method stated below it. Jobcardo publishes no tax rate, no wage figure and no trade standard: the rate, the markup and the tax on the parts line are yours, and the defaults are a worked example to replace with your own figures.
An incident report template is a short form with a long purpose. It records what happened, to whom, where and when, what was done immediately and what changed afterwards, in a way that will still make sense to somebody reading it in two years who was not there. The fields people leave blank are always the same three, and they are the three that matter: the witnesses, the immediate action, and the follow-up. A template that prompts for those is worth more than one that looks official.
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Capture it on the day, in plain words
Date and time of the incident and of the report, the exact location, the person affected and what they were doing, what happened, the injury or the near miss, and the witnesses by name. Describe rather than conclude: a report that assigns blame in the first paragraph is less useful to everybody, including you.
Record the immediate action and who was told
What was done at the scene, whether first aid or emergency services were involved, who in the business was notified and when, and whether the work stopped. This is the section that shows a business responded, and it is the one most often left as a single line.
Close the loop, and keep the closure
An investigation proportionate to the severity, a change to the method or the controls, a briefing that records who was told, and a check that the change held. A file of reports with no follow-up documents that you knew and did nothing, which is worse than not writing them.
Incident report template: common questions
What should be included in an incident report? Who, what, where and when, the injury or near miss, the witnesses, the immediate action, who was notified, and what changed afterwards. Photographs where they help. Anything else is optional and most of it goes unread.
Should near misses be reported? Yes, on the same form. Near misses are the cheapest safety information a business ever gets, and a file that contains only injuries has thrown away the part that could have prevented them.
How long should reports be kept? Longer than you expect to need them, because injury, insurance and regulatory questions arrive years later. Treat them as permanent job records rather than as working paperwork, and keep them searchable.
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