Incident Report Basics

If your business has anybody coming inside of its physical premises, whether they be employees or the general public or anybody else, you need to be accustomed to indecent reports, and the basics of filling them out.

What is an Incident Report?

An incident report is, as the name suggests, a detailed report of how an incident happened. It might include any of the following:

• The time and date of the incident and the type of accident or incident
• A description of what happened–if there was an eyewitness, the report should identify the witness and his or her contact information (even if the witness was an employee). If there was no eyewitness to the accident or incident, then the scene should be described, as it was found.
• A description of what anybody did about the accident after it happened–for example, who was called, what was said, were emergency responders called, when did they arrive, was an area of the building shut down or roped off, etc.
• Contact information for the victim, if he or she is not someone from your own company whose information you presumably already have
• Any other information that your insurance company might require be obtained.

Notably, an incident report should not contain the opinions or speculations of the person filling out the report–for example, “it looks to me like the employee was injured using a malfunctioning welding iron,” or “it doesn’t seem like the victim was very injured.”

Filling It Out and Training

To get this information, the employee taking it, should be trained in how to gather information needed in the accident report. This is a skill, especially when speaking to victims, be they outside people from the public or your own employees.

Remember that in your own company, incidents involving sexual harassment also warrant the recording of incident reports, and thus, employees should be trained in how to delicately and tactfully discuss these matters with victims.

All employees should also be informed to cooperate with the employee taking the incident report.

Incident reports should be filled out as quickly as possible after there is an accident or a report of one. Incidents that might warrant a report might include injuries to customers, the public, clients, or your own employees. Incident reports are also used for any criminal activity on the property, as well as to document any harassment that is reported.

Why They are Necessary

In many cases, your insurance carrier will require an incident report to provide coverage, and the incident report will be invaluable to your insurance company, should it have to defend your interests in court.

You can be as honest as you can–incident reports are generally private, as work product, and can’t be discovered by anybody who might sue or make a claim against you for the accident or incident.

Need help with your accident and incident policies or in dealing with one? Call our Fort Lauderdale business lawyers at Sweeney Law P.A. at 954-440-3993 for help.