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Tool 5A: Information To Include in Incident Reports

Table of contents.

  • Acknowledgments
  • 1. Are you ready for this change?
  • 2. How will you manage change?
  • 3. Which fall prevention practices do you want to use?
  • 4. How do you implement the fall prevention program in your organization?
  • 5. How do you measure fall rates and fall prevention practices?
  • 6. How do you sustain an effective fall prevention program?
  • 7. Tools and Resources
  • Appendix: Bibliography of Studies Implementing Fall Prevention Practices

Word Version [30.61 KB]

Background: The purpose of this tool is to audit incident reports of falls to see if the reports provide adequate information for root cause analysis. Alternatively, the information below may be used in conjunction with Tool 3O, "Postfall Assessment for Root Cause Analysis" to develop a template to be filled out when reporting a fall.

Reference: Adapted from National Health Service publication Slips, Trips, and Falls in the Hospital.

How to use this tool: Review your last 10 incident reports for falls and see whether the information below is captured in the report. This tool should be used by the quality improvement manager. Information systems staff may also use this tool to develop or update electronic templates for submitting incident reports.

Use this tool to identify areas for improvement and develop educational programs where there are gaps.

Information To Include in Incident Reports

Return to Roadmap

Publication: 13-0015-EF

Internet Citation: Tool 5A: Information To Include in Incident Reports. Content last reviewed January 2013. Agency for Healthcare Research and Quality, Rockville, MD. https://www.ahrq.gov/patient-safety/settings/hospital/fall-prevention/toolkit/incident-reports.html

Click to copy citation

how do you write an incident report for a fall

Real Examples of Incident Reports at the Workplace with Templates

how do you write an incident report for a fall

Accidents can happen, no matter how many preventative measures are in place. And, when accidents do happen, it’s vital to learn from them. To ensure your documentation is spotless, it’s always a good idea to look at some example incident reports at the workplace.

A safety incident report helps ensure nobody is subject to mistreatment because it contains information from the injured employee as well as eyewitnesses. This helps fill in missing pieces of information and figure out how the accident occurred exactly. 

“The safety of the people shall be the highest law.” Marcus Tullius Cicero

So, let’s dive in! 

If you’re looking for an example of an incident report at the workplace, feel free to jump to that section using the links below. Otherwise, we will first discuss what incident reports are and why they are so important.

how do you write an incident report for a fall

What is a Workplace Incident Report? 

A workplace incident report is a document that states all the information about any accidents, injuries, near misses, property damage or health and safety issues that happen in the workplace. 

They are very important to identify the root cause of an incident along with any related hazards and to prevent it happening again in the future. As soon as an incident takes place and everybody in the workplace is safe, a work incident report should be written up. 

Typically, a workplace accident report should be completed within 48 hours of the incident taking place . The layout of an accident incident report should be told like a story, in chronological order, with as many facts as the witnesses can possibly remember. 

What should you include in an incident report?

There are many different types of incident reports, depending on your industry, but most will include the underlying details listed below in order to understand what happened: 

  • The type of incident that took place
  • Where the incident happened
  • The date, day and time of the incident
  • Names of the people involved
  • Injuries that were obtained 
  • Medical treatment that may have been required
  • Equipment that was involved
  • Events leading up to the incident that could have contributed to it taking place
  • Eyewitnesses that can tell their side of the story

For example…If a chemical was involved in the incident, it should be noted if the victim was wearing appropriate PPE or not, as well as a photograph of the damage and the chemical’s label stating its components. If a workplace vehicle was involved, all information about the vehicle should be noted, and the possible reasons why it occurred if there is no clear answer. Employers should ensure vehicle safety guidelines are adhered to in order to prevent incidents in the workplace. 

If this is an OSHA recordable incident (accident) and the company is exempt from OSHA recordkeeping , the employer must also fill in OSHA Form 300 . This form enables both the employer and the agency to keep a log of the injuries or illnesses that happen in the workplace. It includes crucial information such as the number of working days missed due to injury, the sort of injury that was obtained and if medical treatment was necessary. 

how do you write an incident report for a fall

How to Write an Incident Report

It is important to lay out an incident report clearly and concisely with all the relevant information about what happened. The clearer it is to read, the easier it will be to understand the cause of the workplace accident. 

The language used for incident reporting should not be too emotional and should not purposefully put the blame on someone. Here is an incident report example template:

This workplace incident report template includes the basic guidelines and best practices of what to include to make sure the report includes all the details it should. Once a report is written, it should be kept on record in the workplace. 

Incident Report Examples

Depending on the type of workplace incident, the writer will need to include various pieces of information. If you are not sure how to write an incident statement, here are example incident reports for the workplace covering various scenarios. 

Injury Incident Report Example

“At 11.20am on Tuesday 7 th July 2020, a worker, Timothy Johnson, tripped over an electrical wire on the Blue & Green construction site, located on Main Street, Riverside. He was carrying a hammer at the time. 

It is believed the wire should not have been stretched across the ground without safety tape securing it to the ground and drawing attention to it. Timothy fell to the ground and dropped the hammer but did not injure himself with it. He twisted his ankle, which immediately began to swell and scrapped the side of his leg in a minor way. A co-worker came to assist Timothy to his feet and helped him walk to a nearby bench. Timothy could not put his weight on his left foot, so he was taken to a nearby hospital. Once at the hospital, doctors confirmed that Timothy had sprained his ankle and would have to keep the foot elevated and use crutches for the next two weeks. He would not be able to work during this time. 

The foreman for the construction site has assessed the wires on the ground and concluded that brightly colored tape should secure the wires to the ground to draw attention to them and to ensure there are no bumps in the wire that are easy to trip over so that this does not happen again”.

Forklift Accident Report Sample

“On Friday 5 th July 2020, at 3.35pm, a forklift driver, Max White, was driving the forklift he usually drives in the Sunny Side Warehouse, ABC Street, when the front right tire got caught on a piece of wood on the ground, causing the forklift to overturn with Max inside it. 

Luckily a co-worker was nearby to help Max climb out of the right side of the forklift. Max was shaken up and reported that his left shoulder and left side of his neck were hurting him from the impact. Max decided he did not need to go to the hospital as he felt like he would only obtain bruises from his injuries and that they were not severe enough to need medical attention. His manager sent him home for the rest of the day to ensure he did not strain himself further. 

The wood that caused the forklift to overturn had not been stacked properly and has now been moved to a secure location in the warehouse to make sure it does not cause any more issues for forklift drivers”.

Fall Incident Report Sample

“In Fairview Boutique on Friday March 6 th , 2020, Samantha Wright was stacking shelves while standing on a ladder in order to reach the top shelf of handbags at 4.10pm. As she was stretching to place a bag on the shelf, the ladder collapsed from under her and she fell to the ground. Her co-worker heard the loud noise and immediately helped her. Samantha was in a lot of pain and could not get to her feet as she felt lightheaded. An ambulance was phoned, and she was brought to hospital. Samantha obtained a broken right arm, bruised thigh and hip, and a bump to the head that left no major head injury. She was recommended three weeks off work at the minimum by doctors.  The fall was concluded to be of nobody else’s fault but was put down to Samantha accidently overreaching instead of moving the ladder to where she needed to see”. 

Hand Injury Incident Report Sample

“On April 21 st , 2020, at Willow Maintenance, Yellow Abbey Grove, Kyle Jenkins was about to use a miter saw to cut some timber, but when he started to use the saw, it jolted, causing the saw to come down suddenly on his hand. 

Kyle’s left thumb was cut deeply by the saw and he lost a lot of blood. Co-workers came to his aid, turned the saw off and helped him stop the bleeding with tissues. He was then brought to the hospital where he received eight stitches and was told to not use the hand for rigorous work for 4 weeks. The head of Willow Maintenance inspected the saw to check for any issues and see why it came down and cut Kyle’s hand. It appeared that whoever was the last person to use the machine did not put the safety latch back on the saw once they had finished using it. 

If this safety latch was on the saw when Kyle used it, it would not have cut his hand, but rather, automatically shut off once it jolted. The manager decided to take a day to retrain his staff to ensure they adhere to the health and safety guidelines of the company”. 

Exposure Incident Report Sample

“In Woodbell factory, Springville, on Tuesday May 26 th , 2020, Annie Bedley was packaging household cleaning products when a bottle tipped over onto her wrist. 

She got up from her seat to wash off the chemical in the washroom. She then went to her supervisor to show her what had happened. Annie’s wrist was red and itchy but was not burning as she had washed off the remnants of the chemical immediately. Annie’s supervisor brought her to the office to sit with a cold compress on her hand and applied a layer of ointment to treat the burn. Annie did not feel like she would need further medical assistance and agreed with her supervisor that she would need two to three days off work to ensure the burn did not get irritated. 

Annie was wearing appropriate PPE at the time of the incident and no faults were found on the conveyor belt at the packing bay. The incident has been noted as an accident with nobody to blame. Photographic evidence of the burn has been included in this file”.

First Aid Incident Report Sample

“On Friday November 15 h 2019, Arthur Stokes was walking along the corridor between building four and five of Graygrock Inc. when he noticed that there was something sharp sticking through the bottom of his right shoe. 

He stopped to see what it was and found a nail stuck in his shoe. He took his shoe off and lucking was able to pull the nail out as it hadn’t pierced through to his foot and only minorly scraped it. He saw the stairwell was getting new handrails fitted and presumed the nail came from that. He saw two other nails further along the corridor and decided to pick them up to make sure nobody else stood on them. He reported to his manager’s office where he presented the nails and explained the situation. His foot had a small cut, so Arthur’s manager gave him an anti-septic wipe and a band-aid to help him. 

Arthur returned to work while his manager talked to the construction workers about keeping their workspace neat and to prevent any further accidents like this from happening”. 

how do you write an incident report for a fall

Incident Report Form Templates

The layout of an incident report forms can vary depending on where the incident took place and the type of injuries. Here are some examples of incident reports at the workplace that you can use. 

how do you write an incident report for a fall

Incident Report Form for General Staff (Word/PDF)

This general staff accident report form template can be used in a variety of workplaces. It includes all the necessities to describe a workplace incident to ensure it is recorded correctly. This general form is ideal for any business type. 

how do you write an incident report for a fall

Incident Report Form for a Construction Site

This example incident report for the workplace is unique to others as it includes a field for the construction project name and the project manager’s details. This makes it easy to understand where in the construction site the accident occurred and how severe it was.

how do you write an incident report for a fall

Incident Report for a Hospital/ Medical Clinic (Word/PDF)

The hospital incident report template is much more detailed than others as it must include accurate information about the staff member or patient’s injuries, where in the hospital it happened and what medical treatment they required.

As you write your workplace incident reports, remember it is not to place blame on one person, but rather record a series of events that have taken place. Sometimes these are pure accidents due to bad luck and, sometimes, there is human error or a technical fault involved. By the way, this is the basis of the Just Culture Algorithm™ which is definitely worth exploring if you’re looking to improve the safety culture at your workplace .

These examples of incident reports at the workplace are only the tip of the iceberg when it comes to the variety of workplace accidents that can occur. In any case, it’s crucial to record any incidents that arise because this helps create a safer work environment.

References & Further Reading

  • OSHA’s Guide for Employers carrying out Incident Investigation
  • OSHA’s Injury & Illness prevention Program
  • Workplace Injury Information
  • Eyewitness Statement Form : Should be included for any eyewitnesses to the incident to aid the investigation.
  • Injury Investigation Questions : Should be asked when an employee has been injured at the workplace to understand exactly what happened.
  • Incident Investigation Flowchart Procedure: A step by step example of the procedures involved in carrying out a workplace incident investigation.  

how do you write an incident report for a fall

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How to Write an Incident Report

Last Updated: February 8, 2024 Fact Checked

This article was co-authored by Clinton M. Sandvick, JD, PhD . Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,222,836 times.

If you're a security guard or police officer deployed to the scene of an incident, writing up a detailed and accurate report is an important part of doing your job correctly. A good incident report gives a thorough account of what happened without glossing over unsavory information or leaving out important facts. It's crucial to follow the appropriate protocol, describe the incident clearly, and submit a polished report.

Things You Should Know

  • Get the correct forms from your institution. Pay attention to any special instructions since forms may vary slightly.
  • Note the time, date, and location of the incident on the form. Include your full name and ID number, as well.
  • Write a first person narrative explaining what happened at the scene. Be honest, clear, and concise.
  • Proofread your incident report and revise any mistakes before submitting it.

Incident Report Template and Example

how do you write an incident report for a fall

Following Protocol

Step 1 Obtain the proper forms from your institution.

  • Follow any instructions that accompany the forms. Each organization uses a different format, so pay attention to the guidelines.
  • In some cases you're responsible for filling out a form issued by your institution. In other cases you'll be asked to type or write up the report on your own.

Tip: If possible, do your write up using word processing software. It will look neater, and you'll be able to use spell check to polish it when you're finished. If you write your report by hand, print clearly instead of using cursive. Don't leave people guessing whether your 7s are actually 1s.

Step 2 Provide the basic facts.

  • The time, date and location of the incident (be specific; write the exact street address, etc.).
  • Your name and ID number.
  • Names of other members of your organization who were present

Step 3 Include a line about the general nature of the incident.

  • For example, you could write that you were called to a certain address after a person was reported for being drunk and disorderly.
  • Note that you should not write what you think might have happened. Stick to the facts, and be objective.

Step 4 Start the report as soon as possible.

Describing What Happened

Step 1 Write a first person narrative telling what happened.

  • Use the full names of each person included in the report. Identify all persons the first time they are cited in your report by listing: first, middle, and last names; date of birth, race, gender, and reference a government issued identification number. In subsequent sentences, you can then refer to them using just their first and last names: "Doe, John" or "John Doe". Start a new paragraph to describe each person's actions separately. Answer the who, what, when, where, and why of what happened.
  • For example, when the police officer mentioned above arrives at the residence where he got the call, he could say: "Upon arrival the officer observed a male white, now known as Doe, John Edwin; date of birth: 03/15/1998; California Driver's License 00789142536, screaming and yelling at a female white,know known as, Doe, Jane, in the front lawn of the above location (the address given earlier). The officer separated both parties involved and conducted field interviews. The officer was told by Mr. John Doe that he had came home from work and discovered that dinner was not made for him. He then stated that he became upset at his wife Mrs. Jane Doe for not having the dinner ready for him."
  • If possible, make sure to include direct quotes from witnesses and other people involved in the incident. For example, in the above scenario, the officer could write “Jane said to me ‘Johnny was mad because I didn’t have dinner ready right on time.'”
  • Include an accurate description of your own role in the course of what occurred. If you had to use physical force to detain someone, don't gloss over it. Report how you handled the situation and its aftermath.

Step 2 Be thorough.

  • For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, and his face was red with anger.” The second example is better than the first because there are multiple reasons for someone’s face to be red, not just that they are angry.
  • Or, instead of saying “after I arrived at the scene, he charged towards me,” you should say “when I arrived at the scene I demanded that both parties stop fighting. After taking a breath and looking at me, he began to run quickly towards me and held his hand up like he was about to strike me.”

Step 3 Be accurate.

  • For example, if a witness told you he saw someone leap over a fence and run away, clearly indicate that your report of the incident was based upon a witness account; it is not yet a proven fact.
  • Additionally, if you are reporting what the witness told you, you should write down anything that you remember about the witness's demeanor. If their statement's cause controversy later, your report can prove useful. For example, it would be helpful to know that a witness appeared excited while telling you what happened, or if they seemed very calm and evenhanded.

Step 4 Be clear.

  • Keep your writing clear and concise.
  • Additionally, do not use legal or technical words: For example, say “personal vehicle” instead of “P.O.V.” (personally owned vehicle), and “scene of the crime” instead of the typical numbered code that police typically use to notify others of their arrival.
  • Use short, to-the-point sentences that emphasize facts and that don't leave room for interpretation. Instead of writing "I think the suspect wanted to get back at his wife, because he seemed to have ill intentions when he walked up to her and grabbed her," write "The suspect [insert name] walked over to his wife [name] and forcefully grabbed her by the wrist."

Step 5 Be honest.

Polishing the Report

Step 1 Double check the basic facts.

  • Do not try to make sure that statements in your report match those of your colleagues. Individually filed reports guarantee that more than one account of an incident survives. Incident reports can appear later in a court of law. If you alter the facts of your report to match those of another, you can be penalized.

Step 2 Edit and proofread your report.

  • Check it one more time for spelling and grammar errors.
  • Remove any words that could be seen as subjective or judgmental, like words describing feelings and emotions.

Step 3 Submit your incident report.

Expert Q&A

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  • ↑ https://www.indeed.com/career-advice/career-development/work-incident-report
  • ↑ https://www.csus.edu/campus-safety/police-department/_internal/_documents/rwm.pdf
  • ↑ https://www.nfic.org/docs/WrittingEffectiveIncidentReports.pdf
  • ↑ https://openoregon.pressbooks.pub/ctetechwriting/chapter/accident-and-incident-reports/
  • ↑ https://oer.pressbooks.pub/opentrailstechnicalwriting/chapter/writing-incident-reports/

About This Article

Clinton M. Sandvick, JD, PhD

If you need to write an incident report, start writing down the basic facts you need to remember as soon as possible, so you don’t start to forget details. Include the time, date, and location of the incident, as well as your name and work ID number and the names of anyone else who was present. Start by describing the general nature of the incident, then write out a detailed, first-person account of what happened. Include as many details as you can. Keep reading for tips on editing and polishing your report. Did this summary help you? Yes No

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Blog Human Resources

How to Write an Effective Incident Report [Templates]

By Victoria Clarke , Jun 13, 2023

How to Write an Effective Incident Report [Templates] Blog Header

We all do our best to ensure a happy and healthy workforce. That’s why, in a perfect world, you would never have to create an incident report.

But since incidents do happen, it’s never a bad idea to be prepared for any situation–especially the unexpected.  

Small business owners, human resources teams and workplace emergency first responders: this is the article for you! 

In this step-by-step guide, I’ll share our top tips on creating incident reports that will help you carry out effective investigations and make sure similar (or more serious) incidents don’t happen again.  I’ll also include our top incident report templates to get the job done.

Table of Contents:

  • What is an incident report?
  • Incident report examples, templates and design tips
  • Simple incident report template
  • COVID-19 employee incident report templates
  • How to write an incident report

how do you write an incident report for a fall

All of the templates in this post can be customized using our easy online  incident report maker  tool. It’s free to sign up, many of our templates are free to use too.

What is an incident report? 

An incident report is a form to document all workplace illnesses, injuries, near misses and accidents. An incident report should be completed at the time an incident occurs no matter how minor an injury is.

Here’s one example:

how do you write an incident report for a fall

Any illness or injury that impacts an employee’s ability to work must be noted. The specifics of what is required by law to be included in an incident report will vary depending on the federal or provincial legislation that affects your workplace.

If you’re unsure, you can take a look at your government’s website for more details. In certain cases, there are exceptions that can exempt small businesses from complying with such legislation. 

Employee Incident Report Template Venngage

Incident report examples and design tips

Here are some examples of types of incident reports to help you get started. I’ve also included some report design tips to help you present your information effectively. If you want to dig a bit deeper into the topic , here’s a comprehensive guide to general report design that I find handy.

Incorporate your branding into your report design

As with any document you create for your business, it’s good practice to incorporate your branding into your incident reports. (Psst– Venngage’s Brand Kit feature makes it easy to add your branding in just a click!) 

Include your brand colors in your design. You can do this by using them in the report header, footer, sidebar and in any visuals. 

You could use your brand colors in the background of your incident report:

how do you write an incident report for a fall

You may also want to include your logo, like in this incident report template : 

how do you write an incident report for a fall

Organize your information into sections using boxes

To make your information as readable as possible, organize it into sections. One of the easiest ways to do this is by using boxes.

For example, take a look at how these types of incident report templates use boxes to section off the information:

how do you write an incident report for a fall

This type of incident report example also uses rectangles to denote section headers:

Simple Incident Report Template

Color code the sections of your incident case report

Colors aren’t just great for making your reports , presentations and charts more interesting to look at. You can also use color to organize sections of your report and to draw attention to key information. 

For more tips on using color in your designs, read our guide on how to pick colors to communicate effectively .

how do you write an incident report for a fall

Add a visual header to your incident report

As part of your company branding, you may want to add a visual header to your reports. For example, this incident case report template uses a neutral photo with a color filter to create a professional header:

how do you write an incident report for a fall

You can do this in Venngage by overlaying a photo on a color background and adjusting the opacity of the photo: 

Image Opacity Venngage

You can use the same effect for sidebars as well: 

how do you write an incident report for a fall

Make a mock form to offer new team members as an example

If you’re transitioning in staff or something happens when the individual who owns incident reports is away, it’s very important that there is a process documented . That will ensure that if someone is put on the spot, they can fill in the incident report properly.

It can also be helpful to add brief descriptions of the information in the type of incident report to include in each field. Take a look at how this incident report example offers some brief text to guide the person filling it out:

how do you write an incident report for a fall

Use icons to visualize concepts

Icons are small, compact visuals that can be used to reinforce the information in your reports. You can also use them to draw attention to specific fields and important pieces of information. 

For example, this incident case report template uses icons to indicate the purpose of each field:

how do you write an incident report for a fall

How to write an incident report 

It’s important to establish a systematic method for investigating incidents.  

It’s also equally important to have a report prepared that enables you to record every relevant aspect of the incident details–this is the essential first step in the incident reporting process.  

After you’ve created your incident report form, you can: 

  • Begin your investigation with fact-finding 
  • And end your investigation with determining recommendations for preventing both an increase in the severity of the incident and the possibility of a recurrence.  

To write any incident case reports, follow the basic format described below.

how do you write an incident report for a fall

1. Take immediate action 

Employees of your organization should notify their manager or another member of the company’s leadership committee as soon as an incident occurs–regardless of the nature of the event (whether it be an accident, illness, injury or near miss).  

That being said, there need to be communication channels clearly defined to promote the practice of employees coming forward in these situations and the importance of such.

Once an incident has been reported, the member of leadership’s first responsibility is to ensure that appropriate treatment, if necessary, is being administered to those affected by the event.  

On this note: if the hazard still exists, the manager that the event has been reported to must eliminate the hazard by controlling it. Each company should have a defined procedure for accomplishing this based on the nature of their work. 

For example, if there was a spill that caused a fall. You would attend to the victim and promptly have the spill wiped up and identify the area as a hazard by using a sign.

2. Collect the facts 

Once the immediate action including the response to the event and eliminating the hazard from the environment has been conducted, it’s time to determine and record the facts related to the incident details. 

how do you write an incident report for a fall

9 facts related to the incident include: 

1. the basics.

Identify the specific location, time and date of the incident. This information is fundamental to the investigation and the most obvious information to collect. 

2. The affected

Collect details of those involved and/or affected by the incident. This would entail recording the name(s) of the individual(s) involved, their job title(s), the department(s) they operate in the manager(s) of those affected. 

3. The witnesses

Speak to any witnesses of the event to collect their perspectives of the event. Record their statements as detailed and accurate as possible in the form.  

To ensure accuracy, it’s best practice to review your notes with the witness to ensure they agree with how the event is portrayed in the report. It’s also important to include the name(s) of any witnesses in the report in case any additional questioning is required. 

4. The context

Consider and document the events that occurred leading up to the incident. Ask:

  • What was the employee doing? 
  • Who asked them to complete the task? How was the employee feeling prior to the incident? …etc. 

It is important to identify which factors were an outcome of the incident and which factors were present prior to the incident and could be a potential contributing factor to the incident occurring.

5. The actions

In the report, you must specify the actions of those involved at the time of the incident. What did the employee do that led to the incident? 

For example, if an employee injured their back when lifting a box at work, it is important to determine how that employee lifted the box to decide if that contributed to the injury. If yes, then inquire if this employee was trained properly for this task and by who or what source.  

6. The environment

Identify and record environmental conditions that contributed to the event. Was there inadequate lighting? Was a piece of equipment not operating properly? Was the employees’ visibility obstructed by a glare or blind spot? Etc. 

7. The injuries

Record detailed descriptions of specific injuries and evaluate the severity of such in the report. This description should include part(s) of the body injured, nature and extent of injuries. 

8. The treatment

It is also important to document in the incident case report the type of treatment administered for the acknowledged injuries. This information is important to document in order to understand how the employee recovers when reviewing the specifics of the event.

9. The damages

Record an account of any damage to equipment, materials, etc that was affected by the incident. This will be helpful to refer back during the analysis of the event in order to consider both a corrective action plan and to determine what items will need to be repaired or replaced. 

3. Analyze and reflect  

Collecting and recording the facts related to the occurrence of the incident will aid in determining how the incident occurred. Analyzing the collected facts related to the incident will aid in determining why the incident occurred. 

Analyzing and determining how and why the incident occurred is essential in order to develop an effective corrective action plan. 

Potential causes for accidents or injuries that occurred in the workplace could include: 

  • Primary causes (for example, an unsalted ice patch on a set of stairs that caused a slip and fall). 
  • Secondary causes (for example, an employee not wearing appropriate personal protective equipment, such as a hard helmet or eyewear).
  • Other contributing causes (for example: a burned-out light bulb in the area causing poor visibility). 

how do you write an incident report for a fall

4. Establish a corrective action plan 

A corrective action plan would provide recommendations as a means to reduce the possibility of a continued issue and/or recurrence of the incident details. The recommendations would result from an effective analysis of the facts collected and documented in the incident report. 

Elements of an effective corrective action plan could include: 

  • Occupational Health & Safety training for employees 
  • Preventative routine maintenance processes that ensure equipment is in proper working condition 
  • A review of job practices and procedures with a recommendation for changes to reduce the risk of incidents 
  • Conducting a job hazard analysis to determine if other potential hazards are associated with the task and/or environment and then training employees on these hazards based on the findings of the assessment 
  • Engineering, equipment or PPE changes/upgrades to ensure the task or the process of completing said task poses less risk

how do you write an incident report for a fall

Incident report examples

Covid-19 employee incident report template.

how do you write an incident report for a fall

Blue healthcare employee critical incident report template

how do you write an incident report for a fall

Although being prepared for the unexpected is often difficult, preventative measures are the cornerstone of maintaining a happy and healthy working environment for yourself and your workforce.  

Incident reports are not only a defining piece in any company’s incident response protocol, but they provide a means to avoid recurring mishaps and/or inspire change. 

That’s why it is crucial to have a relevant and comprehensive incident report form prepared and on hand for any incident details that may arise. By adhering to your jurisdiction’s legislation and considering the four components prescribed above, you’ll be well-prepared to handle incidents effectively.

The effect of responding to workplace incidents in a timely and detail-oriented manner will not only ensure a safe workplace but also: 

  • Reassure your employees that their employer is prepared to take the right steps in any situation 
  • Ensure all appropriate parties are fully informed of incidents 
  • Establish a record of incidents for future reference 
  • Protect both you/your company and your employees from lawsuits and disputes

FAQs about incident reports

What is the purpose of incident reporting.

An incident report is used to describe an event that requires an investigation that needs to be documented.

Types of incident reports

  • Accident Reports
  • Workplace Incident Report

What are the 4 types of incidents?

Commonly, incidents can be categorized into four main types:

  • Accidents: Involving unintended harm, damage or injury.
  • Near Misses: Situations where an accident could have occurred but was narrowly avoided.
  • Unsafe Conditions: Reports about hazardous or unsafe environments that need attention.
  • Unsafe Acts: Documenting incidents involving violations of safety procedures or rules.

Incident reports generally cover a variety of situations and the specific types may vary based on context and industry. It’s important to note that these categories can overlap and the classification may differ depending on the reporting system or industry standards.

What are the 5 elements of a good incident report ?

A well-structured incident report typically includes the following five key elements:

  • Date, time and location: Provide specific details about when and where the incident occurred. This helps establish a timeline and context for understanding the event.
  • Description of the incident: Clearly describe what happened, including relevant details such as the sequence of events, the people involved and any contributing factors. Use objective language and avoid assumptions or opinions.
  • Witness information: Include names and contact information for any witnesses to the incident. Their accounts can provide valuable perspectives and corroborate details.
  • Action taken: Outline any immediate actions taken to address the incident, such as first aid, evacuation procedures or contacting emergency services. Documenting these responses is crucial for understanding the effectiveness of the initial response.
  • Recommendations for prevention: Offer suggestions on how similar incidents can be prevented in the future. This proactive approach demonstrates a commitment to improving safety and mitigating risks.

More HR guides and templates:

  • 12 Powerful Performance Review Examples (+ Expert Tips By an HR Manager)
  • 17 Essential Human Resources Poster Templates

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Life is full of incidents. Most of the time, even when we try to avoid them, they happen. In such cases, we need to write incident fall reports so that we can take precautions for future such incidents. Some inconveniences can be damaging and cost a lot of lives. So it’s better to write an effective incident fall reports using report templates on your portable devices and be more alert.

how do you write an incident report for a fall

Step 1: Gather Facts

Step 2: know the sequence, step 3: take pictures, step 4: inspect the area, step 5: find other witnesses, step 6: use a template.

fall incident report template

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Sample incident report template, daily incident report template, incident report hr template, student incident report template, incident report template, transport and logistics it incident report template, compliance incident analysis report template, sample employee medical incident report template, incident statement template, incident report memo template.

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Slip, Trip, and Fall Incident Report (2023 Edition)

Slips or trip and fall reports are a necessary part of incident management. Slips and falls account for the most considerable portion of workplace injuries that result in lost time accidents. Due to the potential severity of such seemingly trivial events, instituting a proper trip and fall report into your organization becomes essential.

Organizations use a slip, trip, and fall report in the workplace to record observations of a slip, trip, and fall incident. As this type of incident is the most common, it becomes clear that a dedicated form for standardized reporting is obviously needed across industries and organizations.

This guide will outline what needs to be on a slip, trip, and fall report, why they are so critical, how to use the report, and further best practices for your team. Furthermore, we have a downloadable PDF or a digital version of our form on the 1st Reporting app for you. Stick with us until the end, and you’ll learn some valuable tips and insights into how you can reduce the risk of these common injuries and create a safer workplace (while simultaneously making your job easier). Let’s get started. 

Table of Contents

Included in the Slip, Trip, and Fall Report Template

The Slip, Trip and Fall Report form by 1st Reporting (watermarked). Learn how to download and use our form at 1stReporting.com.

You’ll notice that our Slip, Trip, and Fall Report Template includes six conveniently separated regions. I recommend you bookmark this page to reference it later to help you train your team on the report’s intended use. Let’s talk briefly about what we’ve included in the separated regions of our Slip, Trip, and Fall Report Template.

Administrative Data

At the top of the ST&F Report (Slip, Trip, and Fall Report), you’ll notice that there is a convenient section to include data such as the name and contact of the injured party, the location, date, and time of the incident, the date and time of the report creation and when the incident was initially reported. Further details are also included to ensure ease of information sharing. Furthermore, this information is critical to properly sort, file, store, and retrieve your paper reports.

Description of Incident

For obvious reasons, a detailed description of the incident is needed on the form. We’ve provided ample space for your report creator to include the information. Remember to provide this information clearly and concisely, without judgment or malice. The key here is impartiality. You want to record the events as they unfolded and refrain from including personal judgments or assumptions. Remember, the intent here is to document observations objectively and without bias.

Description of Injuries

Following the incident description, which is vital for your Root Cause Analysis, we’ve included an area to document the extent of the injured party’s injuries. Again, it’s critical to reserve judgment and only record observations truthfully and without bias.

Treatment Provided

Treatments as simple as washing a cut and putting on a bandage are still treatments provided. Ensure that in the case of a slip, trip, and fall event, you record and document the event in its entirety. To properly analyze and work toward incident prevention, all information relevant to the scenario must be found in your report. Documenting treatment is also required in terms of liability. Whether it’s one of your team administering emergency first aid or even calling 911, either way is an action to provide or have a professional provide treatment.

Witness Information

When an accident happens, you must record any witnesses present and privy to the incident. Anyone who saw what happened should have their name and contact information on the slip, trip, and fall report. This contact information may be vital later, so don’t skip noting witness information.

Finally, the bottom of our slip, trip, and fall report contains a section for your report writer to sign off on the report’s authenticity and provide a completion date. Adding these pieces of information provides two critical things. First, a signature pushes team members to complete their reports honestly and as directed or requested. Secondly, it provides a means of knowing when the report was completed.

How to Use a Trip and Fall Report Form

How to Use a Trip and Fall Report Form detailed by 1stReporting.com.

Using our trip and fall report is straightforward. You only need to download our form and print as many copies as you see fit. Remember that the annual percentage of workers who will face a slip and fall incident is typically around 2.5-3%. For every 100 team members, you can anticipate 3 of them having a lost time accident due to a fall every calendar year. Remember that these are average numbers based on historical data, and the better you prepare and prevent, the lower your chances of having an at-work incident.

Tips For Managing Slips or Trip and Fall Reporting

Tips For Managing Slips or Trip and Fall Reporting explained at 1stReporting.com.

Slips, trips, and falls are nothing new in the workplace. No matter the country or industry, we all face daily risks at work. Seton.co.uk says 29% of all workplace accidents reported are slips, trips, or falls. That’s a third of all reported injuries at work in the UK. That’s a significant number, and it’s no different in North American countries.

Luckily, we’ve got much experience in reporting injuries. You might say we are experts in workplace reporting and documentation. That said, we’ve compiled a list of the best things you can do to make a difference in your organization.

Standardize Procedures

Encourage hazard recognition and jobsite awareness, implement strict engineering and administrative controls, don’t forsake training, implement digital report solutions.

To make the most of these tips, let’s dig a little deeper into each to find out the best way to implement them into your operations.

I can’t stress enough how essential it is to define procedures for injury incidents. These types of incidents are critical to handle appropriately and not just to come to the aid of the injured party. Given the nature of injuries at work, it’s easy to understand how team members might be too stressed or flustered to deal with an injury incident appropriately. 

Due to the importance of handling injuries properly, we’ve created the Injury Procedure Checklist – a tool you and your team can use to ensure that all team members follow the proper steps in dealing with an injury incident at work.

I’ve worked at plenty of companies where bad cultural practices discourage safety. You know, the types, those managers who tease or taunt team members over safety concerns. These sorts of occasions call for more level-headed approaches to management.

The best thing you can do, whether a manager or a worker, is to encourage safety, safety awareness, and hazard recognition. Here’s how:

  • Thank coworkers for their input.
  • Discourage anyone from behaving in a way that makes people feel pessimistic about addressing safety concerns.
  • Listen and act: When a team member shares a safety concern, listen to them and act accordingly to help prevent or mitigate threats and hazards.

Implementation of strict engineering controls and administrative controls to prevent and stop injury incidents is critical to a successful health and safety policy. Ensure that your maintenance team is capable of dealing with safety concerns promptly. Maintaining an intelligent work order document control system will help to ensure that safety concerns don’t retain their hazard for longer than necessary.

Training is vital to a safe work environment. Management often thinks of training negatively because it is a cost of business without an apparent return on investment. However, the cost of loss of life and limb is always higher than the cost of training. 

The biggest mistake I’ve seen in companies over the years is their neglect of refresher safety training. Furthermore, I’ve witnessed far too many lazy managers joke about the lack of importance of safety training. Remember that problems in companies usually start at the top and trickle down. So, if you want a safe work environment, you need to work to maintain it actively.

Implementing a digital reporting system was one of the smartest moves I have ever made in operations management. I can’t tell you how many times paperwork came back incomplete, messy, or didn’t come back at all. Digital reporting changes all of that in an instant.

Take the 1st Reporting app, for example. It’s easy to install on any Android or iOS device, works with your desktop or laptop, and even works with the Microsoft Teams® environment. Furthermore, the customizable template builder makes the app reporting custom to your operations (very convenient).

Despite the money saved from not printing paper reports (ink gets expensive, fast), the greatest savings are from the efficient and effective means of reporting and documenting incidents, inspections, audits, and even things like daily shift reports or other reports.

1st Reporting delivers an all-inclusive reporting management experience, from mobile form completion in the field to form customization for your entire organization. It’s my go-to for GPS-accurate reporting solutions. It works on the fly, in the field, and even when out of a cellular signal.

Please don’t take my word for it; take your competitors’ word (they are probably already using 1st). The only question remains: Why haven’t you implemented digital reporting in your organization yet?

how do you write an incident report for a fall

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how do you write an incident report for a fall

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Incident Report Samples to Help You Describe Accidents

Team Safesite

Your company’s incident report form should make it easy to record the details of a workplace accident. Even fill-in-the-blank forms require a long-form description of the incident. This portion of the report can be the most difficult part to write.

In this article, we provide completed incident report samples to help you hone your documentation skills.

What Does an Incident Report Need to Include?

An incident report is a formal recording of the facts related to a workplace accident, injury, or near miss . Its primary purpose is to uncover the circumstances and conditions that led to the event in order to prevent future incidents. 

Every incident report you file should contain a minimum of the following:

  • Type of incident (injury, near miss, property damage, or theft)
  • Date of incident
  • Time of incident
  • Name of affected individual
  • A narrative description of the incident, including the sequence of events and results of the incident
  • Injuries, if any
  • Treatments required, if any
  • Witness name(s)
  • Witness statements
  • Other workers involved
  • Video and/or 360-degree photographs of the scene

Include quantifiable measurements where possible. For example, the ladder capacity is 250 lbs and the victim was hoisting 300 lbs. 

Finally, where more than one person is injured in an incident, create a unique report for each affected employee . While it’s fine to duplicate general details between reports of this nature, you’ll need to include details specific to that person, such as the event from their point of view or medical records.

When Does an Incident Report Need to Be Completed?

Create an incident report as soon as your employees are safe , which includes seeking medical attention and implementing an immediate corrective action to prevent further danger or damage.

By recording details immediately, you improve the accuracy of your report and the effects of your corrective actions. While it may take a few days to complete your report, it should take you only hours (or less) to start it. 

work incident requiring a report

Depending on your company policies and oversight from relevant regulatory bodies, you may be legally bound to complete an incident report within a given amount of time. If the incident resulted in a recordable injury, you must complete OSHA Form 301 within seven days. In addition, you may need to send your report to the organization providing oversight, US Federal or State OSHA , for example, within a given period of time. 

Review federal OSHA incident reporting and recordkeeping requirements or visit your state OSHA website for details. Remember that you must also report a fatality, hospitalization, or amputation directly to OSHA.

Safety Management Tip : Safesite Premium users enjoy streamlined OSHA incident recording with Safesite’s OSHA300 log integration feature .

Incident Reporting Mistakes to Avoid

Incident reports are more than a mandatory form to complete: they’re a vital part of your recordkeeping practices both for compliance and safety in general. Their importance means you want to get as much relevant information as you can as quickly as possible. But sometimes, safety teams can get in their own way and miss out on important details by making common mistakes.

Blame-casting and just getting it done are two common incident reporting mistakes you should avoid.  

It is easy to go on a witch hunt when accidents happen. However, incident reports aren’t created for the purpose of finding out who’s to blame. While staff should be held responsible (as stipulated by company policy) when they knowingly endanger themselves others, an incident report should focus on improving workplace safety.

If you make it clear you’ll abide by company policy but are not out to cast blame, you increase the likelihood that employees will participate in your incident investigation and provide honest witness statements. These factors create a stronger incident report.

In addition, if you rush through the report to “just get it done,” you may miss out on important details or lack clarity in wording. Irresponsible reporting can lead your team into even more danger, while detailed, clear reporting can lead to improved work conditions and better training. 

Three Incident Report Samples

Below are some sample incident report formats for three common types of workplace accidents. Use them as guides to effectively describe events.

Injury and Lost Time Incident Report Sample

If an injury requiring medical treatment, lost time/altered responsibilities happens in your workplace, it’s important to document it ASAP while the details are still fresh in memory. 

Here are some of the vital elements to include in your description of the incident:

  • Location (Address)
  • Date/time of incident
  • Name of supervisor
  • Description of the incident, including specific job site location, the sequence of events, and the results of the event
  • Whether or not proper PPE was being used
  • The root cause(s) of the incident
  • Associated hazards raised and resolved following the event
  • The affected individual’s version of the events
  • Actions taken by concerned individuals after the incident
  • Description of injuries
  • How the decision was made to call (or not to call) emergency services
  • Treatment required
  • Photographs of the scene 

Though the details above seem excessive, mentioning them in the incident report paints a more accurate picture. It’s important to include the above information in as detailed and concise a manner as possible. Holes in your report could lead to inferences and missed opportunities to create a safer workplace.

Injury Report Example 2

To write an incident report, use a narrative format. In other words, simply tell the story. Here’s an incident report sample description of a slip or fall resulting in a fracture, written in narrative form:

“On Friday afternoon, February 3, 2019, at 2 p.m. in ABC Shipping Co. located in 13th Avenue, Applewood, one of the warehouse workers (John Keegan) slipped and fell while carrying heavy (85 lbs) inventory. The root cause is believed to be the unavailability of a hand truck or pallet jack. Instead of waiting, John attempted carrying the load himself. A second possible cause is the condition of John’s PPE, specifically his boots, which are very worn in certain places.

When John fell, his colleagues rushed to his assistance. Suspecting a fracture, the supervisor on the floor (Kathy Pickens) decided to call 911. John said he felt a bit dizzy when he lost his balance and that he just ‘tripped over his feet.’ He tried to minimize damage to the load itself while falling, which may have led to a more awkward fall.

Two of his co-workers said that they noticed he was struggling a bit before the fall, but were busy with their own tasks and felt it would be rude to ‘call him out.’ See the attached witness statements for more info.

John was taken to a nearby hospital and a fracture to his wrist was confirmed. John will be out of work for a number of weeks.

The supervisor is currently working with the safety officer (Chris Darnell) to assess the condition of the floor, the number and condition of hand trucks and pallet jacks on the floor, as well as the condition of company-provided boots over two years old.”

As you can see, including the full story, complete with small details and witness statements will help you investigate and recall the incident with greater clarity.

After documenting the incident, you may have legal reporting requirements. Report and store the files according to recordkeeping requirements from regulatory bodies. It’s generally best practice to preserve the files for the duration of employment.

Exposure Incident Report Example

When exposure to dangerous chemicals or pathogens occurs, it’s important to document the event carefully in an incident report.

Including the following details will make your exposure incident report more effective:

  • Name of affected individual
  • Name of Supervisor
  • Description of the incident, including specific job site location, sequence of events, and results of the event
  • Name of the chemical/pathogen/carcinogen, amount, concentration, and description of hazard labels/safety data sheets (SDS)
  • Exposure monitoring data, if available
  • Whether or not a contaminated sharp was involved
  • Description of injuries, including body part(s) exposed, length of exposure, and size of area exposed
  • Signs and symptoms displayed
  • Photographs of the scene and hazard labels involved

Exposure Incident Report Sample 2

Here’s an incident report sample description for overexposure via inhalation:

“Josh Lee, a freight handler in XYZ Shipping Lines, was exposed to carbon monoxide fumes on December 2, 2017, Tuesday, from (estimated) 7:30 AM to 11:30 AM. He was at the unloading bay B, helping unload some freight from various containers with the help of two forklift operators: Kit Stevens and Donald Summers, neither of which complained of symptoms.

During unloading, Lee suddenly experienced lightheadedness and nausea. He informed his supervisor (Donna Martin) that he thought he was ill. 

Martin noticed his symptoms were consistent with CO exposure, so she walked over to the area and felt the air quality seemed off. She ran a sensor (Portable Direct Reading Monitor) and discovered that CO levels were on the high end but within the acceptable limit: 30 PPM.

Stevens and Summers were ordered to turn off powered vehicles and sit in fresh air for an hour while the ventilation system could be examined (see attached report). 

Lee was driven to the hospital by Martin to receive treatment. On the way, he complained of blurred vision briefly but said that it had cleared up upon walking into the ER. A full report will be attached once received.

Lee’s colleagues, Stevens and Summers, didn’t notice anything out of the norm with the air quality, but Summers acknowledged that at 11:00 AM, his vehicle had been left running near the open end of a container for thirty minutes while Lee was adjusting two improperly arranged pallets just inside. There is no air quality data from that time.”

Be sure to attach medical reports and lost-time from work, if any, to your initial report. Keep the report on hand for the duration of the employee’s tenure with the company, at a minimum. 

First Aid Incident Report Sample

Some workplace mishaps result in an injury that requires on-site or walk-in medical first aid treatment. Often, workers can return and finish their shift. Recording an incident report is still vitally important, even where it’s not expressly required by regulatory bodies.

First Aid Report Example 2

Here is an incident report sample description for incidents resulting in the need for first aid. 

“ On May 12, 2019, at around 9:34 AM. at King Street job site, Michael Williams was hit by an air nail gun that had been dropped by Carl Simone near the top of a staircase and gained momentum as it tumbled down. 

Williams, who was nailing drywall at the bottom of the staircase and wearing noise protective headphones, eye protection, and a short-sleeved shirt, was hit in the arm, causing a bruise and abrasion. He was treated with antiseptic, antibiotic ointment, a bandage, and an ice pack on site. Williams returned to work within a half hour. 

Simone had shouted a warning after he dropped the gun, but Williams said he did not hear it. Simone said that he simply lost his grip, but Williams said he felt that the tool may have been ‘swung’ before dropping. There were no other witnesses to report on the circumstances of the accident. 

Simone was wearing gloves when he dropped the nail gun. There are no outstanding hazards related to this incident and all workers will be reminded about glove selection and tool handling at the next safety meeting.”

While you should always document injuries requiring first aid internally, you typically don’t need to add them to your Form 300A or other regulatory reporting. In fact, doing so can needlessly elevate your incident rate.

An Incident Report Template to Improve Your System

Your incident reporting system should allow your employees to easily document all of the information listed in the incident report samples above. If your incident forms are easy to fill out in the field, you’re more likely to capture accurate, timely information. 

With Safesite, you can complete an incident report in six easy steps:

  • Tap Log Incident
  • Select your inicent report type (injury, near miss, property damage, theft, or equipment failure) and location, date, and time
  • Input your incident description and an incident photo
  • Tag the person involved and witnesses from your team
  • Complete root cause analysis
  • Log your incident

Describe The Incident 2

Safesite’s incident report form can be filled out on-site via iOS or Android app. It includes places to record the details of the event, images of the scene, and witness statements. It also allows you to raise associated hazards and identify a root cause. 

An incident report can also be completed using paper, but many companies now look to secure software to not only document and store incidents but also to trend problem areas and reveal safety gaps. 

Not ready to go mobile yet? Here’s a paper template you can edit and use in the meantime:

Incident Report Template

Raising and Resolving Hazards

Many incidents and near misses will involve hazards that could cause immediate or future harm to your employees if not resolved. From tagging and removing damaged equipment from service to safely dismantling corrupted structures, your incident reporting process is not truly complete until you resolve the danger. 

To keep things straightforward, include hazard descriptions and actions on your incident reports. With Safesite, you can create hazards from within an incident report by tapping Add Root Cause Hazard. Then, you’ll be able to alert your team of the hazard in real-time and assign it to someone for resolution. And you can do it without deviating from your incident report.

Hazard Resolution

Tip: Want to streamline hazard management without missing a beat? Check out our guide to faster hazard recognition and resolution .

Go Forth and Report

When writing incident reports, be objective about the details. Your main goal is improving workplace safety, not pointing fingers at who is responsible. The incident report samples provided show that by staying true to the facts, you encourage employee participation in your investigations.

Digital reporting automates part of the process, saving you time and reducing human error. Improve your incident reporting process by using a digital reporting tool, like Safesite , that integrates alerts and hazard resolution in a single place.

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How Do You Write a Slip and Fall Accident Report?

Table of contents, how to write a slip and fall accident report, slip and fall example scenario, slip and fall accident report example, tips on writing a slip and fall accident report, what to include in your demand letter, why you should talk to an attorney, additional resources.

If you have been injured in a slip and fall accident at a business, you may be able to get compensation for your injuries. An attorney will be able to help you to figure out if you have a claim due to your injuries, and he or she will be able to guide you going forward on a claim.

After your slip and fall accident, the establishment may ask you to fill out an accident report form. You should do this, but it’s important to have your own accident report that you can keep for your own records.

Create your own accident report form using the same information that you filled out for the store.

A slip and fall incident report needs to include all the essential information about your accident. There are several accident report forms that you can find online.

The Occupational Safety and Health Administration (OSHA) requires that businesses have proper slip and fall incident reports readily available for you to fill out. Also, you can create your own or have one drafted by an attorney.

An incident report for a personal injury claim should include all the essential information about the incident. It should be accurate and factual and be supported by facts that can be proven. Photos, videos, diagrams and witnesses statements can be included as supporting evidence to show how the incident took place.

The key information that can be included in an incident report should include the following:

  • your name and contact details;
  • name and address of specific location of the incident;
  • time and date of the incident;
  • the names and contact details of those involved;
  • the types of injuries and their severity;
  • the names and contact details of witnesses;
  • the treatment administered for the injury;
  • the list of property damaged (if applicable).
  • a police report if a police officer was called to the incident.

When the key details about the incident have been completed a short description should be written about the incident. For example:

“On Monday morning at 9 am you entered a store and slipped and fell on a hazard which you didn’t expect to be there. This was some liquid that had spilled out of a container which had been knocked on the floor. In just a few seconds a worker came to your assistance and it was discovered that you couldn’t move your leg which you had hit on a nearby shelf when you fell. Immediately an ambulance was called and the store manager was told about the incident. You were then taken to hospital to receive the treatment you required.”

how do you write an incident report for a fall

Slip and fall accidents are common, and they can lead to serious injuries and various damages. If you have been involved in a slip and fall, an accident report will need to be completed. This accident report will serve as the foundation or basis of your personal injury claim for your slip and fall damages.

When there is a slip and fall accident, you must be very detailed in explaining what happened. You cannot just say you slipped and fell.

You must be able to provide an accurate sequence detailing what happened, how it happened, and why it happened. Here is an example of a scenario in which you suffered a slip and fall:

On Saturday morning, October 19, 2019, at 9 a.m. you entered Smith Brothers IGA in Bedford with the intention of getting groceries. You had selected a few items already when you made it to the produce department.

At the produce department, you reached to get a bag to put some individual apples in when you slipped. As you slipped, you tried grabbing onto the cart handle and the side of the cooler, but you were unable to catch yourself. You fell backward, your head hitting the side of the produce cooler and your back landing on the hard tile floor.

You felt a shooting pain that went down the center of your back. It shot across the kidney area and then went down into the legs. You felt shooting pains and numbness at the same time. The pain radiated up your neck and into the back of your head.

At this time, a produce employee ran over to check on you and at that time, you said you were unable to get up from the fall. A couple of other store employees ran over, and at that point, an ambulance was called.

As the paramedics got you up off the floor, they noticed there were squashed pieces of produce that had apparently been dropped on the floor. They appeared to have been grapes. You had stepped on these grapes and they had caused you to slip.

As soon as the grapes were mentioned, a manager ordered the employees to clean up the mess and to place a wet floor sign in the vicinity. Clean-up had commenced as you were being wheeled out of the grocery store.

When you arrived at the hospital, they took you back right away. The treating physician ordered x-rays and an MRI so they could determine the problem and the severity of your injuries. They determined there was a damaged disc and it was pressing on the nerves in your spine, which was causing the symptoms to radiate throughout your back, neck, and legs.

For more information on a slip and fall accident, visit Is a Fall Considered an Accident?

If you slipped and fell on another party’s property regardless if the property is commercial or residential, you have the right to seek compensation to pay the expenses that are associated with your injuries. First, you file a claim with the other party’s insurance company. If the insurance company refuses to pay the compensation you deserve, then the next step involves filing a personal injury lawsuit against the other party.

The key to getting an insurance claim approved and/or receiving a favorable judgment for a civil lawsuit is to complete an accident report. If you slipped and fell at a business, the owner or a manager of the business is responsible for completing an accident report. However, you should complete one as well to ensure you present your version of events.

Here is an example of a slip and fall report:

Date of Incident

October 19, 2019

Business Name and Contact Information

Smith Brothers IGA

Description of the Incident

On Saturday morning, October 19, 2019, at 9 a.m. in Smith Brothers IGA located off State Street in Bedford, the customer slipped and fell because of squashed produce – believed to be grapes – on the tile floor in front of the cooler. When the customer fell, a nearby produce department employee, Mr. Luke Brown who was putting out bananas on the rack in the center of the produce department, immediately went over to offer assistance. After assessing the situation and talking with the customer who fell, determined that the back injury was preventing the customer from getting up out of the floor. An ambulance was called, and store management was notified. Assistant Store Manager Joe Adams and Front End Manager Becky Jackson went to aid the accident victim.

The customer said she was grocery shopping and reached to get some apples when she suddenly slipped. She said she tried to prevent falling by using her hand to catch on the side of the cooler and on the buggy handle, but she was unsuccessful.

Treatment of Injuries

The customer complained of pain in the center of the back and the lower back area that radiated into the arms, legs, neck, and the back of the head. She was taken by the local ambulance service to the emergency room at a nearby hospital. After the customer was loaded onto the stretcher by paramedics, mashed fruit and a wet area were found on the floor. The produce department employees under the direction of Mr. Brown cleaned up the area and placed a wet floor sign.

Sarah Browning

Rachel Adams

The slip and fall report example gives you an idea about the types of information you need to submit for an insurance claim, as well as a civil lawsuit if your case reaches that stage of the legal process. Remember to sign and date the form because the accident report represents the document the state uses to start the clock on the filing of a lawsuit. Document every interaction with the employees of a business and the people you interacted with if you slipped and fell while at a residential property.

Never reveal any information pertaining to your case until you speak with a personal injury attorney. A slip and fall personal injury lawyer will advise you on how to move forward by filing an insurance claim and possibly a civil lawsuit.

Before writing your slip and fall accident report, you will need to gather all the necessary information. Here are some tips on how to gather that information:

Take Photos of Your Injuries

In a slip-and-fall incident, photos are the best evidence. Luckily, nowadays the majority of people have smartphones with cameras. Take pictures of the hazard that caused the accident. If there is water or another solution on the floor, take pictures of the floor area.

Take pictures of your injuries. If possible, call your doctor’s office to make an appointment immediately. When you see your doctor, ask for medical records that connect your injury to the accident. Any helpful information from the photos and the medical records should be used in your accident report.

Inspect the Area Where You Fell

Slip and fall accidents happen because there was a hazard that you were not aware of. Because of this, it's a good idea to look around the area to pinpoint exactly what caused the slip and fall. This could be anything from a wet floor, a loose carpet, or food that was spilled.

You should write down specific details in the slip and fall incident report. This will help clarify what happened before, during and after the accident, as well as verifying how your injuries occurred. It can be used to help an attorney decide how to proceed with the case.

It could also serve as evidence in court. It can be used to help an attorney decide how to proceed with the case.

Find Your Witnesses

Ask anyone who was in the vicinity of the incident to be a witness. Collect the first and last names, phone numbers and addresses of anyone who is willing to be a witness. While people who saw the accident are best, others in the area can testify on the hazard that caused the accident, along with your condition afterwards.

The names and contact info for these people should be used in your accident report. Give this information of witnesses to your attorney.

A demand letter is a letter that you write to your insurance company to negotiate a monetary settlement after an injury suffered from a slip-and-fall. These forms should have a certain amount of information to be successful. There are templates for this letter that can be found online.

In your letter, you should discuss:

  • The details of the accident
  • Your injuries
  • The reasons for the other party being at fault
  • Income losses
  • Medical treatment and costs
  • Any other losses
  • The sum that you are requesting
  • Environmental conditions (e.g. slippery floor, inadequate lighting, noise, etc.)
  • Circumstances surrounding the accident (tasks, equipment, tools, etc.)
  • Type of treatment needed for injuries

It is crucial to contact an attorney right away if you are injured. This is important for many reasons. Witness testimony will be easiest to get and most accurate right after an accident. Any injuries will be able to be directly tied to the accident and will be fresh. Additionally, the business will not be likely to have a defense for the accident.

But the biggest reason is due to the statute of limitations, or SOL. This is the time that you have to file your claim. After this time is over, you may be banned from filing the claim. The SOL varies depending on state.

Nonetheless, if you have been injured in a slip and fall accident, you should contact a personal injury attorney immediately to determine whether or not you have a case.

Through a personal injury claim, you may be able to recover compensation to cover the damages that you suffered, such as medical bills, lost wages, pain and suffering, and so forth.

Personal injury lawyers work on a contingency basis, which means that you don’t have to pay anything upfront or out of pocket. Instead, your lawyer isn’t paid unless you win your claim and recover compensation through a judgment in your favor or receive a settlement.

Complete the Free Case Evaluation Form to get connected with an independent personal injury attorney who subscribes to the website and may be able to help with your case.

For more information on hiring an attorney, visit Should You Hire a Lawyer for a Slip and Fall Injury Case?

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How do you write a slip and fall incident report?

Slip and fall accidents can occur relatively anywhere. As a product of the environment and the lack of one’s own personal awareness, slip and fall accidents might infer that their only liability is yourself, but that is often not the case. When you are visiting an area or a private property maintained by someone else, you may be able to seek injury compensation in response to their failure to maintain a safe environment if an accident has occurred. A premises liability claim can then be issued against the property owner, landlord , or figure of authority to accurately compensate for lost workdays and high medical costs. If you wish to prove and hold someone at fault, you need to write a slip and fall incident report. If you are looking to defend your claim in the court of law, consider Fresno Slip and Fall Accident Lawyers .

A slip and fall incident report includes all the necessary information about your accident. It is a mandatory report needed to facilitate the ability of compensation for your injuries.

Report framework

Before you contact an attorney, it is crucial that you have a proper outline detailing the incident that you can use for reference. It is easy to find fault in a slip and fall case, but backing it up with evidence requires that you recount and note the details of the incident as quickly as possible so that crucial factual items of note are not forgotten. Finding a report outline example online is quite easy – you should choose one that relates best to your situation, and add to it depending on the complexity of the case. Make sure to consider the statute of limitations if you wish to file a lawsuit or receive injury compensation. Act fast contact the property owner or person in charge of the maintenance to see if the issue can be rectified in a civil manner.

Alternatively, if you have suffered from an injury in a business location, the Occupational Safety and Health Administration (OSHA) necessitates that all businesses require proper slip and fall incident reports that you can fill out at the ready. While this makes the incident report much more accessible, it is, however, still essential that the incident is reported to an attorney if you wish to seek proper legal action.

Content and prerequisites

Slip and fall cases are in no way a jovial manner. They comprise over 8 million hospital visits annually, totaling to one in five of every annual hospital visit. Slip and fall cases are a question of when, not if. Their severity increases exponentially by age, and are the leading cause of missed workdays.

When writing a slip and fall report:

  • Recount the details of the incident (date, time, location, activity in question, cause of fall, etc.);
  • Inspect the location of the fall, including environmental conditions and any other special circumstances involving the accident;
  • Retrieve evidence of injuries (photos, hospital reports, etc.), including medical expenses, income losses, and other incidents of suffering;
  • Inform witnesses, follow up on their narrative;

These are the main details of a slip and fall incident report, but your attorney may ask for you to provide additional information depending on the circumstance of the accident. For example, is important to note whether you were visiting the property or area in question legally, and were allowed to be there in the first place.

Most importantly, you should remember that a slip and fall case is necessary to be resolved so that the environment is better prepared and safer for other people and that your injuries are fairly compensated for by the person at fault of the accident.

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How to Document a Slip & Fall Incident

  • November 21, 2023
  • Edwards Injury Law
  • Blog , Slip and Fall Accident

A slip and fall incident can happen when you least expect it, leaving you injured and needing assistance. Knowing how to document the incident properly is essential if you’ve experienced a slip and fall accident. Following these steps, you can learn how to properly document a slip and fall incident and protect your rights. See what evidence you need to support potential legal claims or insurance processes with a slip and fall injury lawyer in Calgary here.

how do you write an incident report for a fall

Step #1: Notify the Government within 21 Days

In Alberta, it is crucial to report a slip and fall incident to the government within 21 days of the fall, as stipulated by the Municipal Government Act. This notification is mandatory if the incident occurred on municipal property, such as sidewalks, public buildings, or parks. Failing to report within this timeframe may affect your ability to pursue a legal claim or seek compensation.

Step #2: Document Every Detail of the Incident

Effective documentation is the cornerstone of a successful slip and fall claim. As soon as the incident occurs, take these steps to document everything:

  • Photographs : If possible, take clear photographs of the accident scene, including the hazardous condition that caused your fall. Ensure the date and time are visible on the photos. These visual records can be invaluable in establishing liability.
  • Witness Statements : Collect contact information from any witnesses who saw the incident. Their statements can corroborate your account of the fall and provide additional evidence.
  • Accident Report : If the fall occurred on private property, request an accident report from the property owner or manager. Ensure the report accurately reflects the circumstances of the incident.
  • Record Facts : Write down details about the accident as soon as possible while the information is fresh in your memory. Include the date, time, location, weather conditions, and any relevant details about the hazardous condition.
  • Footwear and Clothing : Document the type of footwear and clothing you wore during the fall, as this information may be relevant to your case.

Step #3: Seek Immediate Medical Attention

Your health should be a top priority after a slip and fall incident. Even if your injuries seem minor initially, promptly seeking medical attention is crucial. Not only does this ensure that you receive the necessary care, but it also creates a medical record linking your injuries to the incident. Delaying medical treatment can raise questions about the seriousness of your injuries and their connection to the fall.

Step #4: Be Aware of Deadlines for Filing a Lawsuit 

In Alberta, the Limitations Act sets time limits for filing a lawsuit in personal injury cases, including slip and fall incidents. Generally, you have two years from the date of the incident to commence legal proceedings. However, these timelines can vary based on specific circumstances. Consult a slip and fall injury lawyer in Calgary to ensure you meet all legal deadlines.

Step #5: Document the Impact of the Incident 

In addition to documenting the incident, recording the consequences of your slip and fall is essential. These may include:

  • Medical Records : Maintain a thorough record of all medical treatments, prescriptions, and rehabilitation sessions related to your injuries. These records can demonstrate the extent of your injuries and their impact on your life.
  • Financial Records : Keep track of all expenses incurred due to the slip and fall, such as medical bills, prescription costs, and travel expenses for medical appointments.
  • Employment Records : If your injuries result in missed workdays or affect your ability to perform your job, document these impacts. This information can help quantify your lost income and potential future earnings.

Step #6: Know Time Limits and Restrictions When Filing a Claim

Navigating the legal aspects of a slip and fall claim in Alberta can be complex. Understanding the various time limits and restrictions that may apply to your case is essential. For example:

  • Contributory Negligence : Alberta follows a principle of contributory negligence, which means that if you are found partially responsible for the accident, your compensation may be reduced. Consult a slip and fall injury lawyer to understand how this principle could affect your case.
  • Third-Party Claims : The option to pursue a claim against a third party may exist depending on the circumstances. For instance, a maintenance company is technically responsible for the property’s upkeep.
  • Insurance Claims : If the slip and fall incident occurred on someone else’s property, you may be eligible to file a liability claim against their insurance. Understanding the insurance company’s policies and procedures is crucial.

Seek a Professional Slip and Fall Injury Lawyer in Calgary For Help

Documenting a slip and fall incident is a meticulous process that requires attention to detail and knowledge of the legal landscape. By following the steps outlined in this guide, you can effectively document the incident and protect your rights. Seeking immediate medical attention, reporting the incident within the mandated timeframe, and consulting with a slip and fall injury lawyer in Calgary is essential to ensure you receive the compensation you deserve. Remember that every case is unique, so seeking legal guidance tailored to your specific situation is advisable. With the right support, you can confidently navigate the legal process and work towards a fair resolution for your slip and fall claim in Alberta.

Founded in 1992 Richard Edwards Injury Law has been working to help Calgarians successfully settle complex and serious personal injury claims and wrongful death cases. As a Calgary injury lawyer, Richard Edwards provides remarkable care and effort to each of his cases. Richard Edwards Injury Law will go above and beyond as your Calgary personal injury lawyer and will make sure you receive the settlement you deserve. If you or someone you love is in need of a Calgary personal injury lawyer, car accident lawyer, sports injury lawyer, slip and fall attorney, or brain and spinal cord injury lawyer, Richard Edwards Injury Law is the place to call. We can be counted to deliver results and give clients the expertise they need.

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How Do I File an Accident Report After a Slip and Fall Injury?

Injured in a slip and fall accident? Contact an experienced slip & fall lawyer today.

Slip and Fall Incident Report

In a car accident, you call 911, wait for the police to show up, and they will write a traffic collision report.

This does not exist for a slip, trip, or fall injury. Instead, you should look for somebody at the location, such as a supervisor, to write up an incident report.

Unlike a police report, you may write this report in its entirety or an employee will note down the fact. Even though it may not be from an unbiased source, it still makes a record of the incident.

One of the most important things is to notify the management of the location as quickly after the injury fall as possible.

In the report, you should get the following down on the report regarding the fall:

File a Slip and Fall Accident Report

  • the date of the incident;
  • the time of the incident;
  • the exact location of the incident;
  • the mechanics of the fall (i.e. which body part slip or trip, and which body part hit the ground first, second, etc.);
  • and injuries.

As with car accidents, it is a good idea to take photos of the injury scene. Snap pictures with your cell phone of the deviation or substance that caused your fall, and the surrounding area. Plus take photos of your injuries and your shoes. These helps establish a record of the incident and shows that there was an issue in the walkway.

Afterwards, you should go to the doctor to care for your injuries and prevent them from getting worse.

Additionally, you’ll want to discuss the incident with a personal injury attorney , especially if your injuries are severe. If the attorney takes your case, they will send an investigator to inspect the scene, take photos, measurements, and gather evidence as necessary.

Call Michael Beliz today at 562-452-3772 if you need to discuss a recent injury.

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This one’s a keeper … Emma Morley (Ambika Mod) and Dexter Mayhew (Leo Woodall) in One Day.

One Day review – a flawless romcom you’ll fall for, hard

Ambika Mod and Leo Woodall are extraordinary in this highly bingeable love story packed with magnificent nostalgia and a sublime soundtrack. But I do have one confession ...

O ne Day shouldn’t work. Consider its premise: posh southern boy fancies working-class northern lass … for two decades. He grew up in the Cotswolds and is planning on spending the summer after graduating from university in France “with the Marlborough lot”. She tours dusty village halls with plays about suffrage and pauses to put on Joan Armatrading’s Love and Affection before she gets off with someone. It doesn’t sound plausible. Or touching. Or funny. Or relevant to our times, which have travelled so far beyond “class-conflicted” that I can’t summon a word vicious enough for them.

And yet. When David Nicholls’ third novel came out, in 2009, it won over every person who read it, even the ones who don’t do romantic comedy. It was so funny and unpretentious, so heartfelt and true. The film that followed was weirdly awful , but let’s treat that as the rebound relationship instantly excised from your romantic history so you can love again. Because we now have the hot 2020s version. And this one’s a keeper.

A limited series is the perfect format for One Day, a love story at once epic – spanning 20 years – and quotidian, with all the action taking place on a single date, 15 July, St Swithin’s Day. Each half-hour episode, bar the heart-wrenching finale, covers a day, beginning in 1988 with Dexter Mayhew ( Leo Woodall ) and Emma Morley ( Ambika Mod ) meeting on the night of their graduation from Edinburgh uni. This neatly carves up the story into 14 highly bingeable slices of wistfulness.

The format made me realise what One Day is really about: the poetry of day-to-day life and the power of nostalgia. As Philip Larkin wrote in the poem that opens this flawless adaptation, written by a team led by Nicole Taylor ( Wild Rose ) and executive-produced by Nicholls: “Where can we live but days?”

Each episode is an exquisite miniature set-piece. There is the 15 July when Dexter, now an unravelling TV presenter, goes home to visit his dying mum and screws everything up. Even the abandoned exercise bike in his old bedroom and the Bugsy Malone video on the shelf bring a lump to my throat. And the woozy summer’s day when Em and Dex get a bottle and a bag of Kettle Chips from the off-licence, lie on Primrose Hill and watch the sundown. And the excruciating round of the parlour game Are you there, Moriarty? when Dex accidentally whacks his new, even posher girlfriend in the face with a rolled up copy of the Times.

The supporting cast is superlative, the period details magnificent, the soundtrack sublime. By the time Rip It Up by Orange Juice comes on, I am a mess, capable of falling apart at the sight of a hamburger phone.

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Of course, the whole enterprise hangs on Em and Dex, who must be completely believable and lovable, individually and together. They are extraordinary. Woodall’s wide-boy charisma and frightful yet endlessly forgivable privilege are perfectly pitched; I forgive him a thousand times. His poshness is neither glossed over nor glamorised; it is simply integral.

Ambika Mod ( This Is Going to Hurt ) is such a revelation that it is hard to believe this is her first lead role. Her Em is flinty, vulnerable, committed and relentlessly deadpan. On the hungover morning after they meet, they pass the time climbing Arthur’s Seat. “Is that a religious thing, not sleeping together?” Dex asks. To which Em explains drolly that her mum is a Hindu and her dad a lapsed Catholic: “God wasn’t involved.”

Which brings me to a confession. My initial reaction to seeing Mod play Emma was complicated. I was thrilled: I’ve never seen someone who looks like me, living the life I lived around the time I lived it, on screen before. But this is also why it didn’t ring true. Because race (and class, for that matter) didn’t work like that back then. By which I mean – I’ll just say it – white boys like Dex didn’t fancy brown girls like Em. I know because I was one, although I went to Glasgow. In the first few episodes, the unmentionability of Emma’s race got to me. The truth is, Dex (and his parents) would have made unintentionally racist blunders. And Em would have forgiven him.

But then I kept watching. I started to fall for them, hard. And I began to appreciate the lovely Shakespearean bones of this story, which is about two wildly different people connecting through humour, shared cultural references and, above all, time. And, God, it passes so fast. Suddenly it is 15 July 1991, Dex and Em are skinny-dipping in Greece and I am all in. By the time it is 2007 and Dex is back in Edinburgh, where I ended up and from where I am writing these words, I am crying my eyes out and longing to do it all over again.

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  1. How to Write and File a Slip and Fall Accident Report

    What to Include When writing your slip and fall accident report, describe details as thoroughly as you can. Whether you use a form or write your own, the following are crucial to documenting the facts in your fall incident. Include All the Relevant Facts: Date, time, and location of the incident

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  7. Sample Slip and Fall Incident Report Form

    Tell the manager you want an incident report made of your fall. Give them your name and contact information. If they say they don't use an incident report form, get the name of the employees or manager you spoke to at the scene. If your injuries are immediately obvious, your first priority is to get emergency medical attention.

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    Step 5: Take Action. This refers to the actions that should be taken after the incident. It includes corrective actions that will eliminate recurrence of the incident. The corrective actions section of your incident report can also include the actions that you need to take in order to complete the report.

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    Inform witnesses, follow up on their narrative; These are the main details of a slip and fall incident report, but your attorney may ask for you to provide additional information depending on the circumstance of the accident.

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  24. One Day review

    A limited series is the perfect format for One Day, a love story at once epic - spanning 20 years - and quotidian, with all the action taking place on a single date, 15 July, St Swithin's Day.

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    incident report at the time of the injury, you can use this form to document your slip and fall. Severe injury claims are best handled by a qualified personal injury attorney. Minor slip and fall injury claims can often be settled directly with the property owner's insurance company, if you choose to proceed without an attorney. Helpful Tips

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