How to Write a Clear Incident Report

An incident report is the official record of what happened. Supervisors, funders, insurers, and sometimes courts may read it. A clear report protects clients, staff, and the agency. A vague one creates problems for all three.

When to write one

Follow your agency's policy. Reports are typically required for injuries, medical emergencies, violence or threats, property damage, calls to police or fire, deaths, and any serious rule violation.

Write it right away

Write the report before the end of your shift, while details are fresh.

Cover the basics

• Who was involved, including witnesses and staff
• What happened, in order
• When it happened: date and exact times
• Where it happened: the specific location on site
• What was done in response, and by whom
• Who was notified, and when: supervisors, police, fire, medical
• Outcome and any follow-up needed

Stick to facts

Write what you saw and heard yourself.

• Instead of "He was high and aggressive," write "He was shouting, 'Get away from me,' and knocked a chair over."
• Use direct quotes for important statements.
• If you are reporting what someone told you, say so: "Ms. R. told me that..."

Leave out opinions, guesses about motives, and diagnoses.

Write in order

Tell the story from start to finish with times: what led up to it, the incident itself, and what happened after.

Be specific

"At about 9:40 p.m." is better than "that night." "Left forearm" is better than "arm." Record badge or unit numbers of responders when you can.

Keep it professional

• Write in the first person: "I saw," "I called."
• Use plain words and full names and roles.
• Do not include other clients' private information unless it is needed.

Review before submitting

Read it once as if you were not there. Would a stranger understand what happened?

Our Facility Safety Training teaches staff how to properly report incidents to the police, fire department, and medical personnel.