What Is an Employee Incident Report?
An employee incident report explains an occurrence with an employee that needs attention. It summarizes a problem or unusual situation that affects the workplace. Managers or HR use it to record misconduct, behavior issues, or injuries.
This report includes a description of the event, who was involved, and what corrective actions were taken. Our employee incident report template helps keep a record for future reference. With the details it provides, you can ensure the situation is handled properly. You can also use it for legal or compliance purposes if needed.
When to Complete an Incident Report on an Employee
Complete an incident report on an employee for the following types of incidents:
- Insubordination
- Harassment or bullying
- Violation of company policy
- Attendance or tardiness issues
- Disruptive or aggressive behavior
- Discrimination or offensive conduct
- Theft
- Misuse of company property
When you complete a staff incident report form for these instances, you highlight workplace issues. This form creates internal HR documentation and allows for investigations and further disciplinary action if needed. Progression to an employee write-up form, like an employee counseling form, may be necessary.
Do I Need to Report to OSHA?
Depending on how serious the employee incident is, you may need to report it to OSHA. OSHA reporting is required if the employee incident involves a severe injury from workplace violence or injury-related misconduct. Review our workplace incident report template for more guidance on OSHA reporting.
How to Write an Employee Incident Report
When writing an employee incident report, start by identifying yourself as the person reporting the incident. You will be responsible for completing the form and answering questions about its contents. The reporting person should always be a manager or someone with authority. Once you identify yourself, proceed with these steps to finish the form.
1. Give Basic Details
Start with basic details, such as where and when the incident took place. Be as specific as possible, such as giving an exact time and location. For example, explain where on the property the incident occurred, such as in the breakroom or the third-floor restroom.
2. Describe the Incident
Give a detailed description, naming all employees involved. Note the type of incident, which our template makes simple to do with pre-selected options. You can also describe the incident in detail, providing context when necessary.
Example: An employee arrived late to work three times in one week without telling anyone.
Example: A worker operated machinery without wearing proper protective gear.
Example: An employee used company credit cards for personal purchases without permission.
3. Explain the Response
The response to an employee incident can make all the difference in its resolution. Record any actions taken, including whether the employee was spoken to or removed from the situation. Indicate if a supervisor, HR, or security was notified or involved.
If the incident led to an investigation, state who performed it and what results they found. Specify if the company had the employee undergo disciplinary action.
4. Provide Supporting Documents
While optional, you can provide supporting documents to increase the validity of the staff incident report. For example, you can include signed statements from coworkers who observed the incident. You may also include copies of emails related to the incident, such as complaints or confirmations of the behavior.
Solid evidence can reveal contributing factors and prevent future accidents.
5. Have HR Conduct a Review
Before turning in the employee incident report, have HR review it. HR will check that the report is correct, complete, and follows company rules. This helps catch any mistakes and ensures the situation is handled fairly, lowering the chance of future issues.
Employee Incident Report Sample
View a free sample of an employee report so you can see how to report incidents with workers. When you’re ready, create your own using our employee incident report template. Available to download in PDF and Word formats.
Make Employee Incident Incident Easy with Legal Templates
Our employee incident report template simplifies the process of documenting workplace incidents. With our easy-to-use template, you can quickly record the details, ensuring accuracy and consistency. This helps you store the report securely in your company’s records for future reference and compliance. With our form, it’s much easier to handle and prevent future incidents.
Frequently Asked Questions
Where should employee incident reports be filed?
File employee incident reports where company policy specifies. You may need to file with a manager or supervisor or within a designated HR department. Your company may have an online reporting system to use as well. For serious injuries that need certain medical treatment, file with OSHA.
How long should employers keep employee incident reports on file?
Employers must retain OSHA records for five years, but there are no requirements for employee incident reports. Follow organizational policies, as they can vary between companies. Keep reports as long as your company prefers, as staff can use the information to prevent similar incidents.
Should an employee incident report only be completed if an employee gets injured?
No, you shouldn’t only complete an employee incident report for injuries. Fill out this form for any employee incident that negatively affects the work environment, from misconduct to safety issues.
