Work process: How to write a usable incident report
Factual, precise, and actionable.
§1. Write while it's fresh
Note as soon as possible after the event while details are precise. Memory fades quickly.
§2. Get facts down — the five questions
- 01What happened? (factual, only what you observed)
- 02Where did it happen? (precise location)
- 03When? (date and time)
- 04Who was involved? (description/names if known)
- 05What did you do? (your action and who you called)
§3. Keep it factual
- 01Write only what you actually saw or heard
- 02Separate observation from assessment — don't guess
- 03Avoid emotionally charged and colored words.
§4. Be useful for others
Write so someone who wasn't there can understand the incident and act on it. A report is often evidence.