Six free incident report templates for small business: a standard workplace report, an employee behavioral report, an accident and injury report, a near-miss report, a security report, and a completed sample. OSHA reporting deadlines and a reportability check built in. Fill-in-the-blank DOCX. No signup.
An incident report is the written record of an unexpected event at work, an injury, an accident, property damage, a near miss, a security event, or a behavioral incident, that captures what happened, who was involved, when and where, and what was done about it. For a small business it is the document that turns a stressful moment into an accurate, defensible record: it supports an insurance or workers' compensation claim, it feeds the injury recordkeeping the law requires, and it gives you the root cause so the same thing is less likely to happen twice.
There are six templates here, one for each real situation: a standard workplace report, an employee behavioral report, an accident and injury report, a near-miss report, a security report, and a completed sample so you can see what good looks like. Each downloads as an editable Word document, free and without an email, with the OSHA reporting deadlines and a reportability check built in, the compliance framing that generic template lists tend to skip. Because incidents sit next to safety and discipline, this pairs with your health and safety policy and, for conduct issues, your disciplinary action form.
TL;DR
An incident report is a factual record of an unexpected workplace event: what happened, who was involved, when and where, and the response. Download six free templates as DOCX: standard workplace, employee behavioral, accident and injury, near-miss, security, and a completed sample. The compliance point that matters most: a work-related fatality is reported to OSHA within 8 hours and a hospitalization, amputation, or eye loss within 24 hours, and OSHA injury records are kept for 5 years. This is general information, not legal advice.
What an Incident Report Is
An incident report is a written record of an unexpected event at work that captures the key facts: what happened, who was involved, when and where it occurred, any injury or damage, who witnessed it, and what response was taken. It sticks to observed facts rather than opinion or blame, and it ends with a root cause and a corrective action.
Its value is in three things: an accurate record made while memories are fresh, support for any investigation or insurance or workers' compensation claim, and, for injuries, the recordkeeping employers must legally maintain. It sits alongside a warning notice when conduct is involved and a workplace investigation when an incident needs to be looked into further.
Facts, Not Blame
The single most important habit in an incident report is to record observed facts, not conclusions or blame. Write "slipped on a wet patch near the loading dock," not "was careless." Factual, specific language is what makes the report useful for prevention and credible if it is ever reviewed in a claim or investigation. Save judgments for the root-cause section, and keep them focused on the cause and the fix. This is general information, not legal advice.
Which Template Should You Use?
Match the report to the event. A general event: the standard workplace report. A conduct or policy issue: the employee behavioral report. An injury: the accident and injury report with its OSHA check. A close call: the near-miss report. Theft, a threat, or a breach: the security report. And a filled-in example to model yours on: the completed sample.
Standard Workplace Incident
The default
A complete general-purpose report with all the sections a good incident record needs: what, who, where, injury or damage, witnesses, immediate action, root cause, corrective action, and sign-off. The right starting point for most events.
Employee / HR (Behavioral)
Conduct and policy
For a conduct, policy, or behavioral incident rather than a physical one. Factual, confidential, and built to route into an investigation or corrective action, with an employee-statement section and a policy reference field.
Workplace Accident / Injury
Physical injury
For an injury or accident, with detailed injury fields and a built-in OSHA reportability check that flags the fatality, hospitalization, amputation, and eye-loss triggers so the short OSHA deadlines are not missed.
Near-Miss Report
Fix it before it happens
For an event that could have caused harm but did not. Hazard-focused and deliberately blame-free, so employees actually report the close calls that let you fix a hazard before it hurts someone.
Security Incident
Theft, threat, breach
For theft, vandalism, unauthorized access, a threat of violence, or a data or IT security event, with impact, response, and an authorities-notified field for when police or a report number are involved.
Completed Sample
A worked example
A fully filled-in example showing the level of factual detail a strong report contains, so you can see what good looks like before completing your own. Answers the common template-versus-sample question directly.
When Unsure, Start With the Standard Report
If the event does not clearly fit one of the specialized types, use the Standard Workplace Incident Report. It has every core section and works for most situations. Move to the accident template the moment an injury is involved, because it adds the injury detail and the OSHA reportability check you will want. Use the employee behavioral template for conduct issues so the record routes correctly to HR. The completed sample is there to show you the level of detail before you start.
6 Free Incident Report Templates
Download all six together or grab individual reports. The standard report covers most events, the accident report adds injury detail and the OSHA check, the near-miss report is deliberately blame-free, the employee and security reports handle conduct and threats, and the completed sample shows a finished report in full. Fill in the facts, the people, and the corrective action.
Download All 6 Incident Report Templates
A standard workplace, employee behavioral, accident and injury, near-miss, security report, and a completed sample. All as DOCX files in one download.
Template 1: Standard Workplace Incident Report
A complete general-purpose report with every core section: incident details, people involved, a factual description, injury or damage, witnesses, immediate action, root cause, corrective action, and sign-off. The right starting point for most events.
Standard Workplace Incident Report
WORKPLACE INCIDENT REPORT
Company: [Company Name]
Report prepared by: [Name, title]
Date of this report: [Date]
1. INCIDENT DETAILS
Date of incident: [Date]
Time of incident: [Time], [AM / PM]
Exact location: [Building, floor, area, or address]
Type of incident: [ ] Injury [ ] Illness [ ] Property damage [ ] Near miss [ ] Security [ ] Other: ___
2. PERSON(S) INVOLVED
Name: [Full name]
Job title: [Title]
Employee, contractor, visitor, or other: [Specify]
Contact: [Phone or email]
[Add additional people involved as needed, with the same fields.]
3. WHAT HAPPENED
Describe the incident in plain, factual language. State what happened in the order it happened. Stick to observed facts, not opinions or blame.
[Description: what the person was doing, what went wrong, what was the immediate result.]
4. INJURY OR DAMAGE
Was anyone injured? [ ] No [ ] Yes
If yes, describe the injury and the body part affected: [Description]
Was first aid or medical treatment given? [ ] No [ ] Yes, on-site first aid [ ] Yes, sent for outside medical care
Was there property or equipment damage? [ ] No [ ] Yes: [Description]
5. WITNESSES
Witness 1 name: [Name] Contact: [Phone or email]
Witness 2 name: [Name] Contact: [Phone or email]
6. IMMEDIATE ACTION TAKEN
What was done right after the incident (first aid, area secured, equipment shut down, supervisor notified)?
[Description]
7. ROOT CAUSE AND CORRECTIVE ACTION
What appears to have caused or contributed to the incident?
[Description]
What action will prevent it from happening again, and who owns it?
For a conduct, policy, or behavioral incident rather than a physical one. Factual and confidential, with an employee-statement section and a policy reference field, built to route into an investigation or corrective action.
Describe the behavior or event factually and specifically. Quote words used where relevant. Avoid conclusions and labels; record what was observed and by whom.
[Factual description]
4. POLICY OR EXPECTATION AT ISSUE
Which policy, rule, or expectation does this relate to?
[Reference the handbook section or policy, if applicable]
For an injury or accident, with detailed injury fields and a built-in OSHA reportability check that flags the fatality, hospitalization, amputation, and eye-loss triggers so the short OSHA deadlines are not missed.
Workplace Accident / Injury Report
WORKPLACE ACCIDENT AND INJURY REPORT
Company: [Company Name]
Report prepared by: [Name, title]
Date of this report: [Date]
1. INJURED PERSON
Name: [Full name]
Job title: [Title]
Employee, contractor, or other: [Specify]
Supervisor: [Name]
2. ACCIDENT DETAILS
Date of accident: [Date]
Time: [Time], [AM / PM]
Exact location: [Where it happened]
What was the employee doing at the time? [Task or activity]
3. DESCRIPTION OF THE ACCIDENT
Describe how the accident happened, step by step, in plain language.
[Description]
Equipment, tool, substance, or object involved: [Specify]
4. INJURY DETAILS
Nature of injury: [For example: laceration, sprain, burn, fracture]
Body part(s) affected: [Specify]
Treatment: [ ] First aid on-site [ ] Clinic / urgent care [ ] Emergency room [ ] Hospitalized [ ] None
Did the employee lose time from work? [ ] No [ ] Yes, expected days: [Number]
5. OSHA REPORTABILITY CHECK
Does this accident involve any of the following? (These trigger OSHA reporting deadlines.)
[ ] A fatality (report to OSHA within 8 hours)
[ ] An in-patient hospitalization (report within 24 hours)
[ ] An amputation (report within 24 hours)
[ ] A loss of an eye (report within 24 hours)
[ ] None of the above
If any box above is checked, notify the person responsible for OSHA reporting
immediately, and confirm the deadline in 29 CFR 1904.39.
6. WITNESSES
Witness 1: [Name] Contact: [Phone or email]
Witness 2: [Name] Contact: [Phone or email]
7. ROOT CAUSE AND CORRECTIVE ACTION
What caused or contributed to the accident? [Description]
Corrective action to prevent recurrence: [Description]
Owner: [Name] Target date: [Date]
8. SIGN-OFF
Prepared by: __ Date: ___
Supervisor: __ Date: ___
Safety / HR review: __ Date: ___
DISCLAIMER: This is a sample template for general information only and is not
legal advice. A recordable injury must also be entered on the OSHA 300 Log and a
301 Incident Report within 7 calendar days. Serious injuries have short OSHA
reporting deadlines. Confirm your obligations before use.
Template 4: Near-Miss Report
For an event that could have caused harm but did not. Hazard-focused and deliberately blame-free, with a hazard checklist and a potential-severity rating, so employees report the close calls that let you fix a hazard early.
Near-Miss Report
NEAR-MISS REPORT
Company: [Company Name]
Reported by: [Name, title] (may be anonymous)
Date of this report: [Date]
A near miss is an event that could have caused injury or damage but did not.
Reporting near misses is how you fix a hazard before it hurts someone. Near-miss
reports should never be used to blame or discipline the reporter.
1. WHAT HAPPENED
Date of near miss: [Date]
Time: [Time]
Location: [Where it happened]
Describe the near miss: what happened, and what could have happened.
[Description]
2. HAZARD IDENTIFIED
What was the hazard or unsafe condition or action?
[ ] Slip / trip / fall hazard
[ ] Equipment or machine hazard
[ ] Electrical hazard
[ ] Chemical or spill hazard
[ ] Ergonomic / lifting hazard
[ ] Unsafe behavior or shortcut
[ ] Other: ___
Description of the hazard: [Description]
3. POTENTIAL SEVERITY
If this had resulted in an incident, how serious could it have been?
[ ] Minor [ ] Moderate [ ] Serious [ ] Could have been fatal
4. IMMEDIATE ACTION
What was done right away to remove or reduce the hazard?
[Description]
5. CORRECTIVE ACTION TO PREVENT AN ACTUAL INCIDENT
What should be done so this cannot turn into a real incident?
For theft, vandalism, unauthorized access, a threat of violence, or a data or IT security event, with impact, response, and an authorities-notified field for when police or a report number are involved.
DISCLAIMER: This is a sample template for general information only and is not
legal advice. A security incident that involves a threat of violence, a crime,
or a data breach may carry separate legal or notification duties. Confirm your
obligations before use.
Template 6: Completed Sample (Filled-In Example)
A fully filled-in example built on the standard report, showing the level of factual detail a strong report contains. Use it to see what good looks like before completing your own blank template.
Completed Sample (Filled-In Example)
WORKPLACE INCIDENT REPORT (COMPLETED SAMPLE)
This is a filled-in example to show the level of detail a good report contains.
The names and details are fictional. Use the blank Standard Workplace Incident
Report template above for your own reports.
Company: Northside Supply Co.
Report prepared by: Dana Ruiz, Warehouse Supervisor
Date of this report: June 3, 2026
1. INCIDENT DETAILS
Date of incident: June 3, 2026
Time of incident: 10:15 AM
Exact location: Warehouse, Aisle 4, near the loading dock
Type of incident: Injury
2. PERSON INVOLVED
Name: Alex Monroe
Job title: Warehouse Associate
Employee, contractor, visitor, or other: Employee
Contact: alex.monroe@example.com
3. WHAT HAPPENED
Alex was carrying a box of stock from Aisle 4 toward the loading dock. Near the
end of the aisle, Alex stepped on a small patch of liquid that had leaked from a
damaged container on a lower shelf. Alex slipped, lost balance, and landed on
their right knee and left hand. The box was dropped but its contents were not
damaged. A coworker, Priya Shah, heard the fall and came over immediately.
4. INJURY OR DAMAGE
Was anyone injured? Yes
Injury and body part affected: Bruised right knee and a scraped left palm.
First aid or medical treatment: On-site first aid (ice pack and a bandage).
No outside medical care needed at the time.
Property or equipment damage: None.
5. WITNESSES
Witness 1 name: Priya Shah Contact: priya.shah@example.com
6. IMMEDIATE ACTION TAKEN
Priya helped Alex to a chair and notified the supervisor. The spill was cleaned
up and the damaged container was removed from the shelf. A wet-floor sign was
placed in the area until it was dry.
7. ROOT CAUSE AND CORRECTIVE ACTION
Cause: A leaking container on a lower shelf created an unseen spill in a walkway.
The leak had not been reported earlier in the shift.
Corrective action: Add a start-of-shift walk-through of Aisle 4 to check for
leaks and spills, and remind the team to report and clean spills immediately.
Owner: Dana Ruiz. Target date: June 6, 2026.
8. SIGN-OFF
Reported by: Dana Ruiz Date: June 3, 2026
Supervisor / manager: Dana Ruiz Date: June 3, 2026
HR or safety review: Sam Ellis, HR Date: June 4, 2026
DISCLAIMER: This is a fictional sample for illustration only and is not legal
advice. Confirm your OSHA and state requirements before use.
What Every Incident Report Includes
A complete incident report covers four groups: the basics, the people, what happened, and the cause and fix. The groups below are the consensus set that strong incident reports share.
The basics
Date, time, and exact location
Type of incident
Who prepared the report and when
People
Person or persons involved
Their role and contact
Witnesses and their contact
What happened
Factual, sequential description
Injury or damage detail
Immediate action taken
Cause and fix
Root cause or contributing factors
Corrective action and owner
Sign-off by supervisor and HR
The two elements small businesses most often skip, and most need, are the root cause and corrective action, and, for injuries, the OSHA reportability check. The first turns a record into prevention; the second keeps a short reporting deadline from being missed. The templates here include both where they apply.
How to Write an Incident Report
Writing an incident report from a template takes minutes, and the sooner it is done the more accurate it is. Here is the sequence the templates are built around.
1
Pick the report type
Choose standard, employee behavioral, accident, near-miss, or security based on the event, then open that template.
2
Record the basics
Enter the date, time, and exact location, the type of incident, and everyone involved and every witness with contact information.
3
Describe it factually
Write what happened in the order it happened, using plain, specific language and observed facts rather than opinions or blame.
4
Capture injury and action
Document any injury or damage specifically, the immediate action taken, and, for injuries, complete the OSHA reportability check.
5
Add cause, fix, and sign-off
Note the apparent root cause and a corrective action with an owner and date, then collect the reporter, supervisor, and HR sign-offs.
OSHA Reporting Deadlines
For injuries, an incident report is not just internal paperwork; it connects to federal OSHA duties with short, strict deadlines. These apply to employers of all sizes, so a small business is not exempt. The four points below are the ones to build your process around, and the accident template includes a reportability check for exactly this reason.
Fatality: report within 8 hours
A work-related fatality must be reported to OSHA within 8 hours. This is a hard, short deadline, and it applies regardless of your company size. Report by phone to the nearest OSHA area office, the OSHA toll-free line, or the online reporting application. This is not the same as recording the event on your logs; it is a separate, immediate notification duty. Confirm the current rule in 29 CFR 1904.39. This is general information, not legal advice.
Hospitalization, amputation, eye loss: 24 hours
A work-related in-patient hospitalization, an amputation, or the loss of an eye must be reported to OSHA within 24 hours of the event. Like the fatality rule, this reporting duty applies to employers of all sizes, so a small business is not exempt. The report goes to OSHA by phone or through the online application. Missing these short windows is a common and avoidable violation, which is why the accident template includes a reportability check. Confirm the rule in 29 CFR 1904.39. This is general information, not legal advice.
OSHA 301 Incident Report: 7 calendar days
For a recordable work-related injury or illness, a covered employer must enter it on the OSHA 300 Log and complete an OSHA 301 Incident Report (or an equivalent form) within 7 calendar days of receiving information that it occurred. Many employers use an equivalent internal form for this. This 7-day window is about recording, separate from the 8-hour and 24-hour reporting duties for severe events. Confirm the rule in 29 CFR 1904.29. This is general information, not legal advice.
Keep the records for 5 years
Covered employers must retain the OSHA 300 Log, the annual 300A summary, the privacy case list if one exists, and the OSHA 301 Incident Report forms for 5 years following the end of the calendar year the records cover. During the storage period, the 300 Log must be updated for newly discovered or reclassified cases. Storing incident reports properly is not optional recordkeeping; it is a legal retention duty. Confirm the rule in 29 CFR 1904.33. This is general information, not legal advice.
The Deadlines That Cannot Slip
A work-related fatality must be reported to OSHA within 8 hours, and an in-patient hospitalization, amputation, or loss of an eye within 24 hours (OSHA). A recordable injury goes on the OSHA 300 Log and a 301 Incident Report within 7 calendar days, and those records are kept for 5 years (OSHA recordkeeping). This is general information, not legal advice.
Three similar terms cause confusion, and knowing the difference gets you to the right document faster. A template is a blank, fill-in-the-blank structure you complete for your own event. A sample is a filled-in example that shows what a finished report looks like, which is why people search for an incident report example alongside the blank version. A form is essentially the same as a template: a structured document with fields to complete, so an incident report form and an incident report template are, in practice, the same thing.
Term
What it is
When you want it
Template
A blank structure with sections and prompts
You are documenting your own incident
Form
The same thing as a template, a fields-to-fill document
You are documenting your own incident
Sample / example
A filled-in report shown in full
You want to see the level of detail first
This page gives you both kinds: five blank templates, or forms, for different incident types, and one completed sample built on the standard workplace report. Read the sample to understand the standard, then use the matching blank template for your actual event.
Route, Sign, and Store
A downloaded report is the starting point, and these templates work on their own. The strain shows up when a report is filled out but never routed to HR or safety, when a signing is missed, and when reports live in scattered files that no one can find at the five-year mark or when a claim arrives.
Pick and fill the report
Choose the report type that fits the event, then complete every section with plain, factual detail while it is fresh.
Route it to the right people
Send it to the supervisor and HR or safety, and check the OSHA reportability box for any severe injury right away.
Capture the sign-offs
Collect the reporter, supervisor, and HR or safety signatures so the report is a complete, dated record.
File and retain it
Store the report where it can be found, and keep OSHA-related records for the required five-year period.
When that point arrives, FirstHR keeps the incident report against the employee profile, captures the reporter, supervisor, and HR sign-offs with e-signature so there is a dated record, and stores the report with the employee's other documents in one retrievable place for the retention period, the same way it handles a warning notice or a suspension letter. FirstHR is an onboarding and HR platform, not a safety consultancy or a law firm: it does not file your OSHA reports, decide whether an event is recordable, or provide legal advice, so it documents and stores the report while you meet the OSHA reporting and recordkeeping duties with a qualified professional. Applicant tracking is coming soon to FirstHR.
Key Takeaways
An incident report is a factual record of an unexpected workplace event: what happened, who was involved, when and where, and the response.
Record observed facts, not opinions or blame, and end with a root cause and a corrective action so the event is less likely to recur.
A work-related fatality is reported to OSHA within 8 hours, and a hospitalization, amputation, or eye loss within 24 hours, for employers of all sizes.
A recordable injury goes on the OSHA 300 Log and a 301 Incident Report within 7 calendar days, and OSHA injury records are kept for 5 years.
Near-miss reporting must be blame-free, or employees stop reporting the close calls that let you fix a hazard before it causes harm.
A template is a blank form you complete; a sample is a filled-in example. This page provides five templates and one completed sample. This is general information, not legal advice.
Frequently Asked Questions
What is an incident report?
An incident report is a written record of an unexpected event at work, such as an injury, an accident, property damage, a near miss, a security event, or a behavioral or policy incident. It captures the key facts: what happened, who was involved, when and where it occurred, any injury or damage, who witnessed it, and what response was taken. A good incident report sticks to observed facts rather than opinions or blame, and it ends with a root cause and a corrective action so the same thing is less likely to happen again. Incident reports serve three purposes: they create an accurate record while memories are fresh, they support any investigation or insurance or workers' compensation claim, and for injuries they feed the recordkeeping employers are legally required to maintain. They belong in a consistent template so every event is documented the same way. This is general information, not legal advice.
How do I write an incident report?
Start from the template that matches the event, then complete it while the details are fresh, ideally the same day. Record the basics first: the date, time, and exact location, and the type of incident. Name everyone involved and every witness, with their role and contact information. Then describe what happened factually and in the order it happened, sticking to what was observed rather than opinions, conclusions, or blame. Document any injury or damage specifically, and note the immediate action taken, such as first aid or securing the area. Finish with the apparent root cause and a concrete corrective action with an owner and a date, then collect the sign-offs. Keep the language plain and specific: 'slipped on a wet patch near the loading dock' is more useful than 'was careless.' The templates on this page give you the right structure so you fill in facts rather than remember the format. This is general information, not legal advice.
What should an incident report include?
A complete incident report includes the incident details, the people involved, a factual description, the injury or damage, witnesses, the immediate action taken, the root cause, a corrective action, and a sign-off. The details are the date, time, exact location, and type of incident. The people section names those involved and any witnesses with contact information. The description is a plain, sequential account of what happened, based on observed facts. The injury or damage section records specifically what was hurt or damaged and what treatment was given. The immediate action captures what was done right away. The root cause and corrective action turn the report into prevention, naming what likely caused the event and what will stop it recurring, with an owner and a date. The sign-off, by the reporter, supervisor, and HR or safety, makes it a complete record. The templates here include each of these sections. This is general information, not legal advice.
What is the difference between an incident report template and a sample?
A template is a blank, fill-in-the-blank structure you complete for your own event, while a sample is a filled-in example that shows what a finished report looks like. Both are useful for different reasons. The template gives you the sections and prompts so nothing important is missed, and you enter your own facts. The sample helps you see the level of factual detail a strong report contains before you write yours, which is why people often search for an incident report example or sample alongside the blank form. This page provides both: five blank templates for different incident types, plus one completed sample built on the standard workplace report so you can see a good report in full. Use the sample to understand the standard, then use the matching blank template for your actual incident. This is general information, not legal advice.
When do I have to report a workplace incident to OSHA?
Under federal OSHA rules, a work-related fatality must be reported to OSHA within 8 hours, and a work-related in-patient hospitalization, amputation, or loss of an eye must be reported within 24 hours of the event. These reporting duties apply to employers of all sizes, so a small business is not exempt from them. You report by phone to the nearest OSHA area office, by the OSHA toll-free number, or through the online reporting application. This immediate reporting is separate from recordkeeping: for a recordable injury or illness that is not one of those severe events, you generally do not call OSHA, but you must still record it on the OSHA 300 Log and a 301 Incident Report within 7 calendar days if you are a covered employer. The accident template on this page includes a reportability check so these short deadlines are not missed. Confirm the current rules in 29 CFR 1904.39, and this is general information, not legal advice.
How long do I have to keep incident reports?
For OSHA injury and illness records, covered employers must keep the OSHA 300 Log, the annual 300A summary, the privacy case list if one exists, and the OSHA 301 Incident Report forms for 5 years following the end of the calendar year that the records cover. During that storage period, the 300 Log must be updated to reflect newly discovered recordable cases or changes in classification. Even for incidents that are not OSHA-recordable, keeping the report is wise: it supports any later insurance, workers' compensation, or legal question, and it shows a consistent, good-faith safety process. A practical rule is to store every incident report in a retrievable place and to keep OSHA-related records for at least the required 5-year window, with some records tied to injuries or claims kept longer. Confirm the retention rule in 29 CFR 1904.33. This is general information, not legal advice.
What is a near-miss report and why does it matter?
A near-miss report documents an event that could have caused an injury or damage but did not, such as a load that slipped without hitting anyone or a spill spotted just before someone walked through it. It matters because a near miss is a free warning: it reveals a hazard before that hazard actually hurts someone, so fixing it is pure prevention. The key to near-miss reporting is that it must be blame-free. If employees fear discipline for reporting a close call, they simply stop reporting, and the hazards stay hidden until they cause a real incident. A good near-miss report focuses on the hazard and the corrective action rather than on who was at fault, and it is often allowed to be anonymous. The near-miss template on this page is built this way, with a hazard checklist, a potential-severity rating, and a corrective-action field. This is general information, not legal advice.
Who should fill out an incident report?
Usually the person who witnessed the incident or the supervisor of the area completes the report, but the right answer depends on the event and your process. For an injury, the injured employee's supervisor typically prepares the report with input from the employee and any witnesses. For a behavioral or HR incident, the manager or the person who observed the conduct writes it, and it is routed to HR. For a near miss, any employee should be able to report it, often anonymously, to encourage reporting. The important thing is that the report is completed promptly by someone with direct knowledge of the facts, that witnesses contribute their accounts, and that it is reviewed and signed off by a supervisor and, where relevant, HR or safety. Assigning clear responsibility, and making the form easy to complete, is what ensures incidents actually get documented. This is general information, not legal advice.
