Free download
Free incident report form template
A clear, printable incident report form for UK workplaces, covering injuries, near misses, dangerous occurrences and property damage. Includes an incident log for Excel or Google Sheets.
Download the template
Incident log (Excel or Sheets)
Track every incident in one spreadsheet, one row per incident.
Download CSVFree to use, no sign-up needed.
What the template includes
18 fields in 7 sections.
Type of incident
- Injury, ill health, near miss, dangerous occurrence, property damage or other
When and where
- Date
- Time
- Site or address
- Exact location
People involved
- Name of the person affected (if anyone)
- Role and person type (employee, contractor, visitor, pupil, other)
- Contact details
What happened
- Describe what happened, in order
- What was being done at the time (task, equipment, substances)
- Injury or damage, and body part affected
- First aid or immediate action taken
Witnesses
- Names and contact details
Follow-up
- Is it RIDDOR reportable? (Yes / No) and HSE reference if reported
- Causes or contributing factors
- Actions to prevent it happening again, with owner and date
Sign-off
- Reported by (name, role and date)
- Reviewed by (name, role and date)
How to use the template
- Complete one form for each incident, as soon as possible while details are fresh.
- Stick to facts: what happened, where and when. Avoid opinions or blame.
- Attach photos of the scene and any damage if it is safe to take them.
- Check whether the incident is reportable under RIDDOR. You can use the free RIDDOR checker at useaccidentbook.co.uk/riddor-checker.
- Injuries to people should also be recorded in your accident book.
- Store completed forms securely. They contain personal data, so UK GDPR applies.
Writing a good incident report
The most useful reports are factual, specific and written straight away. See our guide on how to write an incident report, with worked examples. For injuries, you can also use our accident book template, and for near misses our near miss report form.
Report incidents from any phone instead
With Accident Book, staff scan a QR code and fill in the same details in under a minute. Managers get an instant alert and a RIDDOR check. £9.99 per site per month, 7-day free trial.
Frequently asked questions
What should an incident report include?+
The type of incident, the date, time and exact location, who was involved, a factual description of what happened, any injury or damage, the immediate action taken, witnesses, whether it is RIDDOR reportable, and the actions agreed to stop it happening again.
What is the difference between an incident report and an accident book entry?+
An accident book records injuries to people, as required by law for many employers. An incident report is broader: it also covers near misses, dangerous occurrences and property damage, and usually includes the follow-up investigation and actions.
Who should fill in an incident report form?+
Usually the person involved, a witness or the supervisor on duty, as soon as possible after the incident. A manager then reviews it, decides whether it is RIDDOR reportable and agrees the follow-up actions.
How long should incident reports be kept?+
Keep records of RIDDOR-reportable incidents for at least three years. Many organisations keep all incident reports for at least three years, or longer where a personal injury claim is possible, in line with their retention policy.