Incident Investigation Report Template – Free Download
Why Every Site Needs a Robust Investigation Template
When an incident or near miss happens, the first hours are critical. A clear, structured template prevents missed facts, keeps evidence chain-of-custody clean, and accelerates root-cause analysis and corrective actions. Most organisations understand they must investigate incidents — but without a standard format, the quality and depth of investigations can vary widely between supervisors or departments.
To make this simple, here’s a comprehensive Incident Investigation Report Template (free PDF) that mirrors best practice (timeline → facts → evidence → analysis → actions → verification) and is audit-ready. By downloading and using this template, safety professionals can save time, improve accuracy, and demonstrate due diligence to clients and regulators.
What Is an Incident Investigation Report Template?
An Incident Investigation Report Template is a structured form that guides you through collecting all the essential information after an incident or near miss. Rather than writing a free-form narrative, you’re prompted to record facts in predefined sections: who, what, where, when, why, and how. This approach:
- Ensures you don’t forget key details.
- Makes it easier to compare incidents across projects.
- Produces documentation suitable for internal audits and external regulators.
This template from The HSE Coach follows global best practices, including OSHA’s guidance on incident investigations and NEBOSH recommended approaches.
Why Use a Digital Incident Investigation Report Template
- Consistency: Every incident is documented with the same level of detail.
- Compliance: Meets regulatory expectations and client audit requirements.
- Efficiency: Investigators don’t have to design a new form each time.
- Learning: Easier to analyse data across multiple incidents and identify trends.
- Accountability: Action owners, due dates and verification methods are clearly recorded.
You can print the template or fill it digitally. Many safety professionals now keep blank templates on tablets to complete at the scene of the incident.
Detailed Breakdown of Each Section in the Template
1. Basic Details
This section captures the “headline” information: project or site name, report number, date and time, location, weather conditions, and the type of incident (near miss, first aid, LTI, property damage, environmental, etc.). Recording these details immediately helps categorise incidents for statistical analysis.
2. People Involved
Here you list everyone directly involved in the incident, including employees, contractors, or visitors. You’ll record their job title, department, and whether they were injured. This data is vital for identifying vulnerable roles or departments.
3. Incident Description & Timeline
A chronological narrative of what happened. Include the task being performed, equipment used, supervision in place, and environmental conditions. Think of this as your “play-by-play” before moving on to analysis.
4. Immediate Actions Taken
Document how the area was made safe, whether first aid was administered, whether equipment was isolated, and what notifications were made. This shows regulators and clients that you took immediate, appropriate measures.
5. Injury/Illness Details (If Applicable)
Capture the nature of the injury, affected body part, treatment given, days lost, and medical provider details. This data feeds into your Frequency Rate (FR), Severity Rate (SR), and Total Lost Time Injury metrics.
6. Witness Statements
A separate section for each witness to write or dictate their version of events. Capturing statements early preserves memory and provides multiple perspectives on the same incident.
7. Evidence & Attachments
List each piece of evidence collected — photos, sketches, equipment samples, CCTV footage, permits, training records. Include who collected it and when. This creates a transparent chain of custody.
8. Root Cause Analysis (5 Whys / Cause Categories)
Guide your team through “Why did this happen?” five times to drill down to the underlying causes. The template also prompts you to classify causes across People, Equipment, Procedures, Environment, and Management.
9. Corrective & Preventive Actions (Hierarchy of Controls)
Define actions at the highest possible control level: eliminate, substitute, engineer, administrate, or PPE. Each action has an owner, due date, and status column. This ensures accountability and helps track progress during follow-up.
10. Verification & Closure
Document how you verified the corrective actions (inspection, training records, photos). Capture who verified, when, and final HSE Manager approval. This shows that you didn’t just plan actions — you completed and checked them.
How to Use the Template in the Field
- Download and Save a blank copy to your tablet or print several copies for site use.
- Secure the Scene and ensure no one is at risk. Provide first aid, isolate equipment, and preserve evidence.
- Fill Out Basic Details immediately. The sooner you record information, the more accurate it will be.
- Interview Witnesses Promptly and note their statements verbatim.
- Attach Evidence such as photos, sketches, or equipment tags.
- Conduct Root Cause Analysis as soon as initial facts are collected. Involve supervisors and workers.
- Define Corrective Actions and assign owners and due dates.
- Verify Completion of actions and close the report formally.
Benefits of Using a Structured Template
- Saves Time: No more reinventing the wheel for every incident.
- Improves Quality: Prompts ensure all critical data is captured.
- Supports Legal Defence: A well-documented investigation can be vital evidence.
- Strengthens Safety Culture: Demonstrates management commitment to learning from incidents.
- Facilitates Trend Analysis: With standardised data, you can spot recurring hazards and prioritise controls.
Best Practices & Pro Tips
- Begin Immediately: Start the report as soon as the scene is safe.
- Use Plain, Objective Language: Avoid assumptions or blame.
- Separate Facts from Opinions: Opinions can be noted but clearly marked.
- Include Photos and Sketches: Visual evidence improves clarity.
- Review and Sign Off: Have the HSE Manager or senior supervisor review and sign each report.
- Store Securely: Keep reports in a central database for easy retrieval and analysis.
Frequently Asked Questions (FAQs)
Q1: What’s the difference between an incident and a near miss?
A near miss is an unplanned event that did not result in injury or damage—but had the potential to. Investigate both; near misses are free lessons.
Q2: Who should lead the investigation?
A competent person not directly involved in the work, ideally supported by line supervision and HSE. For serious cases, include senior management and specialists.
Q3: When should workers give statements?
As soon as practicable after the scene is made safe. Provide a calm setting; focus on facts, not blame.
Q4: Which root-cause method should we use?
Start with 5 Whys, then validate with categories (People/Equipment/Procedures/Environment/Management). For complex events, consider Bowtie or Fishbone.
Q5: How soon must corrective actions be closed?
Risk-based. High-risk actions should have immediate interim controls and expedited permanent fixes with verification evidence.
Q6: Can I customise this template?
Yes — add your logo, project codes, or regulatory fields. If you want, I can generate a branded version (PDF and Word).
Q7: Is this template OSHA-compliant?
Yes — it’s designed around OSHA’s “Incident Investigation” guidance but always cross-check with your local regulations.
Download the Free Template
You can also embed this checklist into your site or link to it from your toolbox talks or HIRA.
External Link: OSHA Incident Investigation Basics.
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Conclusion
The Incident Investigation Report Template is more than just a form. It’s a proactive tool to ensure compliance and prevent repeat incidents. By using it after every incident or near miss, you standardise investigations, strengthen your safety culture, and demonstrate due diligence to clients and regulators.
Whether you’re a seasoned safety officer or a supervisor new to incident investigations, this template gives you a practical way to capture facts, identify root causes, and implement corrective actions effectively. Download it today and make it a standard part of your post-incident routine.
