Incident Investigation Report Template Free
Incident investigation is a critical part of any effective health and safety management system. Every accident, near miss, or dangerous occurrence provides valuable information about weaknesses in procedures, equipment, or behavior.
An Incident Investigation Report helps organizations understand what happened, why it happened, and how to prevent it from happening again. It is not about blame—it is about learning and improvement.
To support Safety Officers, HSE Engineers, and site supervisors, this article provides a professionally designed Incident Investigation Report Template along with clear guidance on how to use it correctly.
Download Incident Investigation Report Templates (FREE)
- Fully editable
- Suitable for construction, industrial, oil & gas, and manufacturing sites
- Accepted for audits and client submissions
- Easy to use for both minor and major incidents
What Is an Incident Investigation Report?
An Incident Investigation Report is a formal document used to record and analyze:
- Workplace accidents
- Near misses
- Property damage
- Dangerous occurrences
The goal is to identify root causes, not just immediate causes, and implement corrective and preventive actions.
Why Incident Investigation Is Important
Proper investigation helps organizations to:
- Prevent recurrence of similar incidents
- Improve safety procedures and controls
- Meet legal and regulatory requirements
- Strengthen safety culture
- Provide documented evidence during audits
- Protect workers, equipment, and company reputation
Ignoring near misses today often leads to serious accidents tomorrow.
Who Should Use This Template?
This Incident Investigation Report Template is suitable for:
- HSE Officers
- HSE Engineers
- Safety Supervisors
- Site Engineers
- Project Managers
- Contractors and Subcontractors
- Safety Consultants
It can be used on both small sites and large multi-contractor projects.
Sections Included in the Incident Investigation Report Template
Project and Incident Information
Includes:
- Project or site name
- Location
- Date and time of incident
- Name and designation of the person reporting
This information ensures traceability and proper record keeping.
Incident Details
Records:
- Type of incident (accident, near miss, property damage)
- Clear description of what happened
This section should be factual and unbiased.
Injury or Damage Details
Captures:
- Name of injured person (if any)
- Nature of injury or damage
- Medical treatment provided
This helps determine severity and reporting requirements.
Root Cause Analysis
This is the most critical part of the investigation.
Includes:
- Immediate cause (unsafe act or condition)
- Underlying cause (lack of training, supervision, procedures)
- Root cause (system or management failure)
This section ensures long-term corrective action.
Corrective and Preventive Actions
Records:
- Actions required
- Person responsible
- Target completion date
Actions should be specific, measurable, and achievable.
Witness Statement
Documents:
- Witness name
- Witness observations
Witness input helps verify facts and identify contributing factors.
Attachments
Includes:
- Photos
- Sketches
- CCTV screenshots
- Equipment inspection reports
Visual evidence strengthens the investigation.
Approval and Signatures
Includes:
- Prepared by (HSE)
- Reviewed by (management)
- Approved by (client or project head)
Approval ensures accountability and closure.
How to Conduct an Effective Incident Investigation
- Secure the incident scene
- Provide medical assistance if required
- Preserve evidence
- Interview injured persons and witnesses
- Identify immediate, underlying, and root causes
- Recommend corrective and preventive actions
- Complete the investigation report
- Communicate lessons learned
- Follow up on action closure
Always investigate incidents as soon as possible after occurrence.
Common Mistakes to Avoid During Incident Investigation
- Blaming individuals instead of identifying system failures
- Delaying the investigation
- Ignoring near misses
- Writing vague corrective actions
- Not following up on actions
- Incomplete documentation
A poor investigation wastes an opportunity to improve safety.
Benefits of Using This Template
- Saves time and effort
- Standardizes investigation format
- Improves quality of reports
- Helps identify root causes clearly
- Strengthens audit and compliance readiness
- Supports continuous safety improvement
Conclusion
An Incident Investigation Report is one of the most powerful tools in safety management. When used correctly, it transforms incidents into learning opportunities and prevents future accidents.
By using the Incident Investigation Report Template provided above, Safety Officers can ensure consistent, professional, and effective investigations across all projects.
Safety improves when lessons are learned—not ignored.
For checklist and templates visit The HSE Tools.
Risk Assessment Template for Construction Projects
Daily Site Safety Report Template (Editable PDF/Excel)
Safety Committee Formation and Functioning in the Workplace
Incident Investigation Procedure and Root Cause Analysis
Toolbox Talk Procedure and Best Practices
FAQs
Is this Incident Investigation Report template free?
Yes, both PDF and Excel versions are completely free.
Can this template be used for near misses?
Yes, it is suitable for accidents, near misses, and property damage incidents.
Is this template suitable for audits?
Yes, it follows standard HSE documentation practices.
Can I customize the template for my company?
Absolutely. You can add your company logo, branding, or additional fields.
Who should approve the investigation report?
Typically, the HSE Manager, Project Manager, and Client/PMC (if required).
