How to Write an Incident Report: Format, Examples & Tips

This article was co-authored by Clinton M. Sandvick, JD, PhD. Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013.

This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources.

This article has been viewed 1,261,622 times.

If you're a security guard or police officer deployed to the scene of an incident, writing up a detailed and accurate report is an important part of doing your job correctly. A good incident report gives a thorough account of what happened without glossing over unsavory information or leaving out important facts. It's crucial to follow the appropriate protocol, describe the incident clearly, and submit a polished report.

How do you write an incident report?

Note the time, date, and location of the incident on the form. Include your full name and ID number, as well. Write a first person narrative explaining what happened at the scene, be honest, clear, and concise as you go. Then, proofread your incident report and revise any mistakes before submitting it.

Incident Report Template and Example

Part 1 of 3:

Following Protocol

Step 1 Obtain the proper forms from your institution.

Tip: If possible, do your write up using word processing software. It will look neater, and you'll be able to use spell check to polish it when you're finished. If you write your report by hand, print clearly instead of using cursive. Don't leave people guessing whether your 7s are actually 1s.

Step 2 Provide the basic facts.

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Step 3 Include a line about the general nature of the incident.

Step 4 Start the report as soon as possible.

Start the report as soon as possible. Write it the same day as the incident if possible. If you wait a day or two your memory will start to get a little fuzzy. You should write down the basic facts you need to remember as soon as the incident occurs. Do your report write-up within the first 24 hours afterward. [4] X Research source

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Describing What Happened

Step 1 Write a first person narrative telling what happened.

Step 2 Be thorough.

Step 3 Be accurate.

Step 4 Be clear.

Step 5 Be honest.

Be honest. Even if you're not proud of how you handled the situation, it's imperative that you write an honest account. If you write something untrue it may end up surfacing later, putting your job in jeopardy and causing problems for the people involved in the incident. Preserve your integrity and that of the institution you represent by telling the truth.

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Polishing the Report

Step 1 Double check the basic facts.

Step 2 Edit and proofread your report.

Step 3 Submit your incident report.

Submit your incident report. Find out the name of the person or department to whom your report must be sent. When possible, submit an incident report in person and make yourself available to answer further questions or provide clarification. In situations where an incident report must be mailed or e-mailed, follow up with a phone call within a 10 day period to ensure that your report was received.

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