Create an Incident Report Form using Google Forms

An incident report form is a critical document used to record workplace accidents, injuries, near misses, and unsafe conditions. This helps organizations document what happened, identify root causes, and prevent future incidents. 

A comprehensive incident report form should capture all relevant details clearly and accurately. The form should capture the following details.

• Reporter information: This section captures essential details about the individual submitting the report. It includes the reportee’s full name, their department or position, and the date and time of submission.

• Personnel information: This section identifies everyone connected to the incident. It lists the names, roles, and contact details of those involved as well as any witnesses who observed the event.

• Incident details: This section records when, where, and how the incident occurred. It specifies the date, time, and location of the event, the type of incident such as an injury, property damage, or near miss, and a factual description of what happened without personal opinions.

• Actions taken: The section outlines how the situation was managed immediately after it occurred. It documents the initial emergency response, such as providing first aid, notifying a supervisor, or securing the area, as well as any follow-up or preventive measures implemented to avoid a recurrence.

• Acknowledgement: This section includes a signature widget for the reportee’s signature to confirm the accuracy of the information provided. The approval workflow can be customized as needed to meet organizational requirements, allowing supervisors or safety officers to review, verify, and formally approve the report.

Incident reports should be completed by anyone who witnesses or is involved in a workplace incident. This includes employees who experience or observe an incident, supervisors who are notified of events in their area, safety officers responsible for workplace safety programs, and managers overseeing incident investigations and responses.

Reports should be completed as soon as possible after an incident occurs, ideally within 24 hours. Timely reporting ensures that all details are accurate, complete, and recorded while the information is still fresh.

Accurate incident reporting protects both the organization and its employees. Reports support workplace safety programs, assist in legal or insurance matters, and help ensure compliance with regulatory requirements. Without proper reporting, minor problems can go unnoticed and develop into more serious safety or operational risks.

Regulatory Compliance: Templates are designed with OSHA requirements in mind, ensuring all legally required information is captured accurately for better compliance.

Upload Attachments: Include photos of the incident scene, diagrams or sketches, witness statements, and medical reports to provide complete and thorough documentation.

Legally Binding Signatures: Collect signatures for legal compliance and accountability. The signed incident report PDFs  can serve as official documentation if needed.

Customizable Approval Workflow: Route incident reports automatically to supervisors or safety officers for review, verification, and formal approval, streamlining incident management.

Sync to Google Sheets: Sync form responses to Google Sheets. Easily track and analyze incidents, identify high-risk areas, processes, or times of day, and generate actionable insights.

Save to Google Drive: Automatically generate PDF versions of reports and sync them to Google Drive to meet recordkeeping requirements and maintain organized documentation.

Recordkeeping Compliance: Most jurisdictions require employers to retain incident reports for at least five years, with some records needing retention for 30 years or longer.

Privacy & Security: Incident reports may contain protected health information (PHI) covered by HIPAA. Mark fields as PHI to secure sensitive data, limit access and ensure compliance.

Mobile-Friendly: Enable employees to submit incident reports directly from smartphones, including the ability to attach photos for faster and more accurate reporting.

Whether you're managing a construction site, healthcare facility, manufacturing plant, or office environment, having a standardized incident report form ensures consistent documentation and compliance with OSHA regulations. This template streamlines the reporting process, making it easy for employees and supervisors to record incidents immediately after they occur, when details are fresh and accurate.

Create your customized incident report form and make reporting faster, easier, and more compliant.