Incident and Non-Conformance Management Form Template for England and Wales

An Incident and Non-Conformance Management Form helps organizations track and respond to workplace problems, accidents, and violations of standard procedures. It's a crucial tool for meeting UK health and safety requirements, particularly under the Management of Health and Safety at Work Regulations 1999.

The form captures key details about what went wrong, who was involved, and what actions were taken to fix the issue. It supports continuous improvement by creating a clear record of incidents, helping prevent future problems, and showing regulators that your organization takes compliance seriously. Many British businesses use these forms as part of their ISO 9001 quality management systems.

Use an Incident and Non-Conformance Management Form immediately after any workplace accident, near-miss, or deviation from standard procedures. This includes machinery malfunctions, safety equipment failures, chemical spills, or situations where staff ignore required protocols. Under UK law, prompt documentation helps protect your organization and shows due diligence to HSE inspectors.

Complete the form when quality standards aren't met, like product defects or service delivery issues. It's especially important in regulated industries such as healthcare, manufacturing, and construction. Early reporting through these forms helps identify patterns, prevent future incidents, and demonstrates compliance with ISO standards and regulatory requirements.

• Basic Health & Safety Incident Forms: Track accidents, injuries, and near-misses with fields for witness statements and immediate actions taken
• Quality Management Non-Conformance Forms: Focus on product defects, process deviations, and quality control issues in manufacturing settings
• Environmental Incident Reports: Detail environmental breaches, chemical spills, or waste management issues
• Service Delivery Non-Conformance Forms: Document customer complaints and service standard violations in service industries
• Integrated QHSE Forms: Combine quality, health, safety, and environmental tracking for comprehensive management systems

• Health & Safety Officers: Responsible for creating and maintaining the forms, investigating incidents, and ensuring proper documentation
• Department Managers: Complete forms when incidents occur in their areas, implement corrective actions, and monitor compliance
• Frontline Staff: Report incidents and near-misses, provide witness statements, and follow corrective actions
• Quality Managers: Review non-conformance reports, track patterns, and oversee improvement processes
• Senior Management: Review incident trends, approve major corrective actions, and ensure regulatory compliance
• External Auditors: Assess incident records during ISO certifications and regulatory inspections

• Incident Details: Gather exact date, time, location, and description of what happened
• People Involved: Record names and roles of all witnesses, affected staff, and those reporting the incident
• Evidence Collection: Take photos, preserve relevant documents, and secure any physical evidence
• Risk Assessment: Document immediate and potential risks, including severity and likelihood of recurrence
• Immediate Actions: Note all steps taken to control or contain the situation
• Root Cause Analysis: Identify underlying factors that contributed to the incident
• Corrective Measures: Detail specific actions needed to prevent future occurrences

• Incident Identification: Unique reference number, date, time, and location details conforming to HSE reporting standards
• Incident Classification: Clear categorisation of incident type and severity level per UK regulations
• Personnel Details: Names and roles of all involved parties, including witnesses and investigators
• GDPR Compliance: Data protection statements and consent for personal information handling
• Risk Assessment: Structured evaluation following Management of Health and Safety at Work Regulations
• Corrective Actions: Detailed improvement plan with timelines and responsibilities
• Authentication Section: Dated signatures from relevant authorities and investigators

While both documents address workplace incidents, an Incident and Non-Conformance Management Form differs significantly from an Incident and Non-Conformance Management Policy. The form is a tactical tool for recording specific events, while the policy sets out the overall framework for handling incidents.

• Purpose and Scope: Forms capture detailed information about individual incidents as they happen, while policies outline the organization's general approach, responsibilities, and procedures
• Usage Frequency: Forms are completed for each incident or non-conformance, while policies are standing documents reviewed annually
• Legal Standing: Forms serve as evidence of due diligence and regulatory compliance, while policies demonstrate organizational commitment to proper incident management
• Content Detail: Forms contain specific dates, names, and actions taken, while policies provide broader guidelines and procedures