Incident Report Template for Netherlands

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Key Requirements PROMPT example:

Incident Report

I need an incident report template that allows for detailed documentation of workplace incidents, including sections for date, time, location, involved parties, a description of the incident, immediate actions taken, and recommendations for future prevention. The report should be clear, concise, and suitable for submission to both internal management and external regulatory bodies.

What is an Incident Report?

An Incident Report documents unexpected events, accidents, or safety issues that occur in a workplace or organization. Under Dutch labor laws and the Working Conditions Act (Arbowet), employers must track and investigate incidents that affect worker safety, property damage, or operational disruptions.

These reports help businesses meet their legal duty of care, prevent future problems, and support insurance claims. Dutch companies typically include key details like the incident date, location, involved parties, witness statements, and actions taken. For serious incidents, employers must notify the SZW Inspectorate (Dutch Labor Authority) within 24 hours.

When should you use an Incident Report?

File an Incident Report immediately when workplace accidents, near-misses, or safety issues occur in your Dutch organization. This includes situations like employee injuries, equipment malfunctions, security breaches, or any event that impacts workplace safety or operations.

Under Dutch law, you must document serious incidents within 24 hours and notify the SZW Inspectorate. Complete the report while details are fresh - gather witness statements, take photos, and record exact times and locations. This documentation protects your organization legally, helps prevent similar incidents, and maintains compliance with the Arbowet requirements for workplace safety management.

What are the different types of Incident Report?

Who should typically use an Incident Report?

  • Health & Safety Officers: Lead the incident reporting process, ensure proper documentation, and coordinate with management on follow-up actions
  • Employees: Report incidents they witness or experience, provide detailed accounts, and participate in investigations when needed
  • Department Managers: Review and validate reports, implement preventive measures, and maintain incident records for their teams
  • SZW Inspectorate: Receives mandatory reports for serious incidents, conducts investigations, and enforces compliance with Dutch safety regulations
  • Insurance Companies: Use incident reports to process claims and assess workplace risk levels
  • Works Council (OR): Reviews incident patterns and advocates for safety improvements based on report findings

How do you write an Incident Report?

  • Basic Details: Document date, time, location, and names of all involved parties immediately after the incident
  • Evidence Collection: Take photos, gather witness statements, and secure any relevant video footage or equipment readings
  • Incident Description: Write a clear, factual account of what happened, avoiding speculation or blame
  • Medical Information: Note any injuries, first aid provided, and medical professionals involved
  • Response Actions: Record immediate steps taken to control the situation and prevent further harm
  • Risk Assessment: Evaluate the severity and potential recurrence of similar incidents
  • Legal Requirements: Check if the incident requires mandatory reporting to Dutch authorities under Arbowet guidelines

What should be included in an Incident Report?

  • Incident Details: Date, time, precise location, and nature of the incident as required by Arbowet guidelines
  • Involved Parties: Names and roles of affected employees, witnesses, and responding personnel
  • Injury Documentation: Description of any injuries, medical treatment provided, and healthcare providers involved
  • Risk Classification: Assessment of incident severity according to Dutch safety standards
  • Preventive Measures: Actions taken to prevent recurrence and comply with duty of care obligations
  • Authority Notification: Documentation of required reports to SZW Inspectorate or other regulators
  • Verification Section: Signatures of incident reporter, supervisor, and safety officer with dates

What's the difference between an Incident Report and an Incident Response Plan?

An Incident Report and an Incident Response Plan serve different but complementary purposes in Dutch workplace safety management. While both documents support legal compliance with Arbowet requirements, they function quite differently in practice.

  • Timing and Purpose: Incident Reports document events after they occur, providing detailed accounts of specific incidents. Response Plans are prepared in advance, outlining procedures for handling future incidents
  • Content Focus: Reports capture specific facts, witness statements, and actual damages. Plans detail emergency procedures, contact lists, and response protocols
  • Legal Function: Reports serve as official records for insurance, regulatory compliance, and potential legal proceedings. Plans demonstrate preventive compliance with Dutch safety regulations
  • Usage Pattern: Reports are created reactively for each incident. Plans are proactive documents updated periodically or when procedures change

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