Incident Report Template for United States

An Incident Report documents unexpected events, accidents, or safety issues that occur in workplaces across the Philippines. It captures essential details like what happened, when and where it took place, who was involved, and what immediate actions were taken - creating a clear record for both internal use and legal compliance.

Under Philippine labor laws and DOLE regulations, organizations must maintain these reports to track workplace incidents, support insurance claims, and demonstrate due diligence in handling emergencies. A well-written incident report helps prevent similar events, protects both employers and employees, and serves as crucial evidence if legal or regulatory questions arise later.

Create an Incident Report immediately after any workplace accident, injury, safety violation, or significant near-miss occurs in your organization. This includes equipment malfunctions, customer accidents, employee injuries, security breaches, or any situation that could lead to harm or liability under Philippine labor laws.

Time matters - filing the report within 24 hours helps capture accurate details while memories are fresh and evidence is available. DOLE regulations require prompt reporting of serious incidents, and insurance claims often need detailed documentation. Quick reporting also helps identify patterns, prevent future incidents, and protect your organization from potential legal complications.

• Incident Investigation Form: Detailed analysis document used after serious incidents, focusing on root causes and corrective actions
• Incident Response Form: Captures immediate actions taken during emergencies, including first aid and safety measures
• Employee Incident Report Form: Specific to workplace injuries or accidents involving staff members
• Hazard Report Form: Documents potential risks before incidents occur, focusing on prevention
• Hazard Incident Report Form: Combines hazard assessment with incident details when risks lead to actual events

• Safety Officers: Lead the incident reporting process and ensure compliance with DOLE regulations
• Employees: File initial reports when incidents occur and provide firsthand accounts as witnesses
• Supervisors: Review and validate Incident Reports, add context, and recommend preventive measures
• HR Managers: Maintain report records, coordinate with insurance providers, and handle employee claims
• Company Management: Review incident trends, approve corrective actions, and ensure adequate resources
• Government Inspectors: Audit incident documentation during workplace safety inspections
• Insurance Representatives: Use reports to process claims and assess workplace risk levels

• Basic Details: Record date, time, location, and names of all people involved in the incident
• Incident Description: Document exactly what happened in clear, factual terms without assumptions
• Visual Evidence: Take photos, videos, or sketches of the scene and any visible damages or injuries
• Witness Statements: Collect accounts from anyone who saw the incident while memories are fresh
• Initial Response: Note all immediate actions taken, including first aid or emergency measures
• Supporting Documents: Gather relevant maintenance records, training certificates, or safety procedures
• Verification: Have supervisors and involved parties review and sign the completed report

• Identification Details: Company name, address, and relevant business permits/registration numbers
• Incident Specifics: Date, time, location, and detailed description compliant with DOLE reporting standards
• Involved Parties: Names, roles, and contact information of all affected persons and witnesses
• Injury Documentation: Nature and extent of injuries, medical attention provided, and hospital details if applicable
• Property Impact: Description of damage to equipment, facilities, or other assets
• Corrective Measures: Actions taken to prevent recurrence and comply with safety regulations
• Authentication: Signatures of reporter, supervisor, and safety officer with their official designations

An Incident Report differs significantly from an Incident Response Plan in both timing and purpose. While both documents play crucial roles in workplace safety and compliance, they serve distinct functions in Philippine business operations.

• Timing and Purpose: Incident Reports are reactive documents created after an event occurs, while Response Plans are proactive documents prepared in advance
• Content Focus: Reports document specific details of what happened, while Plans outline predetermined procedures and protocols
• Legal Requirements: DOLE requires immediate Incident Reports for workplace accidents, while Response Plans are part of broader safety management systems
• Usage Period: Reports are one-time documents for specific events, while Plans are living documents regularly updated and referenced
• Stakeholder Involvement: Reports primarily involve those directly affected by an incident, while Plans engage all employees in preparation and training