Free incident report form
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An incident report form is used to record and document a workplace incident as soon as it occurs. This page explains what to include in an incident report, how to complete the form, and offers a free PDF-ready incident report form you can download and use straight away. No sign-up required.
Last updated: 2026-04-17 · MapTrack
Commercial Director
How to use: Record incident details and type → describe what happened → list persons involved and witnesses → note immediate actions → identify root cause and corrective actions → sign and date → save as PDF (Print → Save as PDF in your browser).
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- ✓ Covers incident details, injury description, witnesses, corrective actions and sign-off
- ✓ Free to use with or without MapTrack
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What is an incident report?
An incident report is a formal written record of an event that has caused, or had the potential to cause, injury, illness, property damage or environmental harm in the workplace. The report documents who was involved, what happened, when and where it occurred, what injuries or damage resulted, what immediate actions were taken, and who witnessed the event. In Australia, workplace incident reporting is a legal requirement under the Work Health and Safety (WHS) Act and Regulations. Incident reports serve as the foundation for investigation, corrective action, regulatory notification (where required), insurance claims and organisational learning.
Benefits of using an incident report form
- Compliance with WHS regulations: meet your legal obligations under the WHS Act and Regulations to report, record and notify incidents. Notifiable incidents must be reported to the regulator immediately.
- Root cause analysis: a well-documented report provides the factual basis needed for incident investigation and root cause analysis.
- Corrective actions: structured reporting ensures corrective actions are identified, assigned to responsible persons and tracked to completion.
- Pattern identification: consistent reporting allows organisations to identify trends, repeat incidents and high-risk areas across sites and teams.
- Insurance and legal protection: accurate, timely incident records support workers compensation claims, public liability claims and demonstrate due diligence.
- Worker engagement: encouraging all workers to report incidents (including near misses) builds a proactive safety culture where hazards are addressed before they cause harm.
Benefits of digitising forms in MapTrack
When you move your reports from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Escalate critical hazards instantly to safety managers via push notification.
- Maintain an auditable safety register that satisfies WHS regulator requests.
- Correlate incident trends across sites with built-in safety analytics.
Book a demo to see digital inspections and forms in MapTrack.
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What to include in an incident report form
Our free incident report form includes:
- Incident details: date of incident, time, location/site, department, reported by, date reported.
- Persons involved: name, role/position, employer, and a description of any injury or damage sustained.
- Injury/damage details: incident type (personal injury, near miss, property damage, environmental, vehicle/plant) and severity (minor, moderate, serious, critical).
- Witnesses: name, contact details and a summary of their statement.
- Immediate actions taken: first aid, area secured, notifications made, equipment isolated.
- Root cause / contributing factors: initial assessment of why the incident occurred.
- Corrective actions: action required, responsible person, due date and completion status.
- Sign-off: reported by, supervisor/manager, and WHS officer/coordinator sign-off with date.
How to complete an incident report
- Record the incident details at the top of the form, including the date, time, location and who is reporting the incident.
- Select the incident type (personal injury, near miss, property damage, environmental, vehicle/plant) and severity level (minor, moderate, serious, critical).
- Describe what happened in the free-text area. Be factual, specific and avoid assigning blame. Include what the person was doing, what went wrong and what the outcome was.
- Record details of all persons involved and any witnesses. Include their name, role, employer and a summary of injuries sustained or their witness statement.
- Document the immediate actions taken (first aid, area secured, equipment isolated) and note the initial root cause or contributing factors.
- Complete the corrective actions table, sign the form and submit it to your supervisor or WHS officer. Keep the form for your records or save as PDF.
In MapTrack, you can build digital incident report forms, attach photo evidence, trigger automatic notifications to supervisors and safety teams, and track corrective actions to closure, all linked to the relevant asset, location or person. Book a demo to see how.
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Back to download formTypes of workplace incidents
Workplace incidents fall into several categories, each of which should be reported using an incident report form:
- Personal injury: any event resulting in physical harm to a worker, including cuts, burns, fractures, sprains, crush injuries and exposure to harmful substances.
- Near miss: an event that did not result in injury or damage but had the potential to do so. Near misses are valuable leading indicators and should always be reported.
- Property damage: damage to equipment, infrastructure, vehicles or other assets caused by an unplanned event.
- Environmental: spills, leaks, emissions or contamination events that affect the natural environment.
- Vehicle/plant incidents: collisions, rollovers, tip-overs, loss of control or mechanical failures involving vehicles, mobile plant or fixed plant.
- Dangerous occurrences: events defined under WHS Regulations as notifiable dangerous incidents, such as uncontrolled collapse of a structure, implosion, explosion, or uncontrolled release of gas, steam or a pressurised substance.
Frequently asked questions
- What is an incident report form?
- An incident report form is a structured document used to record the details of a workplace incident as soon as possible after it occurs. It captures what happened, who was involved, what injuries or damage resulted, what immediate actions were taken, and who witnessed the event. The form creates a written record that supports regulatory compliance, insurance claims, and subsequent investigation. Unlike an incident investigation form (which analyses why it happened), the incident report focuses on accurately documenting what happened.
- When should you complete an incident report form?
- An incident report form should be completed as soon as practicable after any workplace incident, near miss or dangerous occurrence. Under Australian WHS Regulations, certain incidents (death, serious injury or illness, dangerous incident) are notifiable and must be reported to the regulator immediately by the fastest means possible, followed by a written notification within 48 hours. Even for non-notifiable incidents, best practice is to complete the form within the same shift while details are fresh. Many organisations set a policy of reporting within 24 hours.
- Who should fill out an incident report form?
- The person who was directly involved in or first witnessed the incident should complete the initial report. If the injured worker is unable to complete the form, their supervisor or a co-worker who witnessed the event should fill it out on their behalf. The supervisor or WHS officer then reviews and co-signs the form. In some organisations, the supervisor completes the form based on information provided by the injured worker and witnesses. Regardless of who fills it out, the form should be reviewed by the relevant supervisor, safety officer or WHS coordinator before it is filed.
- Is the template free to use without MapTrack?
- Yes. Download and use the incident report form for free. Print → Save as PDF. No MapTrack account required. If you later want digital incident reporting linked to assets and locations, with automatic supervisor notifications and corrective action tracking, we'd be happy to show you MapTrack.
Need digital incident reporting with corrective action tracking?
Manage incident reports in MapTrack. Link evidence to assets and locations, trigger automatic supervisor notifications, track corrective actions to completion, and build a safety intelligence picture across all your sites.