Picking out the right words to describe an incident can get quite tricky, especially when someone is being interviewed about what exactly had happened. And with the advent of new technologies used in investigations, that task has become even more difficult. To help out with that, here are some key points to avoid in writing an incident report.
1. Putting Too much Detail in the Report
This may sound counter-intuitive, but putting in too much detail in an incident report could work against you. By putting in unnecessary details can hamper your recollection further and cause a bigger confusion. It is also best to put only the most pertinent information that will help with the investigation, and nothing else.
2. Putting Too Few Details in the Report
Having a lack of information could also be a problem as it can lead to questions from the investigators about what you have not included. And since every word is important, you must put only the necessary details without leaving out anything. For example, if you are tasked to report about auto theft, you must include the make and model of the car, or else it might cause some problems for you later on.
With the right incident report template in Venngage, you can be sure that you’ll bring up everything relevant. Â
3. Using Formal Language
You must use simple and clear terms in your employee incident report form to get your point across without mixing too many pronouns or technical jargon. It is also best to write it in a narrative form, much like in a case study. This is so that when the investigators come back to you with some questions for clarification, you will be able to answer them easily and concisely.
4. Putting Down Irrelevant information
Your workplace incident report should only contain the relevant details about the incident and nothing more. This is because adding unnecessary information can make your report bulky and crowded. You also need to make sure that the reports are unbiased since you will be describing a certain incident as if you were watching a TV program. It is best not to comment about whether an individual involved in the incident was at fault or not but instead focuses on reporting its facts.
5. Using One’s Assumptions
When writing an incident report, it is best not to assume anything about the incident without any concrete evidence to back it up. This can hamper your investigation and may cause some problems for you later on if there are changes done in the process of your investigation. Putting down what you think happened in the incident is okay, but not without any basis.
6. Using Technical Jargons
For most people who are not proficient with specific terminologies used in a certain field, it would be best to use simple and clear terms when writing an incident report. This will give them a better understanding of your report and will help you avoid mixing up certain terms. It would also be best to use words that are commonly used so that your investigators can easily get the gist of your report without giving them any problems.
7. Adding Personal Feelings
While you need to make sure that you stick with the facts when writing an incident report, it is also crucial for you to write it neutrally without using too much personal judgment or emotions. You can avoid mixing up your judgments and emotions in the process of your investigation by making sure that you distance yourself from the incident and focus on reporting instead.
8. Asking About One’s Opinion
Most of the time, it would be best not to ask your investigators about their opinions or views on a certain incident. This is because they might share certain details that you have yet to find out about, and without knowing them upfront, it could ruin the whole process of your investigation. Additionally, avoiding asking for other’s input can help you from being influenced by any of their ideas.
9. Making Assumptions About an Individual’s Guilt
A good rule on how to write an incident report is to make any judgments about the guilt of a certain person until the time that you have enough proof to support your conclusion. This is because there are times when individuals can easily get offended if they think that you are saying something bad about their character.
10. Having Too Many Empty Spaces or Lines
If you are using a word processor to write your incident reports, it is best to make sure that the document has enough spaces between sections and paragraphs so that it will be easier for you to fill them up later on. This can help you avoid any misunderstandings regarding your report’s organization, and can help you finish your report promptly.
In Conclusion
The incident report is a vital part of the aftermath of any event. It should be written in such a way that it provides an accurate and thorough account of what occurred, while also protecting your company’s interests. Following these guidelines will help ensure that your incident report provides the necessary information without being too overwhelming for those who read it later on.Â
