Skip to main content
Skip to main content

Incident Reporting Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: All Employees, Supervisors, Safety Director

Purpose​

Establish a clear, consistent process for reporting, investigating, and documenting all workplace incidents including injuries, near-misses, and property damage.

What Must Be Reported​

Immediately Report ALL of the Following:​

Incident TypeExamples
InjuriesAny injury requiring first aid or beyond
IllnessesWork-related illness symptoms
Near-MissesClose calls that could have caused injury
Property DamageEquipment, materials, structures, vehicles
EnvironmentalSpills, releases, contamination
Third-PartyInjuries to non-employees, public
Vehicle AccidentsAny accident involving company vehicles
SecurityTheft, vandalism, threats

No Exceptions​

  • No injury is "too minor" to report
  • Near-misses are as important as actual injuries
  • Delayed reporting = disciplinary action

Reporting Timelines​

Incident TypeReport To SupervisorReport to SafetyOSHA Requirement
FatalityImmediatelyImmediatelyWithin 8 hours
HospitalizationImmediatelyImmediatelyWithin 24 hours
AmputationImmediatelyImmediatelyWithin 24 hours
Loss of EyeImmediatelyImmediatelyWithin 24 hours
Serious InjuryImmediatelySame dayVaries
Minor InjuryWithin 1 hourSame dayRecord if meets criteria
Near-MissWithin 4 hoursSame dayNot required but critical
Property DamageWithin 4 hoursSame dayN/A

Step-by-Step Reporting Process​

Step 1: Respond to the Incident​

For Injuries:

  1. Ensure scene is safe
  2. Provide/obtain first aid
  3. Call 911 if serious injury
  4. Do not move seriously injured unless in danger
  5. Secure the area

For Non-Injury Incidents:

  1. Stop work in affected area
  2. Secure the scene
  3. Prevent further damage
  4. Preserve evidence

Step 2: Notify Supervisor Immediately​

Verbal Report - Include:

  • What happened
  • Who is involved
  • Where it happened
  • Current status
  • Help needed

Supervisor Actions:

  1. Ensure injured person gets care
  2. Secure the scene
  3. Notify Safety Director
  4. Begin documentation
  5. Identify witnesses

Step 3: Complete Incident Report​

Who Completes: Supervisor with input from involved parties
When: Same day, within 24 hours maximum

Incident Report Contents:

Section 1: Basic Information​

  • Date and time of incident
  • Location (specific)
  • Project name/number
  • Weather conditions
  • Shift/crew

Section 2: People Involved​

  • Injured person(s) name
  • Job title/trade
  • Years of experience
  • Supervisor name
  • Witnesses

Section 3: Incident Description​

  • Detailed description of what happened
  • Task being performed
  • Tools/equipment involved
  • Step-by-step sequence of events

Section 4: Injury Details (if applicable)​

  • Nature of injury
  • Body part affected
  • First aid provided
  • Medical treatment obtained
  • Time lost (if any)

Section 5: Investigation​

  • Root cause analysis
  • Contributing factors
  • Immediate cause
  • Underlying cause

Section 6: Corrective Actions​

  • Immediate actions taken
  • Long-term corrective actions
  • Person responsible
  • Due date
  • Verification method

Step 4: Investigation​

Who Investigates:

  • Supervisor (initial)
  • Safety Director (serious incidents)
  • Management (fatalities, serious injuries)

Investigation Steps:

  1. Secure and document the scene (photos, sketches)
  2. Interview witnesses separately
  3. Review relevant documents (JHA, training records)
  4. Identify root causes
  5. Develop corrective actions
  6. Document findings
  7. Implement corrections
  8. Follow up

Root Cause Categories:

  • Unsafe conditions (environment, equipment)
  • Unsafe acts (behavior, procedures)
  • Management systems (training, supervision)
  • Design/engineering issues

Step 5: Medical Treatment​

For Work-Related Injuries:

  1. Provide first aid on site
  2. If beyond first aid, transport to clinic/ER
  3. Use designated medical provider (workers' comp)
  4. Provide clinic with company information
  5. Get work status documentation
  6. Follow up with employee

Workers' Compensation Process:

  1. Report injury to HR/Safety
  2. Complete First Report of Injury
  3. Submit to insurance carrier
  4. Follow up on claim status
  5. Coordinate return to work

Step 6: OSHA Recordkeeping​

Determine Recordability:

Must record if work-related AND results in:

  • Death
  • Days away from work
  • Restricted work or transfer
  • Medical treatment beyond first aid
  • Loss of consciousness
  • Significant injury/illness diagnosed

OSHA Log 300:

  • Record within 7 days of learning of case
  • Maintain for 5 years
  • Post annual summary (Feb 1 - April 30)

Near-Miss Reporting​

Why Near-Misses Matter​

  • Near-misses predict future injuries
  • Same root causes, different outcome
  • Learning opportunity without injury
  • Encourages proactive safety culture

Near-Miss Reporting Process​

  1. Stop work if continuing is unsafe
  2. Report to supervisor immediately
  3. Complete Near-Miss Report form
  4. Investigate root causes
  5. Implement corrective actions
  6. Share lessons learned

Encouraging Near-Miss Reporting​

  • No blame culture
  • Recognize reporters
  • Act on reports quickly
  • Share outcomes
  • Track and trend data

Incident Report Form Template​

=====================================
INCIDENT REPORT FORM
=====================================

REPORT #: _________  DATE OF REPORT: __________

SECTION 1: INCIDENT INFORMATION
---------------------------------------
Date of Incident: __________ Time: __________
Project Name: ____________________________
Project Number: __________________________
Location on Site: ________________________
Weather Conditions: ______________________

Incident Type (check all that apply):
☐ Injury    ☐ Near-Miss    ☐ Property Damage
☐ Vehicle   ☐ Environmental ☐ Other: ________

SECTION 2: PEOPLE INVOLVED
---------------------------------------
Injured Person Name: _____________________
Job Title: ____________ Trade: ____________
Employer: ______________________________
Years Experience (this trade): _____________
Supervisor: ____________________________

Witnesses:
1. Name: _____________ Phone: ____________
2. Name: _____________ Phone: ____________
3. Name: _____________ Phone: ____________

SECTION 3: INCIDENT DESCRIPTION
---------------------------------------
Task being performed:
___________________________________________

Describe what happened (be specific):
___________________________________________
___________________________________________
___________________________________________
___________________________________________

SECTION 4: INJURY DETAILS
---------------------------------------
Nature of Injury: ________________________
Body Part: _______________________________
First Aid Given: ☐ Yes ☐ No
If yes, describe: ________________________
Medical Treatment: ☐ Yes ☐ No
Facility: _______________________________
Lost Time: ☐ Yes ☐ No
If yes, duration: ________________________

SECTION 5: ROOT CAUSE ANALYSIS
---------------------------------------
Immediate Cause:
___________________________________________

Contributing Factors:
___________________________________________

Underlying/Root Cause:
___________________________________________

SECTION 6: CORRECTIVE ACTIONS
---------------------------------------
| Action | Responsible | Due Date | Completed |
|--------|-------------|----------|-----------|
|        |             |          |           |
|        |             |          |           |
|        |             |          |           |

SECTION 7: SIGNATURES
---------------------------------------
Prepared By: _____________ Date: __________
Supervisor: ______________ Date: __________
Safety Director: _________ Date: __________

Photos Attached: ☐ Yes ☐ No  How many: ____
Witness Statements: ☐ Yes ☐ No

=====================================

Post-Incident Actions​

Communication​

  • Brief crew on incident (without blame)
  • Share lessons learned
  • Update safety meeting topics
  • Communicate across company if applicable

Follow-Up​

  • Track corrective action completion
  • Verify effectiveness
  • Monitor injured employee recovery
  • Update training if needed
  • Review incidents monthly
  • Identify patterns
  • Address systemic issues
  • Measure improvement
  • Near-Miss Report Form
  • Witness Statement Form
  • Root Cause Analysis Guide
  • Return to Work Program
  • OSHA 300 Log
  • First Report of Injury Form

Software Integration​

BLDR Pro Features:

  • Mobile incident reporting
  • Photo documentation
  • Automatic notification workflow
  • Corrective action tracking
  • Incident analytics
  • OSHA log integration

Template provided by support.construction. Customize with your company information.