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Incident Report Form

Record incidents at your charity online, capturing the date, description, type, and reporter details for a clear, accountable log.

Description

The Incident Report Form gives your organization a reliable way to document anything that goes wrong, from accidents and injuries to safeguarding concerns and near misses. The date and a detailed description capture exactly what happened, while the person reporting and their contact details keep every record accountable.

An incident type field, with space to specify, helps you categorize and analyze events over time, and a question about whether emergency services were contacted flags the most serious cases. An additional notes field ensures nothing important is left out of the record.

Consistent incident records help your charity spot patterns, meet its duty of care, and act quickly when needed. Sign up for a free Fun Forms account to customize the incident types and embed this report form on your website.

Form fields

Everything the Incident Report Form above collects — 9 fields, so you can see exactly what it captures before you make it your own.

Incident Report

  • Date of Incident

    Date Icon
    Date

  • Description of Incident

    Long Answer Icon
    Long Answer

  • Person Reporting

    Name Icon
    Name

  • Contact Number

    Telephone Icon
    Telephone

  • Email Address

    Email Icon
    Email

  • Incident Type

    Single-Select Icon
    Single-Select

  • Please specify incident type:

    Short Answer Icon
    Short Answer

  • Was emergency services contacted?

    Yes/No Icon
    Yes/No

  • Additional notes

    Long Answer Icon
    Long Answer
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Template FAQs

Common questions about the Incident Report Form — what it captures, when to use it, and how to make it your own.

What is an incident report form?

An incident report form is an online form used to document an accident, injury, safeguarding concern, or other event within an organization. It captures the date, a description, the type of incident, and who reported it, creating an accountable record your team can review and act on.

Who should complete an incident report?

Any staff member, volunteer, or witness who observes an incident should complete a report as soon as possible. The person reporting field records who submitted it, and their contact details allow follow-up, ensuring your team can gather more information or clarify what happened while the details are still fresh.

Why record whether emergency services were contacted?

Noting whether emergency services were contacted immediately flags the most serious incidents for urgent attention. It tells your team which events involved police, ambulance, or fire services, helps with any official follow-up, and ensures the highest-priority cases are reviewed and escalated rather than sitting in a general queue.

How does categorizing incidents help?

An incident type field, with a specify option, lets you group events into meaningful categories. Over time this makes it easy to spot patterns, identify recurring risks, and target improvements where they matter most, turning individual reports into insight that helps prevent future incidents across your organization.

Can reporters add extra detail?

Yes. An additional notes field gives reporters space to record anything the structured questions do not cover, such as witnesses, contributing factors, or actions already taken. This ensures the record is as complete as possible, which is invaluable if the incident needs investigation or review later on.

Is the incident report form free?

Yes, this incident report form is completely free, and you can customize the incident types and fields to fit your organization, embed it on your website, and launch it with no coding required. Simply create a free Fun Forms account to start logging incidents online.

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