When an accident or near miss happens on a construction site, your incident report is one of the most important tools you have. A well-written report doesn’t just check off a compliance box—it documents key facts, helps uncover root causes, supports claims, and prevents future incidents.
In this post, I’ll break down how to write an effective construction accident or incident report step-by-step, explain what to include (and what to avoid), and provide an example to guide your team.
What Makes a Good Construction Incident Report?
A strong incident report is clear, objective, and detailed. It should give anyone reading it—whether a safety manager, auditor, insurance provider, or legal team—a complete picture of what happened, when, where, and why. The best reports also include corrective actions taken and any follow-up required.
Good incident reports:
- Stick to the facts (no blame or speculation)
- Use clear, plain language
- Are written and submitted as soon as possible
- Include supporting materials (photos, witness statements, etc.)
What to Include in a Construction Incident Report
At a minimum, every construction incident report should answer the core questions: who was involved, what happened, where and when it happened, how it unfolded, and why. Structuring your report around these fundamentals ensures that you cover both the facts and the context that safety managers, investigators, or insurers need to understand the event.
Here’s a breakdown of the essential components and why they are important:
- Basic details: Establishes a clear record of when and where the event occurred
- People involved: Identifies those directly or indirectly connected to the incident
- Description of what happened: Offers an objective timeline and context of the incident
- Injury or damage info: Details the impact, whether on people, equipment, or property
- Root causes or contributing factors: Helps identify risks that can be mitigated in the future
- Immediate actions taken: Documents the on-site response and mitigation efforts
- Preventive actions: Reinforces commitment to ongoing safety improvements
- Signatures: Confirms review and accountability by relevant parties
- Optional attachments: Supporting documentation or photos help provide context and proof.
How to Write an Incident Report: Step-by-Step
Once you know what to include, it’s important to structure your report clearly and write in a way that’s professional, objective, and easy to follow. Here’s how to put your incident details into a well-written report:
- Start with the facts. Record the time, date, project name, and specific location where the incident occurred.
- Identify everyone involved. Include full names, job titles, employers, and who was directly or indirectly affected.
- Describe what happened. Be objective. Avoid speculation or blaming anyone. Focus on what you saw or were told.
- Note injuries or damage. Be specific about what part of the body was affected, what equipment failed, or what property was damaged.
- Explain contributing factors. Was the weather a factor? Was PPE missing? Did equipment malfunction?
- Document immediate response. What steps were taken right after the incident? Who provided first aid? Was the area cleared or shut down?
- Outline next steps. Recommend actions to prevent a repeat incident.
- Get signatures. The reporter and supervisor should both sign off to confirm accuracy and review.
Example Construction Incident Report
To help you visualize how a well-written report comes together, here’s a completed example of a Near Miss Report from a real-world scenario. In this case, a concrete carpenter narrowly avoided a serious fall after another subcontractor removed guardrails around an elevator shaft without warning. The near miss triggered immediate corrective action—and highlights how proactive reporting can prevent future injuries, improve coordination between trades, and reinforce fall protection protocols.
This report stands out for its clarity, level of detail, and objectivity. It identifies not just what almost happened, but who was involved, what factors contributed to the situation, and what steps were taken to prevent it from happening again. It avoids blame while still holding parties accountable, includes witness information, and outlines both immediate and long-term corrective actions. This is exactly the kind of report that strengthens jobsite safety, supports a culture of accountability, and gives management the information they need to act quickly and effectively.
Want to learn more about why reports like this matter? Read our guide on near miss reporting in construction—why it’s critical (and often ignored).
If you don’t already have a standardized form for reporting incidents, we’ve put together a free downloadable package that includes this Near Miss Report template, and four more:
✅ Accident / Injury Report
✅ Equipment Failure Report
✅ Property Damage Report
✅ Worker Misconduct Report
Final Tips
- Don’t delay: aim to complete reports the same day
- Use short paragraphs or bullet points in the narrative to aid clarity
- If handwriting reports, make sure they’re legible and complete
Remember, a clear report protects your workers, your company, and your ability to prevent the next incident.