What Is an Employee Incident Report?
An employee incident report form creates a written record of an employee’s poor behavior or misconduct. It establishes a permanent record of an employee being:
- Disruptive
- Inappropriate
- Otherwise unprofessional
Employers and HR personnel use this form to summarize a behavioral issue. They describe the incident, state who was involved, and explain the corrective actions taken. If an employee is a repeat offender, you can use this form to identify behavioral patterns. It can help you better manage your workforce, mitigate problematic behavior, and, if needed, improve company policies.
Alternative Way to Report Issues in the Workplace
If a workplace problem leads to injuries or larger concerns about worksite safety, you can report it using a workplace incident report form. This form helps meet OSHA reporting requirements when needed.
When to Complete an Incident Report for an Employee
Complete an incident report for an employee for the following types of incidents:
- Insubordination
- Harassment or bullying
- Violation of company policy
- Attendance or tardiness issues
- Disruptive or aggressive behavior
- Discrimination or offensive conduct
- Theft
- Misuse of company property
What Comes After an Employee Behavior Incident Report?
After you complete an employee behavior incident report, you may need to follow up with an employee disciplinary action form to hold the employee accountable.
How to Write an Employee Incident Report
Writing an employee incident report can help you document issues with individual employees. By bringing these issues to light, you can drive positive change and help employees act with integrity and uphold moral standards going forward. Here’s how to write an employee incident report that captures all the key details.
Step 1 – Name the Reporter
Identify the person who is writing the employee behavior incident report. State their name and provide their title within the company.
Step 2 – Give the Incident Date & Time
Describe where the incident took place. Provide a street address, as well as a specific location on the company campus or in the company office, such as a specific office or floor number.
Include the date and time the event occurred. If you’re unsure of the exact time, you can provide an estimate, but try to get as close as possible. This way, company personnel and, if needed, law enforcement can review security footage to see what unfolded.
Step 3 – Identify the Employee(s) Involved
Identify all the employees involved in the incident. Legal Templates’s employee incident reporting form lets you input their name, department, title, and contact information. Including all this information makes it easier to pinpoint who was involved.
If you’re missing key details about the employee, refer to their employee information form, if you have one on file.
Step 4 – Describe the Behavior Issue
Name the behavioral issue and describe the incident in detail. If there was more than one area of concern, such as insubordination, aggressive behavior, and offensive conduct, you can note this on your incident report for employee behavior. Remain objective when describing what happened and include as many details as possible.
Provide the name and contact information of any witnesses to the event.
Step 5 – Explain the Action Taken
Discuss what action was taken to immediately intervene and address the situation. It may have involved:
- Speaking to the employee at the time of the incident
- Removing the employee from the area where the incident occurred
- Notifying HR or a supervisor
- Involving the company’s security team
Also, note whether an internal investigation occurred after the incident. If there was, provide the following details about it:
- The date it occurred
- The name of the investigator
- Key findings (such as the effect of the incident on the workplace and other employees)
While you may use a separate form to report disciplinary measures, you can summarize whether the at-fault employee was subject to a verbal or written warning, suspension, or termination.
Step 6 – Provide Supporting Documents
Your employee conduct incident report is a strong starting point, but you may need to provide other documents to support your case. For example, attach copies of email correspondence or pictures of the incident scene to show what happened and provide context.
Step 7 – Have HR Conduct a Review
Name the person from your company’s HR department who will review your incident report for employee behavior. They will study the form, take action in accordance with company policies, and store it in the company’s records for future reference.
Employee Incident Report Sample
View our employee incident report sample to get an idea of how to summarize an event at work involving employee misconduct. We provide a ready-to-use form that you can customize with the details unique to the incident at hand. Once you fill out our employee incident report template, you can download copies in PDF or Word format to use as needed.
