How to use itUse it after the initial incident report, once the scene is safe. Focus on causes and fixes, not blame.
Who fills it inA supervisor plus someone outside the affected area
WhenWithin a day or two of the incident
Time neededA few hours of interviews and review
Keep itWith the original incident report and action log
Where the accident investigation report template fits
An incident report records the facts; an investigation looks for causes. The aim is to learn and to prevent a repeat.
Some accidents must be reported to authorities within strict deadlines. Check what applies to you and do that first.
15 items. Fill it in on screen or print a copy.
Summary
Facts
Causes
Actions
How to put it to work
Start within a day or two while memories are fresh.
Interview people separately.
Ask why several times to reach root causes.
Look at schedules and hours worked, since fatigue can be a factor.
Share lessons with the team.
The accident investigation report at one business
A warehouse worker strains his back lifting boxes at the end of a 12-hour shift. The investigation finds that a lift assist was out of service for a week and that the shift was short two people. Actions: repair the lift within 48 hours, add a backup and review weekend staffing.
Why keep an accident investigation report
Under OSHA’s recordkeeping rule at 29 CFR 1904, many employers with more than 10 employees must log recordable injuries, and stitches count as medical treatment beyond first aid. An investigation that finds the underlying cause is how the same injury is kept from happening at the next bay.
Sample accident investigation report, filled in
Incident report ref
IR-2026-031
Date, time, location
Oct 14, 3:40 pm, loading bay 2
Injury
Cut to left hand, 4 stitches
Immediate cause
Banding strap snapped back when cut
Underlying cause
No strap cutter at bay 2; utility knife used
Corrective action
Safety strap cutters at all bays, owner Mike, by Oct 21
Follow-up check
Nov 4
At Ridgeway Supply, a building materials yard in Boise, the report keeps the snapped strap and the missing cutter on separate lines. The action fixes the tool gap at every bay, not just bay 2.
Where this usually goes wrong
Writing ’employee was careless’ as the root cause. That stops the inquiry too early; ask what made the unsafe act easy or likely, such as missing tools or time pressure.
Interviewing witnesses together in the break room. Their stories blend; talk to each person separately and in a calm setting.
Closing the report when actions are assigned rather than when they work. Set a check date and confirm the fix actually changed the conditions.
The accident investigation report by team type
Warehouses and logisticsPull scanner, forklift or shift data to rebuild the timeline, and check whether the incident happened late in a long shift.
Healthcare and care homesSeparate patient privacy details from the report body, and include staffing ratios and handover notes in the facts.
Pro tipDraw a simple sketch of the scene with distances and positions, even if you have photos. A sketch shows how things related to each other in a way a photo often cannot.
Questions about the accident investigation report template
Who investigates?
A manager and someone independent of the area, ideally trained.
Is it the same as an incident report?
No, it comes after and looks for causes.
Should we look for blame?
Focus on causes and systems.
What about reporting to authorities?
Check your obligations and deadlines.
How soon should an accident investigation start?
Start as soon as the injured person is cared for and the area is safe, ideally on the same shift. Photograph the scene before anything is cleaned up or moved, and talk to witnesses separately while their memory is fresh. Equipment involved should be tagged out until the investigation is done.
What is the 5 Whys method in an accident investigation?
You state what happened and ask why it happened, then ask why again about each answer until you reach a cause you can fix. ‘He cut his hand’ leads to ‘he used a utility knife’, then to ‘there was no strap cutter at that bay’. Stop when the answer points to a system, tool or procedure rather than a person.
Disclaimer: This template is general information to adapt to your own workplace. It is not legal, safety or compliance advice and does not replace inspections, training or requirements set by law, regulators, manufacturers or your insurer. Check the rules that apply to you with a qualified professional.
