Report form templates for incidents, records and inspections

Three kinds of report

Incident reports record an event: a near miss, a vehicle accident, a first aid treatment at a school, a security incident at an expo, an IT outage, a data breach, a customer complaint and a whistleblower disclosure. Records report what happened in a normal day or meeting: a site diary and a toolbox talk. Inspection reports record a check: a vehicle inspection, a forklift pre start, a weekly site safety walk, an equipment fault report and a cafe kitchen food safety check. The kind decides the fields. Incidents need when, where, who and what happened in order; records need a date and the facts of the day; inspections need an item list and what was done about each failure.

Fixed fields, honest answers

A report is only useful if people fill it in, so these forms keep required fields to what the reader cannot do without and leave the rest optional. The near miss and whistleblower forms make the name optional, because a report matters more than its author. The data breach form explains the Notifiable Data Breaches test in plain words before asking about harm. The IT incident report is written as a blameless review. Where a form cannot calculate a result, such as whether a truck passes its pre start, the rule is written into its intro, and a tag out or safe to drive question records the decision.

Getting reports to the right person

Every submission lands in the responses table with its time, can be saved as a PDF with photos and uploads added as pages after the form, and exports to CSV. The email alert add-on sends each submission to one address, and a webhook can pass it to another system once, without retry, so neither filters by answer and someone still reads every report. Nine of the fifteen forms are Australian and cite the regulator or law that shapes them, such as WorkSafe Victoria, the OAIC or ASIC. Every business, person and event in the examples is invented.

Every page in this collection

• Customer complaint form that asks what outcome you want

  A customer complaint form identifies the customer, sorts the complaint by type, records what happened and when, whether this is a repeat contact, any evidence, and the outcome the customer wants. This water utility version also states the response time and the right to go to the ombudsman before the customer starts typing.

• Daily site diary form for a construction site

  A site diary form is the supervisor's daily record of weather, who was on site, what plant worked, what got done, what held work up and who visited. Written the same day, it becomes the evidence behind variations and delay claims, so this civil version asks for facts and times.

• Daily vehicle inspection checklist with 20 items

  A vehicle inspection checklist walks the driver around the car and then inside it: tyres, wheels, lights, glass, wipers, mirrors, horn, seatbelts, brakes, warning lights, fluids, body, doors and safety kit. This fleet version marks each of 20 items OK or Fault and ends with a plain safe to drive question.

• Data breach report form for the NDB scheme

  A data breach report form lets staff report a suspected breach quickly: when it was found, what information and how many people, how it happened, whether it is contained and whether it could cause serious harm. This Australian version explains the Notifiable Data Breaches test in plain words and leaves the assessment to the privacy officer.

• Equipment fault report form for a machine shop

  An equipment fault report form tells maintenance which machine is faulty, what is wrong, when it was noticed, how long it has been down, who was running it, whether it is isolated and how urgent it is. This machine shop version adds a photo and sends each report on to the maintenance system.

• First aid record form for a school sick bay

  A first aid record form notes who was treated, when, for what, the treatment and supplies used, and what happened next. This primary school version also records when a parent or carer was contacted, which is the question most often asked the next morning.

• Food safety inspection checklist for a cafe kitchen

  A food safety inspection checklist records the fridge, freezer and hot holding temperatures, works through hand washing, storage, labelling, cleaning and sanitising, chemicals, allergens and pests, and notes what was done about each problem. This cafe version is completed daily by the food safety supervisor.

• Forklift pre start checklist that stops the shift on a fault

  A forklift pre start checklist covers the forks, pins, mast and chains, hoses, tyres, fuel or battery, seatbelt and guard, then the horn, lights, alarm, brakes and controls from the seat. This warehouse version holds fifteen items, records the licence number and emails every completed check to the shift lead.

• IT incident report form with a timeline

  An IT incident report form records which service failed, how severe it was, when it was detected and how many customers it touched, then a timeline, the root cause, how service came back and what will change. This version is written as a blameless review, so it asks why decisions made sense at the time.

• Near miss report form that asks for no blame

  A near miss report form records something that could have hurt someone but did not: when and where it happened, what nearly happened, how bad it could have been and what was done straight away. This civil contractor version makes the reporter's name optional, because the report matters more than who sent it.

• Security incident report form for event security

  A security incident report form records what kind of incident it was, when and where, who was involved, what happened in order, whether police came and anyone was hurt, and where the CCTV is. This event security version also takes photos and the attending officer's signature.

• Site safety inspection checklist by area

  A site safety inspection checklist walks the whole site by area, from the entry and fencing to traffic, excavations, plant zones, heights, electrics, chemicals, amenities, first aid and services, and turns every problem into an action with an owner. This civil contractor version rates each area and records an overall condition.

• Toolbox talk form that records what the crew said

  A toolbox talk form records the date, topic and presenter, the points covered, who attended, what the crew raised and the actions agreed. This electrical contractor version gives the crew's issues their own box, because that is the part of a toolbox talk that changes anything.

• Vehicle accident report form for a company fleet

  A vehicle accident report form records the company vehicle and driver, when and where it happened, the other parties and their insurers, whether police attended and anyone was hurt, and the damage with photos. This fleet version also takes a hand drawn sketch of the scene, which insurers ask for more often than anything else.

• Whistleblower report form, anonymous by default

  A whistleblower report form lets someone report misconduct without giving their name: what kind of conduct, what happened, when and where, any evidence and who else knows. This Australian version opens with the legal protections in plain words and keeps contact details optional.