How to Write an Effective Incident Report Email Sample

Have you ever found yourself in a situation where you needed to write an incident report email, but didn’t know where to start? It can be a daunting task, especially if you’re new to the job or haven’t had much experience with this type of communication. But fear not, because help is at hand!

In this article, we’re going to provide you with some incident report email samples that you can use as a template for your own reports. These examples will give you a good idea of what information to include, and how to structure your report in an effective way.

Whether you’re reporting an accident, a near miss, or any other type of incident, our email samples will help you to communicate the details in a clear and concise manner. And the best part? You can easily edit them to suit your specific needs and circumstances.

So if you’re looking to improve your incident reporting skills, or simply want some guidance on how to write a clear and professional email, keep reading!

The Best Structure for an Incident Report Email Sample

When it comes to incident reports, it is crucial to follow a consistent structure in order to ensure that the information is communicated clearly and effectively. In this article, we will explore the best structure for an incident report email sample, using Tim Ferriss’ writing style as an example.

Paragraph 1: Introduction

The first paragraph should introduce the incident and provide some context, such as the date, time, and location of the incident. It is important to be concise and direct in this section, as the recipient needs to be able to quickly understand the situation at hand.

Paragraph 2: Description

The second paragraph should provide a detailed description of the incident, including any relevant facts such as the individuals involved, the sequence of events leading up to the incident, and any contributing factors. This section should also include any actions taken to resolve the situation, such as contacting emergency services or notifying management.

Paragraph 3: Analysis

In the third paragraph, it is important to provide an analysis of the incident, including any possible contributing factors or root causes. This section should also include any recommendations for preventing similar incidents in the future, such as changes to procedures or policies.

Paragraph 4: Conclusion

The final paragraph should provide a summary of the incident report, and restate any actions taken or recommendations made. It is also important to thank the recipient for their attention and cooperation in addressing the situation.


By following this structure, incident reports can be communicated clearly and effectively, enabling swift action to be taken in response to any incidents that occur. Using Tim Ferriss’ concise writing style, incident reports can be easily understood and acted upon, reducing the risk of similar incidents in the future.

Incident Report Email Samples

Damage to Company Assets


I am writing to bring to your attention an unfortunate incident involving the damage of company assets. Earlier today, one of our employees accidentally dropped a laptop that belongs to the company. As a result, the screen was shattered, and the laptop is no longer functional.

We recommend that the employee be reprimanded for their carelessness. We also recommend that a policy be put in place to prevent similar incidents from happening in the future. This could include regular training on how to handle company assets, as well as enforcing penalties for any damage done to such assets.

Thank you for your attention to this matter.

Best regards,

[Your Name]

Employee Absence Without Permission

Dear Management,

This email is to report an incident involving one of our employees. Yesterday, the employee in question failed to show up for their scheduled shift and did not inform anyone within our team of their absence. Unfortunately, we only found out about this issue when several clients showed up for their appointments and our employee was nowhere to be found.

We recommend that the employee be given a formal warning for their actions. We also suggest that clearer policies regarding handling such situations be put in place. This could include requiring employees to report any absences in advance, as well as implementing a notification system to alert management when an employee does not show up as scheduled.

Thank you for your attention to this matter.


[Your Name]

Unsafe Work Environment


I am writing to report an incident regarding our work environment. Several team members have come forward with concerns regarding safety and the potential hazards present in the workplace. Specifically, we’ve noticed that certain tools and equipment are old and worn out, making them dangerous to use. Additionally, the lighting in some parts of the facility is inadequate, creating the potential for slips and falls.

We recommend that an urgent assessment be conducted of our work environment to identify and address any hazards. We also suggest that a safety committee be established to regularly review and update policies and procedures in order to ensure the safety of all employees.

Thank you for your attention to this matter.

Best regards,

[Your Name]

Harassment in the Workplace


It is with great concern that I am writing to report an incident of harassment that occurred within our workplace. An employee reported that they were subject to inappropriate behavior and was made to feel uncomfortable by one of their colleagues. This type of behavior is unacceptable and creates a hostile work environment, which can have serious repercussions on the entire team.

We highly recommend that the employee who committed the act be subject to disciplinary action, including possible termination. We also suggest additional training regarding anti-harassment policies and procedures be put in place, with a clear line of communication available to report any future incidents if they arise.

Thank you for your consideration of this matter.


[Your Name]

Unauthorized Access to Confidential Information

Dear Manager,

This email is to report an incident that occurred within our organization where confidential information may have been compromised. One of our employees accessed confidential company data without permission or clearance. This breach in protocol is a serious concern and could result in potential harm to our organization.

We highly recommend that the employee involved be investigated, with disciplinary action taken in accordance with company policy. We also suggest additional training is set up for all staff regarding the importance of data protection, including the dissemination of confidential information only to those with a “need to know”.

Thank you for your attention to this situation.

Best regards,

[Your Name]

Conflict Between Employees


I’m writing to report an incident concerning conflict between two members of our team. We believe the conflict is detrimental to the effectiveness and morale of the team as a whole and should be addressed immediately to avoid any further damage.

We would like to suggest a mediation meeting between both parties to discuss the conflict and obtain a resolution. Training for our managers to manage conflict and encourage a more open-team environment may also help reduce the likelihood of similar events occurring. Please consider this as a possible solution to the conflict.

Thank you for your attention to this matter.

Kind regards,

[Your Name]

Equipment Failure

Dear [Manager Name],

I am writing to report a recent equipment failure incident. One of our employees noticed that some of our equipment was not functioning correctly. They immediately reported it to the person responsible for maintenance, but unfortunately, nothing was done to address the issue. As a result, the equipment malfunctioned, resulting in a considerable loss of work hours for our entire team.

We recommend that periodic maintenance be scheduled and carried out for all of our equipment to minimize potential downtime. Staff should be given clear directions regarding their roles and responsibilities, informing them when such issues arise. We also request that regular checks be issued to ensure that the machinery is functioning properly to avoid any unexpected faults or breakdowns.

Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

Tips for Writing a Comprehensive Incident Report Email Sample

Incident reports are vital documents that provide a record of an unexpected event that occurred within an organization. Incident reports are commonly used in healthcare, workplace safety, and education. Writing a comprehensive incident report requires a structured approach that entails gathering information, analyzing the event, and presenting a clear account of what happened. In this article, we’ll discuss some essential tips for writing an effective incident report email sample.

1. Gather All the Facts: Before writing any incident reports, it’s crucial to gather all the necessary information about the incident. This includes the location, date, time, and the parties involved. Make sure to take detailed notes and ask for witness statements, photographs, and any other supporting documentation that may be available.

2. Write the Report Objectively: When writing an incident report email sample, ensure that it’s objective and free from any personal bias or opinions. Stick to the facts and avoid any derogatory or subjective statements. This will ensure that the report is taken seriously and regarded as an accurate account of the incident.

3. Use Clear and Concise Language: It’s essential to ensure that the language used in the incident report is clear and concise. Use a simple language that everyone can understand and avoid using jargon or technical terms that may be confusing. This will make the report easier to understand, even for people who are not familiar with the incident.

4. Include Relevant Details: An effective incident report email sample should be detailed and include all the relevant information about the incident. This includes the cause of the incident, the impact of the event, and any injuries or damages that occurred. Be sure to provide names and contact details of witnesses, as this may be necessary for further investigations.

5. Submit the Report Promptly: It’s essential to submit the incident report promptly. The report should be submitted immediately after the incident, while the details are still fresh in everyone’s mind. This will help ensure that all parties involved can receive the report and take appropriate action if required.

Conclusion: Incident reports are critical documents that can help organizations improve their safety protocols and prevent similar incidents from happening in the future. The tips mentioned above will help you write a comprehensive and effective incident report email sample. Remember to remain objective, gather all the necessary information, and use clear and concise language. Finally, submit the report promptly to ensure that all parties involved can take the necessary action.

FAQs related to incident report email sample

What is an incident report email?

An incident report email is a written document used to report incidents or accidents that happen in a work or public space to management or higher authorities. It details the situation, people involved, and damages or injury caused.

What is the purpose of an incident report email sample?

Incident report email sample is used as a guide to writing an email reporting an incident. It’s aimed to help you quickly compose an accurate and complete report that contains the essential details needed for actionable follow-up, and investigation.

What are the essential elements of an incident report email?

The essential elements of an incident report email include the date and time of the incident, the location, people involved, the nature of the incident (injury, damage, etc.), and any other relevant information about the incident or affected parties.

Who should you send an incident report email to?

You should send an incident report email directly to your manager or HR department. Depending on the severity of the incident, you may also need to cc higher-ups or legal or safety teams.

What should you do before sending an incident report email?

You should gather and double-check all essential information related to the incident before sending your email. Be sure to include any supporting reports, pictures, or videos that help describe the incident in detail.

What tone should you use in an incident report email?

An incident report email should be written in a neutral, professional tone. Avoid making any accusations or expressing emotions in the report. Stick to the facts and provide a clear and concise description of the incident.

What should you not include in an incident report email?

Avoid making any personal opinions or statements that can be interpreted as judgmental, biased, or discriminatory. Stick to the facts and avoid making assumptions.

What to do after sending the incident report email?

You should follow up with the concerned authority and provide any additional information that may be needed. Take the necessary action steps as directed to ensure that similar incidents don’t happen in the future.

What to do if you made a mistake in the incident report email?

If you realize you made a mistake in your report, you should send a follow-up email with a correction and an apology for the error. Be sure to include corrected information.

Take Action with Incident Report Email Sample

Thanks for reading this article on incident report email samples! Remember, an incident report is a crucial part of keeping your workplace safe and organized. Use the sample we provided to help you write your own report in the future. And be sure to visit our website again for more useful tips and tools to help you in your career. Stay safe and keep on reporting!