Proper Incident Report Writing Example [Edit & Download]

Header Information
Date: February 12, 2025
Time: 9:30 AM
Location: Metro Office Complex, Parking Lot B
Reported by: Karen Mitchell, Security Manager

Description of the Incident
At approximately 9:00 AM, a vehicle collision occurred in Parking Lot B of the Metro Office Complex. The incident involved two cars: one backing out of a parking space collided with another vehicle that was driving down the lane. The impact caused minor damage to both vehicles.

Parties Involved

• Karen Mitchell: Security Manager, oversaw the incident response and report.
• Driver 1: Alex Johnson, employee at Metro Office Complex, driving the vehicle backing out.
• Driver 2: Sarah Ford, visitor, driving the vehicle moving through the parking lane.

Actions Taken

• Security personnel at the scene immediately responded to the incident, ensuring the area was safe and no fuel leaks or further hazards were present.
• Both drivers were assessed for injuries; fortunately, there were no physical injuries reported by either party.
• Police were notified and arrived at the scene to facilitate the exchange of information between the drivers and to document the accident for insurance purposes.
• Photos of the incident scene and damages to both vehicles were taken by the security team for record-keeping and insurance claims.
• An accident report form was completed by both drivers, and witness statements were collected from nearby pedestrians and other drivers who observed the collision.

Recommendations for Future Prevention

1. Enhanced Signage: Increase the number and visibility of signs indicating right of way and speed limits within the parking lot to prevent similar incidents.
2. Traffic Flow Improvements: Consider redesigning parking lot layout to facilitate better traffic flow and reduce the likelihood of such collisions.
3. Driver Awareness Campaign: Launch a safety awareness campaign targeting all complex users to encourage more vigilant driving and parking habits.
4. Regular Safety Audits: Conduct regular safety audits of all parking areas to identify and address potential risks.
5. Security Camera Upgrades: Install additional security cameras covering all angles of the parking lot to monitor and record all activities, providing valuable information in case of incidents.

Attachments

• Incident Photographs: Visual documentation of the scene and vehicle damages.
• Police Report: Official report filed by the responding officers, including their observations and preliminary conclusions.
• Witness Statements: Collected accounts from individuals who witnessed the incident, providing additional details and perspectives.
• Security Logs: Entries from the security personnel detailing the timeline of the incident response.