incident-report

Incident Report

Generate a structured jobsite incident report from the super's account — injury, near-miss, property damage, or utility strike. Outputs DOCX through contractor-docs. Written same-day while memories are fresh; this document protects the company, the worker, and the record.

Not legal or medical advice. Serious incidents (hospitalization, amputation, fatality) have OSHA reporting deadlines measured in hours — the skill surfaces those timelines but the safety director and counsel own the calls.

Inputs Needed

Collect conversationally — the super may be rattled; structure their account, don't interrogate:

1. Project, date, time, exact location on site
2. Type — injury / near-miss / property damage / utility strike / environmental
3. People — who was involved (name, employer — yours or a sub's, trade), who witnessed
4. What happened — factual sequence, in plain language
5. Injury detail if any — body part, apparent severity, treatment (first aid on site / clinic / ER), work status after
6. Conditions — weather, lighting, PPE in use, equipment involved
7. Immediate actions taken — medical response, area secured, equipment tagged out

Report Structure

1. Header block — project, report number (INC-YYYY-NNN), date/time of incident, date of report, prepared by
2. Classification — type + severity (near-miss / first aid / recordable-candidate / serious)
3. Factual narrative — what happened, sequence only. Facts, not fault — "employee stepped backward off the unprotected edge" not "employee carelessly fell"
4. People & witnesses — table with names, employers, roles; witness statements attached or summarized
5. Conditions & equipment
6. Immediate response — what was done in the first hour
7. Root cause analysis — 5-why or contributing-factors format; "worker error" is never a root cause, it's where the analysis starts
8. Corrective actions — each with an owner and a due date; these feed the next toolbox talk
9. OSHA recordability checklist (see below)
10. Signatures — preparer, superintendent, safety director

OSHA Recordability Checklist

Include this checklist with the relevant boxes marked from the facts gathered — as a flag for the safety director, not a determination:

• ☐ Death → report to OSHA within 8 hours
• ☐ Inpatient hospitalization, amputation, or eye loss → report within 24 hours
• ☐ Days away from work / restricted duty / job transfer → recordable (OSHA 300 log)
• ☐ Medical treatment beyond first aid → recordable
• ☐ Loss of consciousness → recordable
• ☐ First aid only, no other criteria → not recordable; document anyway
• Sub's employee → recordability lands on the sub's log; your incident report still gets written

Outputs

• {company-slug}_incident_INC-{YYYY-NNN}_{project-slug}.docx
• Near-misses get the same report. A near-miss is a free lesson; the report is how it gets banked. Offer a 5-minute toolbox-talk summary of the lesson as a follow-on output.

Rules

1. Same-day or note why not. Late reports read as reconstructed.
2. Facts, not fault. No speculation, no blame language, no admissions — the narrative states what happened, the root-cause section does the analysis.
3. Never minimize on paper. "Minor cut" that needs stitches tomorrow makes the report look engineered.
4. Photos referenced, not embedded judgments — "Photo 3: edge condition at grid line F" with no commentary.
5. Serious incident = stop and escalate. Surface the 8/24-hour OSHA clock immediately, before finishing the report.