Create an Incident Report in Minutes With These Templates

An Incident Report is a vital document that maintains monitor of occurrences and aids within the enchancment of the shopper expertise. It’s usually utilized in software program improvement, customer support, and different sectors.

It’s usually step one in resolving an issue or difficulty {that a} buyer, workforce, or group encounters. A written document of an issue or incidence that has been acknowledged, investigated, and resolved is named an incident report.

It is best to fill out an incident report no matter how minor the issue or incidence is.

Incident reviews are essential as a result of they assist within the evaluation of issues, the identification of options, and the advance of service supply.

An incident report offers the entire knowledge of an incident, akin to what occurred, when it occurred, the character of the incidence, the enterprise influence, and so forth.

The incident report additionally paperwork the time taken to resolve the incident, the precise particular person concerned within the decision, the workforce of people that dealt with the incident, troubleshooting steps taken to repair the difficulty, buyer updates, and so on.

On the subject of coping with incidents, the ITIL (Info Expertise Infrastructure Library) framework, specifically incident and downside administration, is essential. Incident administration goals to get the service again up and working as rapidly as potential. Incident reporting is among the most essential phases in Incident administration.

Different sections of ITIL are change administration, service asset and configuration administration, and repair stage administration are carefully associated to incidents.

The identified error database (KEDB), which is maintained by downside administration, is a robust instrument in incident analysis. The KEDB database comprises an inventory of all identified faults or defects which have brought about incidents previously and strategies for fixing or overcoming them.

Sorts of incidents

Many distinct kinds of incidents happen in IT infrastructure, and they’re categorised as main incidents, repeated incidents, and complicated incidents.

  • Main incidents: Giant-scale accidents don’t occur fairly often, however after they do, they trigger disruptions in companies, which have a major influence on the enterprise. Incidents akin to server reboots, software failures, and so forth. Companies have to be able to take care of them swiftly and successfully.
  • Repetitive Incidents: Misconfiguration of IT gadgets or functions can result in a recurrence of incidents. Escalating the issue to a better technical workforce is the easiest way to take care of it. Such incidents might or might not have a major influence, however they may accumulate in your toolbox, and your assist workforce will dedicate time to resolving them.
  • Advanced Incidents: The vast majority of the incidents that happen are of a stage 3 or 4 nature, which the assist assist desk would be capable of resolve. Nonetheless, each every now and then, a tough incident would come up that will necessitate the help of a stage 1 or stage 2 engineer or material knowledgeable (SME).

In some circumstances, incidents are categorized based mostly on severity, akin to L1 (excessive influence), L2, L3 to L4 (least influence).

As per the ITIL framework, the method of incident administration begins from identification, logging, categorization, prioritization, analysis, escalation to the subsequent assist stage (if required), decision, and closure.

Use circumstances

In all companies, incident reporting and administration is a essential step. Incident administration is the well-organized strategy throughout companies of all sizes to answer failures, incidents, accidents, cyber-attacks, outages, and breaches, amongst different issues.

Listed below are just a few examples of incident use circumstances:

  • Incident reviews are essential within the occasion of a fireplace or every other kind of accident in a enterprise, whether or not for insurance coverage claims or authorized processes. Incident reviews clarify all facets of the incident that occurred within the enterprise.
  • Staff who’ve noticed any kind of violent incident within the office ought to fill out Office Violent Incident Report Kinds.
  • When an damage occurs at work, a office incident report is used. These reviews could also be helpful in stopping comparable incidents sooner or later.
  • The failure of a major server, networking system, or every other service in an IT agency is recorded and notified utilizing acceptable incident administration.

Important components that must be a part of an incident report

The particular person experiencing the issue or the workforce supporting associated operations often creates an incident report with enter from others concerned in resolving it.

Incident reviews are a significant a part of any infrastructure’s well being and security routine, and relying on the character of the incident, an incident report is likely to be concise or thorough.

A short report is acceptable if the incidence is minor and has little influence. Nonetheless, if the incident is critical, all data have to be recorded whereas getting ready a whole main incident report.

The particular person experiencing the issue or the workforce supporting associated operations often creates an incident report with enter from others concerned in resolving it.

Listed below are just a few key components to incorporate in your incident report:

  • Incident raised: The identify of the person who made the incident report/ticket
  • Time of acknowledgment: It’s essential to seize the right date and time because it aids in measuring the consequences of SLA (service stage settlement).
  • Companies are being hampered: Figuring out which providers are unavailable will enable the suitable workforce to take part within the troubleshooting course of.
  • Whether or not or not the SLA was breached: Breaching the SLA would end in a penalty and escalation.
  • Description of the incident: Fairly than writing extreme data, the outline must be concise and related, masking the precise incidence particulars.
  • Enterprise influence: Extreme incident causes outages or main breakdown resulting in enterprise influence. Senior administration and stakeholders are concerned in such incident calls.
  • Motion taken: After the state of affairs has been resolved and providers have returned to regular, motion taken actions are written, together with all phases and troubleshooting strategies within the KEDB (Identified Error Database) database for future reference.

Do’s and Don’ts in incident report preparation.

Whereas drafting an incident report, maintain the next Dos and Don’ts in thoughts:


  • Describe your points intimately
  • Deal with the info.
  • Assume that the report shall be made public
  • Make a sound skilled choice
  • Take into account mitigating circumstances.
  • Decide if a safety breach has occurred and developed a possible implementation technique
  • Perceive your facility’s incident reporting coverage and process.
  • Use skilled phrases and write legibly.
  • Embody the names and addresses of any workers or guests who’re conscious of the state of affairs


  • Speculate and assume with out figuring out the info
  • Talk about earlier comparable occurrences.
  • Speak about cash, prices, and spending selections.
  • Talk about failures or delays in performing.
  • Predict what’s going to occur if nothing is completed.
  • Within the report, embrace insignificant info that implicate or blame anybody for the incidence.

Precautions to take when an incident happens

  • Keep away from Knee-Jerk Reactions akin to shutting down techniques, restarting extremely essential providers, logging into manufacturing servers with out the proprietor’s information, stopping databases, and so on.
  • Don’t assume that incident would erase full knowledge and take a dramatic step like operating full backup and slowing the infrastructure.
  • When debugging a difficulty, don’t use non-forensic or unapproved software program as a result of it could overwrite essential data that shall be wanted later.
  • Don’t panic each time one thing occurs. Reply and open the bridge name based mostly on severity to start engaged on vital conditions.
  • Secrecy of outages or main breakdowns: Main outages or main breakdowns in organizations which have a enterprise influence shouldn’t be disclosed outdoors of the corporate as a result of such information might develop into public and promote unfavorable publicity concerning the firm.

Incident report templates

An incident report template is fastidiously described and written by trade specialists in order that the incident raiser might rapidly seize the small print quite than losing time drafting the incident report define.

The incident template offers a complete and exact account of the state of affairs, permitting administration to make swift and knowledgeable selections. It additionally aids within the recording of any incidences which can be obligatory throughout company audit processes and even buyer conferences.

The data within the incident report template shall be worthwhile for elevating administration consciousness and bettering the efficacy and effectivity of the incident administration actions.

Let’s check out among the most well-known and extensively utilized incident report templates:


Smartsheet is an award-winning firm that gives quite a lot of incident templates for quite a lot of enterprise sectors.

It’s a cloud-based platform that gives incident templates and permits groups and organizations to launch main initiatives and day-to-day operations whereas sustaining the administration, compliance, and safety that top-level IT calls for.

In keeping with its web site, 90 % of Fortune 100 companies make the most of its templates.

Along with incident templates, the location affords the ITIL autopsy template and guidelines, a safety incident autopsy template, a root trigger evaluation report template, and plenty of extra.

The incident report templates make it simple to document and bear in mind essential particulars from an accident, damage, office incident, safety breach, or every other surprising occasion. The shape can embrace a abstract of the incident, private data for any people whose privateness has been breached, the results of information loss, and any bodily or technical safety breaches.

The information breach incident report template can help your IT workers in logging the severity of safety breaches and creating a method to keep away from them sooner or later. It additionally helps maintain monitor of something from knowledge breaches to privateness violations to viruses and denial-of-service assaults.

Smartsheet platform additionally has a autopsy incident template, making it simple to seize key incident particulars for clear documentation and overview. The template consists of sections for autopsy date, incident overview, root trigger data, follow-up, and so on. Incident template is a cloud-based platform that enables companies to design their very own specialised instruments to assist them handle their companies extra effectively. Firms can use these applied sciences to higher align teamwork, improve effectivity, and enhance output. incident template is a radical type for recording the whole incident course of, together with appointing CIRT members (pc incident response workforce), recording decision estimates, and analyzing earlier points, amongst different issues. To succeed in this aim, you do not want to take away any of your current apps or software program. After only a few minutes of set up, you’re prepared to make use of this incident reporting template.

Some of the interesting options of this design is that it’s customizable, permitting customers to rapidly incorporate varied CRM and assist platforms akin to Jira, GitLab, BugHerd, Salesforce, Slack, and over 1500 extra.

The platform permits you to rapidly import knowledge from an current excel sheet into the incident template and export knowledge to different functions. The incident knowledge may be filtered to know higher the state of affairs based mostly on severity, root trigger evaluation, and different elements.

Security Tradition

Security Tradition affords quite a lot of incident report templates for quite a lot of industries, together with building, hospitality, manufacturing, retail, data know-how, transportation, logistics, and so on.

On the location, you could find accident, hearth, worker, automobile, and office incident reviews, amongst different issues.

It comprises an iAuditor module, a cell app that permits you to digitize all facets of your operations by capturing faults and taking corrective motion.

This module collects constant knowledge, identifies areas for enchancment, shares reviews, and permits working teams to collaborate. The data gathered shall be saved in a safe cloud and may be accessed anytime and from any location.

Template lab

Templatelab affords quite a lot of incident report templates for 60+ various kinds of incidents, all of which have been produced by designers, enterprise, and authorized professionals.

These incident templates are relevant to varied industries, together with finance, actual property, training, artwork and media, and authorized proceedings.

Easy incident reviews can be found on the location, in addition to reviews for insurance coverage claims and authorized conditions akin to court docket circumstances.

These are easy incident templates that have to be downloaded and crammed with incident info. They’re neither digitalized nor cloud-based.

Incident Report

The Incident report website is a whole incident administration platform hosted within the cloud. The location assists with creating easy incident reviews in addition to workflows, notification alerts, and escalation.

This website offers a big assortment of incident report templates which may be utilized in varied sectors. The location permits customers to pick out a easy incident report and customise it to satisfy their particular person wants.

One of many website’s distinctive options is that it features a type builder that can be utilized to create a customized incident report template from scratch.

This website offers on-line performance to develop workflows based mostly on follow-up varieties or notification procedures that may be maintained by way of cell gadgets at any second through the incident administration course of.


By offering easy and customised incident templates designed by professionals, Pattern varieties eradicate the time-consuming burden of making incident reviews.

sample forms incident report

People and organizations can use these incident templates to satisfy their very own enterprise wants, and they are often edited with just a few easy clicks.

Incident report templates supporting varied sections can be found on the location, akin to accident incidents, emergency incidents, environmental incident report templates, safety incidents, office violence/damage incident report varieties, and so on.

These incident templates can be found in PDF, Phrase, and Excel codecs for obtain. These are easy incident report templates which may be downloaded and utilized in quite a lot of sectors.

Advantages of filling out and utilizing incident reviews

Incident reporting and incident administration are essential components of a profitable group, no matter sector. Let’s see just a few advantages:

  • Incident reviews help investigators in stopping a repeat of the incident, probably saving lives or cash.
  • Organizations can use pattern research of frequent occurrences of incidents to take preemptive measures to keep away from huge disasters.
  • Develops a constructive and enthusiastic perspective towards security.
  • It additionally aids companies in preserving correct paperwork and revoking them if wanted for proof.
  • Preserving monitor of incidents adjust to authorized necessities regarding compensation, judicial actions, and so forth.
  • Will increase worker possession of security and boosts their vanity.
  • Incident reviews additionally allow stakeholders to establish traits in SLA breaches and outages, which they’ll use to take acceptable motion and current to senior administration.
  • Experiences additionally assist in discussing important info that will in any other case go unnoticed.


To reduce extra troubles or critical penalties, probably the most essential step is to have a correct framework or system in place to answer an incident.

A well-written, meticulously researched report might help stop such occurrences, set up good religion, encourage job satisfaction and inclusion, and shield an organization from authorized legal responsibility.

Preliminary incident info, detailed incident data, Incident description, enterprise influence, corrective motion carried out, and so forth make up a dependable incident report.

The incident report templates listed above can be utilized to doc incident particulars in an expert method.

You may additionally be curious about safety incident response instruments.

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