An incident report is written when an incident takes place regardless if damages were made to properties. But if there are damages, then the incident report will be accompanied by a damage report to document what, when, and how the damages were incurred, how much damage was made, and which circumstances caused the damage.
In businesses, these incident and damage reports are then gathered by the management for document or recording purposes and will only be brought up again once the need to write an annual report calls for it. That is the time when all data for those who have committed incidents and damages are displayed and evaluated.
Equipment Damage Report Template
How to Write a Damage Report
- Gather all the necessary facts, which includes but are not limited to the following:
- Date, time, location of the incident
- Extent of the damage
- Names and designations of the people involved
- Names and claims of witnesses
- Series of events leading up to the incident
- Environmental conditions during the time
- Specific injuries sustained by people
- Discuss on the sequence of events that occurred before, during, and immediately following the incident.
- Write an in-depth analysis on what caused the incident.
- Write a recommendation for disciplinary actions that should be imposed.
Of course, when damage to property is incurred, there are many aspects to the business that will be affected by this circumstance, including the financials and progress of the project. To help you out on this are these Expense Report Templates and Weekly Status Reports samples from our website.
What Is an Equipment Damage Report?
An equipment damage report is defined as a document that describes the circumstances that caused the damage of the equipment. It usually includes the name of the person using the equipment, the type of equipment used including the serial number, the work order number, and the date of the incident.
Below those information will be a narrative paragraph stating the detailed sequence of events that took place during the incident. This report will then be submitted to the managers for review and evaluation.
For other types of review templates, you may also want to check out our collection of Incident Report Templates and Accident Report Templates.
Damage Defect Template
Damage Assessment Template
Damage Incident Template
What Are Guidelines in Writing a Damage Report?
- When writing a damage report, you will still be required to follow a standard business report formats which, if you don’t know what it is, can be found on the Internet. But there are also some companies that use their own format when writing damage reports.
- Write the report as soon as possible. If possible, write it on the same day when the incident happened.
- Thoroughly and accurately describe everything that happened in a first-person narrative.
- Be clear by using easy-to-understand vocabulary while avoiding confusing and flowery words.
- Double-check the report for any errors in facts, grammar, and spelling.
For even more report templates, you may also want to check out our collection of Financial Report Templates and Sales Activity Reports.