Incident investigation report
The incident report captures what happened and whether it is notifiable; the investigation report is the follow-up that finds WHY and fixes it. Use this form to reconstruct the sequence, gather evidence, get past the immediate cause to the root cause, and assign corrective actions. After a notifiable incident, remember the site must be preserved and the SWMS reviewed before work resumes.
Incident investigation report
Company: ____________
Site: ____________
Date: ____________
Incident summary
| Date/time of incident and of this investigation: ____________ | N/A · Action | |
| Location and project: ____________ | N/A · Action | |
| People involved and their roles: ____________ | N/A · Action | |
| Reference to the incident report and any notifiable-incident notification: ____________ | N/A · Action | |
| Investigation team (include a worker representative where possible): ____________ | N/A · Action |
What happened (the sequence)
| Step-by-step timeline leading up to the incident | N/A · Action | |
| The task being performed and whether it followed the SWMS | N/A · Action | |
| What was different about this day (people, plant, conditions, time pressure) | N/A · Action |
Evidence gathered
| Photos of the scene and plant (scene preserved if notifiable) | N/A · Action | |
| Witness statements collected separately and promptly | N/A · Action | |
| Documents: SWMS, induction and training records, inspection logs, SDS, plant maintenance | N/A · Action | |
| Physical evidence preserved | N/A · Action |
Contributing factors
| Task/procedure: was there a SWMS, was it site-specific and usable, was it followed? | N/A · Action | |
| Plant/materials: condition, guarding, maintenance, right plant for the job, licences | N/A · Action | |
| Environment: weather, lighting, housekeeping, other trades, site conditions | N/A · Action | |
| People/training: competent, white card and licences current, supervised | N/A · Action | |
| Systems: was the hazard identified in the SWMS, controlled, and checked? | N/A · Action |
Root cause
| Ask "why" repeatedly past the immediate cause to the underlying system gap | N/A · Action | |
| Immediate cause (the unsafe act or condition): ____________ | N/A · Action | |
| Root cause (the system that allowed it): ____________ | N/A · Action | |
| Note: "the worker was careless" is not a root cause; ask why the system let it happen | N/A · Action |
Corrective actions (in the hierarchy of controls)
| Elimination or substitution where possible | N/A · Action | |
| Isolation and engineering controls (guards, ventilation, barriers) | N/A · Action | |
| Administrative controls (revised SWMS, training, supervision) | N/A · Action | |
| PPE where still needed | N/A · Action | |
| Each action: owner, due date, and how completion will be verified: ____________ | N/A · Action |
Follow-up and sign-off
| SWMS reviewed and revised before the work resumed (required after an incident: reg 302 trigger) | N/A · Action | |
| Lessons shared with the crew at a toolbox talk and at other sites where relevant | N/A · Action | |
| Notifiable-incident records kept (SWMS kept at least 2 years after a notifiable incident on HRCW) | N/A · Action | |
| Investigation reviewed and signed by management: ____________ date ____________ | N/A · Action |
Completed by: ____________________
Signature: ____________________
swmspack.com · Free printable checklist. Not legal advice; adapt to your site.
Common questions
▸What is the difference between an incident report and an investigation?
The incident report is the immediate record: what happened, injuries, whether it is notifiable, and first actions. The investigation is the follow-up that finds the root cause and sets corrective actions so it does not recur. Report first, investigate straight after.
▸Do we have to investigate a near miss?
You are not always legally required to, but a serious near miss (or a notifiable dangerous incident) deserves the same investigation as an injury, because only luck separated them. Match the depth to the potential severity, not just the outcome.
▸Does an incident mean the SWMS has to change?
An incident is a legal trigger to review the SWMS in consultation with the workers before that work resumes (reg 302). If the investigation finds the SWMS missed a hazard or a control, revise it before the crew goes back.
An incident is the trigger to review the SWMS before work resumes. Regenerate a site-specific one in minutes.
A checklist confirms controls are in place; a SWMS is the document the law requires before high risk construction work starts. Generate a site-specific one for your trade.