Incident Reporting & Investigation policy template
Defines requirements for reporting and investigating workplace incidents, injuries and near-misses. Covers notification timeframes, investigation steps and corrective actions to prevent recurrence.
Incident reporting policy
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Why incident reporting is critical
Australian WHS law requires PCBUs to notify regulators of serious incidents immediately. Failing to report notifiable incidents can result in significant penalties, even if the incident itself didn't breach safety laws.
Beyond legal compliance, effective incident reporting and investigation prevents future injuries. Every incident — including near-misses — provides valuable information about gaps in your safety systems.
A clear incident reporting policy ensures workers know how to report, managers know how to investigate, and your organisation learns from every safety event to continuously improve.
Key elements of incident reporting
What your incident reporting policy should include
Incident types
Clear definitions of injuries, near-misses, hazards and notifiable incidents.
Reporting timeframes
When incidents must be reported internally and to regulators.
Notifiable incidents
What must be reported immediately to SafeWork and other regulators.
Investigation process
Step-by-step approach to investigating workplace incidents.
Corrective actions
How to identify and implement actions to prevent recurrence.
Record keeping
Documentation requirements and retention periods for incident records.
What's included in this template
Comprehensive incident management framework
Purpose & scope
Why incident reporting matters and who must report.
Types of incidents
Definitions of injuries, near-misses, hazards and dangerous occurrences.
Reporting procedures
How to report incidents and who to notify.
Notification requirements
Legal obligations to notify SafeWork and other regulators.
Investigation process
Who investigates, how investigations are conducted and timelines.
Root cause analysis
Techniques for identifying underlying causes of incidents.
Corrective actions
Implementing controls to prevent similar incidents.
Documentation
Forms, reports and record keeping requirements.
Review & learnings
How incident data is analysed to identify trends.
Continuous improvement
Using incident data to improve safety systems.
Who should use this template?
Essential for every Australian workplace
Legal disclaimer
This template is designed to reflect Australian WHS requirements at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry and specific workplace hazards. For high-risk industries or serious incidents, seek independent WHS and legal advice.
Regulatory sources
This template is aligned with official Australian workplace health and safety requirements.
Ready to implement incident reporting?
Download our comprehensive incident reporting policy template and support compliance with WHS notification requirements. Store this policy and track employee acknowledgements with RosterElf's HR software.
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Incident reporting policy FAQ
- Report all workplace injuries (no matter how minor), near misses, dangerous occurrences, property damage, and hazards. Near miss reporting is particularly valuable as it identifies risks before someone is hurt.
- Yes. Notifiable incidents under WHS laws include death, serious injury or illness, and dangerous incidents. These must be reported to the regulator immediately. The site must be preserved until an inspector attends or directs otherwise.
- Investigate promptly while details are fresh. Focus on identifying root causes, not blame. Gather facts through interviews, site inspection, and document review. Identify corrective actions and follow up to ensure implementation. See our guide on conducting a workplace investigation.
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific workplace hazards, industry requirements, and applicable WHS legislation. Consult with your workers and health and safety representatives during the customisation process.
- Distribute the policy during safety induction for new employees and via toolbox talks or safety meetings for existing staff. Ensure the policy is accessible on noticeboards or your intranet. Using HR software with policy management can track acknowledgements.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.