Incident reporting & investigation policy template
A free, ready-to-edit incident reporting and investigation policy template for Australian workplaces. Set a clear process to report, document and investigate injuries, near-misses and dangerous incidents — with regulator notification rules, root-cause investigation and corrective actions that support WHS compliance. No signup required.
Incident reporting policy
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By downloading, you agree to our template disclaimer
This incident reporting and investigation policy template reflects Australian model work health and safety (WHS) standards at the time of publication and is provided as a general guide to adapt for your business, industry and specific workplace hazards. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why your workplace needs an incident reporting policy
Under Australian work health and safety law, a person conducting a business or undertaking (PCBU) must notify the WHS regulator immediately of any notifiable incident — and preserve the site until an inspector arrives or directs otherwise. Failing to report a notifiable incident attracts significant penalties, even when the incident itself didn’t breach a safety duty. A clear incident reporting policy is how you meet that obligation consistently.
Beyond compliance, every incident — including near-misses that hurt no one — exposes a gap in your safety systems. A documented policy tells workers exactly how and when to report, gives managers a fair, blame-free investigation process to follow, and turns each event into a corrective action that prevents the next one. It pairs naturally with your WHS policy and hazard & risk management policy.
The policy applies to all employees, contractors, volunteers and visitors. Capture reports on a structured incident report form, then store the policy and employee acknowledgements in your HR software so you can show every worker has read and understood it.
What an incident reporting policy should cover
The essentials of a sound report-and-investigate framework
Incident types
Clear definitions of injuries, near-misses, hazards and dangerous occurrences.
Reporting timeframes
When and how incidents must be reported internally and to the regulator.
Notifiable incidents
What must be notified to the WHS regulator immediately, and how the site is preserved.
Investigation process
A step-by-step, blame-free approach to investigating workplace incidents.
Corrective actions
Identifying root causes and controls to prevent recurrence.
Record keeping
Register of injuries, documentation and how long incident records are kept.
What's included in this template
A complete incident management framework, ready to adapt
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 an incident and who to notify, and when.
Notification requirements
Legal obligations to notify the WHS regulator and your insurer.
Scene preservation
Keeping the site undisturbed after a notifiable incident.
Investigation process
Who investigates, how investigations run and the timelines involved.
Root cause analysis
Techniques for identifying the underlying causes of an incident.
Corrective actions
Implementing controls and following up to confirm they work.
Documentation & records
Forms, the register of injuries and retention periods.
Review & acknowledgement
Analysing trends, improving systems and employee sign-off.
Reporting and investigating an incident
A clear sequence protects your people — and keeps you compliant
Notifiable incidents go to the regulator immediately
A notifiable incident — a death, a serious injury or illness, or a dangerous incident — must be reported to your WHS regulator (such as SafeWork) immediately, by the fastest available means. You must also notify your workers’ compensation insurer, usually within 48 hours, and preserve the incident site until an inspector attends or directs otherwise.
Investigate the cause, not the person
Investigations exist to find the root cause and stop a recurrence — not to allocate blame. A no-blame approach keeps workers willing to report honestly, including the near-misses that warn you before anyone is hurt. Document the cause, the controls you put in place and how you communicated the changes.
The four phases of incident response
1. Make safe
Ensure first aid and medical care, then make the area safe.
2. Preserve & notify
Preserve the scene; report internally and notify the regulator if notifiable.
3. Investigate
Gather facts, interview those involved and find the root cause.
4. Act & review
Apply corrective controls, confirm they work and update your systems.
Record every incident, no matter how minor, in your register of injuries. Use the data to spot trends and feed improvements back into your hazard & risk management policy.
Where an incident causes a workplace injury, the same event also triggers your recovery process — link your investigation to a structured return to work policy and follow our guide to managing return to work. For serious matters, run a thorough, documented workplace investigation. Safe Work Australia and your state WHS regulator provide further guidance on notification and investigation.
Who should use this template?
Every Australian PCBU has a duty to report and investigate incidents
Essential for managers, supervisors and health and safety representatives, who are usually the first point of contact when an incident occurs.
Compliance resources
Official guidance on notifying and investigating workplace incidents.
Manage your safety policies the easy way
RosterElf helps Australian businesses store policies, capture employee acknowledgements at onboarding and keep an audit trail of who has read each one — all in one place.
Related guides
Investigate incidents and support recovery the right way
Related templates
Build a complete safety management system
Incident reporting policy FAQ
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An incident reporting and investigation policy is a document that sets out a clear process to report, document and investigate workplace accidents, injuries and near-misses. It defines the types of incidents, explains who must report and when, sets out regulator notification rules, and describes how the business identifies root causes and implements corrective actions to prevent recurrence.
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Yes. The template gives you a solid foundation, but you should tailor it to reflect your specific workplace hazards, industry requirements and the WHS legislation that applies in your state or territory. Consult your workers and health and safety representatives during the process, and store the final version and acknowledgements in your HR software.
Before you download
General information only — not legal advice
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.