Accident Claim Lawyers
EvidenceUpdated September 2026

Incident reports

In plain English: an incident report is a written record a business, employer, landlord or venue makes when someone is hurt on their premises. It usually records the date, time, place, what happened, who was involved and any witnesses.

Why you want one on file

An incident report made on the day is often the only independent record that you were hurt where you say you were. Months later, when a store denies any fall happened or an employer says your back injury came from the gym, that report can end the argument. It's especially important in slip and trip claims, where there's rarely a police report.

What to include

  • Exactly where it happened: the aisle, stairwell or machine.
  • What caused it: spilled liquid, a loose mat, missing guard, poor lighting.
  • Every part of you that hurts, even if it seems minor now.
  • Names of staff and witnesses who saw it or came to help.
  • Whether any warning signs were present.

Keep it factual. Don't guess at blame, and don't apologise or say you weren't looking. Staff sometimes write the report for you; read it before signing and ask for corrections if anything is wrong or missing.

At work

UK: employers should keep an accident book, and certain serious injuries must be reported to the Health and Safety Executive under RIDDOR. Make sure your injury is written down, even if you carry on working.

US: workers' compensation usually requires you to notify your employer within a set time, which varies by state. Serious injuries may also need reporting to OSHA.

Canada: provincial workers' compensation boards, such as the WSIB in Ontario, require prompt reporting by both you and your employer.

Getting a copy

Businesses often refuse to hand over their incident report, saying it's an internal document. Ask anyway, in writing. In the UK, you can make a subject access request for records containing your personal data. In the US, the report may only come out through discovery once a lawsuit is filed, and some states protect reports prepared for litigation. Either way, write your own account that same day, take photos, and note when and to whom you reported it.

No report doesn't mean no claim

If nobody made a report, send a short email or letter to the business or employer describing what happened. It creates a dated record you can rely on later.

Next: photographic evidence · police report · what to do after an accident.

Related terms

Photographic EvidencePhotographic evidence means the photos that show what happened and what it did to you: the scene, the vehicles or hazard, and your injuries.Police ReportA police report (also called a collision report, accident report or crash report) is the officer's written record of a crash: who was involved, where and when it happened, vehicle damage, injuries, witness details and sometimes the officer's view of what caused it.Preservation LetterA preservation letter (sometimes called a spoliation or litigation-hold letter) is a written request telling someone to keep specific evidence, like CCTV, dashcam video, vehicle data or maintenance records, because it matters to a claim.Surveillance EvidenceSurveillance evidence is video, photos or notes an insurer or defence lawyer collects by watching you, usually through a private investigator, to check whether your injuries match what you've told them.

General information, not legal or medical advice. Rules differ between US states, the UK and Canadian provinces, so check the law where your accident happened. How we write and check · Legal disclaimer