How to Write an Incident Report Email Sample: Tips and Examples

In the world of business, it’s not uncommon to encounter incidents that can impact the operations of a company or organization. Whether it’s an accident, a security breach, or an equipment malfunction, it’s essential to create an incident report to document the details and take corrective action. However, writing an incident report email can be daunting, especially if you’re not familiar with the proper format and content. Don’t worry, though, because I’ve got you covered. In this article, you’ll learn how to write an incident report email sample that effectively conveys the necessary information in a clear and concise manner. You can even find examples online and customize them to fit your specific needs. So, let’s dive in and take the first step toward writing an excellent incident report email.

The Best Structure for Writing an Incident Report Email Sample

Incident reports are essential for any organization to have. It documents any events that deviates from the norm and helps to identify potential improvements for the future. Writing an incident report email sample can be daunting, but following a structure can make the process more straightforward and effective. Let’s take a closer look at how to structure your incident report email sample.


The first paragraph should introduce the incident and establish the context. It is essential to include the date and time of the incident, the location, and the people involved. This information sets the foundation for the rest of the report and helps the reader understand the details that follow.

Key Details

Next, the report should detail what happened during the incident. It is recommended to list the key facts, including the sequence of events, the issue/s that occurred, and the impact of the incident. Additionally, including any relevant images or documentation that supports the report can add further clarity to the situation.

Analysis and Evaluation

After outlining the details, the report should provide an analysis and evaluation of the incident. This segment should aim to identify the root cause of the event and suggest solutions that can prevent a similar situation from reoccurring. Further, it is essential to discuss any potential risks derived from the incident and suggest measures that would eliminate those risks.


Finally, the report should conclude by summarizing the incident and reaffirming the need for action on the suggestions made in the analysis and evaluation section. It is also an excellent opportunity to thank the team involved and encourage open communication about any future occurrences.

Writing Style

When writing an incident report email sample, it’s important to keep your writing clear and concise. A recommended style is the Tim Ferris approach, using short sentences, bullet points, and easy-to-understand language. This method is effective in conveying vital information without overwhelming the reader.

Overall, structuring your incident report email sample helps to provide a clear and concise document that is easy to read and understand. Following the four sections in this article will ensure that your report is effective and provides valuable insights for future improvements.

Incident Report Email Sample for Lost Property

Lost Phone at the Workplace

Dear [Name of Supervisor],

I am writing this email to report the incident of my lost iPhone at the workplace. Yesterday, I mistakenly left my phone on the desk while retrieving some files from the cabinet and when I came back, the phone was missing. Despite thorough searching, I could not find my phone anywhere in the office.

I have already registered a complaint with the security department and they are investigating the matter. I would appreciate it if you could inform me of any progress in the case. Additionally, I need access to an office phone, as I am a sales executive and need to stay connected with my clients.

Thank you for your prompt understanding and assistance.

Best regards,

[Your Name]

Lost Wallet on Company Premises

Dear [Name of HR Manager],

This email is to report the loss of my wallet on the company premises. Yesterday, during lunch break, I left my wallet in the cafeteria and when I returned after 15 minutes, it was not there. I believe someone picked it up as I lost some cash and my credit card was gone too.

Please let me know if there are any CCTV cameras in the cafeteria area, as they might help in spotting the person who took it. I have also canceled my credit card, in case it was used fraudulently. Your assistance in this matter would be greatly appreciated.

Thank you in advance.


[Your Name]

Incident Report Email Sample for Workplace Accident

Slip and Fall in the Office

Dear [Name of HR Manager],

I am writing to report a recent workplace accident. Yesterday, I slipped on a wet floor while walking to the breakroom and fell down, hurting my shoulder. The wet surface was not marked with any warning sign or caution tape, and I had no prior knowledge about any cleaning or maintenance being conducted in that area.

I have visited the hospital and the X-ray report says there is a bruised bone. I require a few days of rest and medication, which is preventing me from returning to work until fully recovered. Therefore, I request that you please update me on any official safety protocols and provide me with a copy of the incident report so that I can forward it to my insurer.

Thank you for your cooperation and prompt attention to the matter.

Best regards,

[Your Name]

Cut While Using a Paper Cutter Machine

Dear [Name of Supervisor],

I am writing this email to report the incident that occurred earlier today. I was using the paper cutter machine to trim some documents, and suddenly the blade malfunctioned and cut my finger. As the machine did not have any safety guard or instructions for use, I was not aware of the danger it posed.

The cut required medical attention due to excessive bleeding, and I request reimbursement for the doctor’s fees and any additional expenses for prescribed medication.

I also want to bring this to your attention that the machine is not safe for use and requires immediate maintenance or removal. I would appreciate it if you could conduct an investigation into the matter and take the necessary precautions to prevent similar accidents in the future.

Thank you for your understanding and support.


[Your Name]

Incident Report Email Sample for Harassment

Sexual Harassment by Co-worker

Dear [Name of HR Manager],

I am reporting this incident as a victim of sexual harassment by a co-worker. On Friday, during lunch break, [Name of the Person], who works in the same department as I do, made an inappropriate comment that made me feel uncomfortable. When I expressed my uneasiness, he continued to pursue the conversation, making indecent remarks and touching me without my consent.

I find the behavior to be intolerable and I request prompt action to be taken in this matter. I request that an internal investigation be carried out, and the required disciplinary action be taken against the person responsible. I am willing to provide a written statement detailing the events that occurred that day and to testify against the accused.

I have attached the necessary documents to support my complaint. I ask that you keep my identity confidential and take the necessary actions to prevent such incidents from occurring in the future.

Thank you for your attention.

Yours sincerely,

[Your Name]

Verbal Harassment by Supervisor

Dear [Name of HR Manager],

This email is to report the incident of verbal harassment I have experienced today by my supervisor [Name of the Person]. He has been using derogatory language and belittling my work in front of other team members, which is not only offensive but also affects my productivity and confidence at work.

I request that you take immediate action to investigate this matter and take the required measures to prevent such behavior in the future. I hope for fair and just action to be taken, and I am willing to provide any information that can support my complaint.

Thank you for your prompt assistance in this matter.


[Your Name]

Incident Report Email Sample for IT Issues

Computer Malfunction

Dear [Name of IT Manager],

I am writing this email to report a serious issue with my computer. I have noticed multiple malfunctions in the system performance and the loading of the software. The system often freezes and crashes, resulting in loss of data and unsaved files. The problem has been persisting for a while now, and I suspect it is because of a virus or a malware attack on the system.

I urge you to take prompt action in diagnosing and resolving the issue to prevent any further damages to the system. I understand that the computer is company-owned and I have not made any changes to the system configuration or downloaded any unauthorized software. I would appreciate your assistance in this matter.

Thank you for your attention.

Best regards,

[Your Name]

Email Account Hacked

Dear [Name of IT Manager],

This email is to report a serious incident of my email account being hacked. I suspect that my password has been stolen or that my account has been compromised due to a security breach. I have noticed that I am receiving multiple emails from unknown senders and that my emails have been forwarded to other addresses without my authorization.

I am concerned that there might be a deeper issue on the server level, and I urge you to investigate this matter. In the meantime, I have changed my password and activated all possible security measures to prevent any further intrusions. Kindly assist me in resolving this matter immediately.

Thank you for your assistance and cooperation.

Yours sincerely,

[Your Name]

How to Write an Incident Report Email

Writing an incident report email is an important task that requires attention to detail and precision. It is important to keep in mind that an incident report email is a formal communication, and as such, it requires a professional tone and style. Here are some tips to help you write an incident report email:

  • Provide a clear, concise summary: Begin your email with a clear and concise summary of the incident. This should include the date, time, and location of the incident, as well as a brief description of what happened. Keep your summary brief, but provide enough information to give the recipient a clear understanding of what occurred.
  • Include relevant details: In the body of your email, include any relevant details that will help the recipient understand the incident. This might include the names of individuals involved, any witnesses, and any actions that were taken in response to the incident. Be sure to provide specific details, but avoid including unnecessary information that will only clutter your report.
  • Use objective language: When writing an incident report email, it is important to use objective language that is free of opinion or bias. Stick to the facts and avoid using emotional language or subjective descriptions. This will help ensure that your report is seen as professional and credible.
  • Be specific: When describing what happened, be as specific as possible. Use numbers, dates, and times to provide a clear picture of the incident. Avoid using vague language that could be open to interpretation. The more specific you are, the easier it will be for the recipient to understand what happened.
  • Include any relevant documents: If you have any documents that are relevant to the incident, such as incident reports, witness statements, or photographs, be sure to include them as attachments to your email. Make sure that any attachments are clearly labeled and that you provide a brief description of each document in the body of your email.
  • Conclude with a summary: End your email by summarizing the key points of the incident. This will help ensure that the recipient understands the most important details. Be sure to include any next steps or actions that will be taken in response to the incident.

Writing an incident report email requires attention to detail and precision. By following these tips, you can ensure that your report is professional, objective, and effective.

FAQs about Writing an Incident Report Email

What should be included in an incident report email?

Generally, an incident report email should include the date and time of the incident, the location, a detailed description of what happened, who was involved, any witnesses, and the outcome, if applicable.

How should I structure my incident report email?

Start with a clear and concise subject line, followed by a brief introduction that provides context for the incident. Use bullet points or numbered lists to organize the details of the incident, and be sure to include any relevant attachments or supporting documentation.

What tone should I use in my incident report email?

Your incident report email should be professional in tone. Avoid using emotional language or making assumptions, stick to the facts, and maintain a neutral tone throughout.

What are some tips for writing an effective incident report email?

Be specific and detailed in your description of the incident, use clear and concise language, remain objective, and proofread your email for spelling and grammar errors before sending it.

Can I use bullet points in an incident report email?

Yes, using bullet points or numbered lists is a great way to organize the details of the incident and make your email easier to read and understand.

Should I include my personal opinions in my incident report email?

No, it’s important to remain objective and stick to the facts when writing an incident report email. Avoid including personal opinions or making assumptions about the incident.

Who should I send my incident report email to?

Send your incident report email to the appropriate person or department, as specified by your company’s policies or protocols. This may include your supervisor, HR department, or other relevant parties.

That’s a wrap!

And there you have it! A simple guide on how to write an incident report email sample. I hope this article has been helpful to you and that you found some useful tips to apply to your own reports. Remember, writing a detailed report can help prevent future incidents and ensure that everyone stays safe. Thanks for reading and I hope you visit again soon for more helpful content!