Incidents or accidents can happen anytime anywhere i.e., at school, home, road, workplace, etc. Some incidents are required not only to be reported but explained as well. Especially in the case of incidents that incurred at a workplace, it is quite important that such incidents must be reported in detail. For this purpose, an explanation incident report letter can be a great way to give a detailed insight into what actually happened.
What is an Explanation Incident Report Letter?
An explanation incident report letter is a detailed letter that is written not only to report a particular incident but to explain it too. Some incidents like an accident, a theft, security breach, harassment at the workplace, etc. are required to be reported as well as explained in detail. A useful collection of explanation incident report letter samples is available here on this page.
A detailed incident report letter typically includes the nature of the event, the actual date and the place on which it was incurred, and the reason or reasons why an incident actually happened. This type of letter is required to be written by someone who was directly involved in the incident as only that person can give a proper account of what actually happened.
An explanation incident report letter is usually written to a superior or anyone in authority. It should also include any specific facts related to the event and should state the actions that were taken or proposed to be taken in response to the event under the subject. Make sure to scroll down and download the free explanation incident report sample letters given here on this page.
FREE Explanation Incident Report Letter Samples
Sample Accident Report Letter in Office (Exclusive)
File Size: 15 KB
Formal Explanation Incident Report Memo Letter
File Size: 13 KB
Sample Explanation Incident Report Letter Word
File Size: 15 KB
Explanation Crime Incident Report Letter Template
File Size: 14 KB
Official Explanation Incident Report Letter Example
File Size: 15 KB
How to Write an Explanation Incident Report Letter?
Wondering how to write an explanation incident report letter? If so, make sure to keep in mind the following elements of such a letter, whether you write it from scratch or use an incident report letter template:
- A proper subject line or title that is in line with the message of the letter.
- A brief introduction that states the actual purpose of writing the letter.
- A detailed description of the incident that actually took place including its:
- date
- time
- nature
- location
- any other relevant detail
- The names and contact details of the persons or organizations (only if you know) who are actually related to the incident.
- An account of damages or losses that occurred as a result of any such incident.
- A list of actions that were taken or were proposed to be taken in response to the incident.
- A list of any recommendations or guidelines that were set to avoid any similar incidents or accidents in the future.
- Name, contact information, and details of the person writing the letter.
- It must be written in a proper format just like any other official letter.
- The letter must contain an honest report and explanation of the incident that incurred. The tone of the incident report letter should be professional. There should be no criticism or negativity against anyone.