Incident Report Form

Why an Incident Report Form is Essential for Pubs and Hospitality

In busy hospitality environments, unexpected incidents can occur at any time. Whether it’s a customer injury, staff accident, or disturbance on-site, it’s vital to record the details accurately. The Incident Report Form provides a structured way for pub and hospitality managers to document what happened, who was involved, and how it was handled.

Keeping detailed incident records helps protect your business, supports staff accountability, and provides valuable evidence in case of insurance claims or investigations. It also demonstrates that your venue takes safety and compliance seriously.

Legal Requirements and Employer Responsibilities

Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), employers must report certain workplace incidents to the Health and Safety Executive (HSE). Recording all incidents — even minor ones — ensures accurate records and helps you decide whether formal reporting is required.

You can read official HSE guidance here:
Health and Safety Executive – Reporting accidents and incidents at work (RIDDOR)

Using an Incident Report Form regularly ensures your venue complies with legal obligations and maintains a proactive approach to workplace safety.

What the Incident Report Form Includes

This editable digital record is designed specifically for pubs, bars, and hospitality venues. It includes:

• Date, time, and location of the incident

• Names of those involved and any witnesses

• Description of what happened and contributing factors

• Immediate actions taken and outcomes

• Follow-up section for management review and resolution

Each section can be easily customised to fit your venue’s procedures, allowing you to add branding, contact details, or site-specific requirements.

Benefits for Pubs and Hospitality Venues

• Supports compliance with RIDDOR and HSE regulations

• Promotes accountability and consistent record-keeping

• Protects your business against disputes and insurance claims

• Encourages a safety-first workplace culture

• Free to download, easy to customise, and ready to use

Format and Use

This Incident Report Form is provided as a free editable digital download (Word or PDF format). You can personalise it with your business name and logo, then print copies for daily use. Keep completed forms securely stored and review them regularly to identify trends or potential hazards.

By maintaining accurate incident records, you create a safer, more compliant, and more professional environment — helping protect your staff, customers, and reputation.

To see the full range of our free range of document templates available from That HR Girl, please click here: Free essential downloadable documents for pubs & hospitality