An incident report form for the first hour after

Updated 2026-10-30

Facts fade fast. By the time someone writes up an incident, the time is a guess and the details have shifted. I want the person who saw it to write it down while it is fresh. One link makes that easy, even from a phone.

Before an incident

I share the link where staff already look: the staff room, the team chat, the handbook. A form helps only if people know it exists. I also name one person who reads reports and decide what that person does on the first day.

While someone reports

The reporter gives the date, place, type and a plain account. Everything else is optional, so a shaken person can finish quickly. Their AI can help. It might ask "What happened?" Then "Where did it happen?" Then "Was anyone hurt?" It shows the answers and sends them only after a yes. See agent-fillable forms.

After the report

I read the CSV, sort by seriousness, and start the follow-up outside the form. The form does not run an investigation, keep a case file or alert anyone. This is a form, not legal advice. For anything with legal weight, such as an injury at work, have a professional check your wording and what you must report.

Lost laptop or phishing email? Use a security incident report. Close calls with no harm fit a near miss report. More tools are in IT and operations forms.

Questions

What counts as an incident?

That is your policy, not the form's. The type list covers injury, damage, equipment failure, theft, conflict and spills. Change it to match what your workplace actually reports.

Can people report without naming others?

Yes. Names of other people are optional, and roles are enough. The reporter's own name is required here, so you can ask a follow-up question.

How do I add photos?

The form cannot take uploads. Ask the reporter to paste a link to photos or video in the evidence link field.

Try the form

Live demo ยท nothing is saved

Report an incident

Please report as soon as it is safe to do so. Write facts, not blame.

What kind of incident was it? (required)

Write the facts in the order they happened.

Names or roles are enough.

Someone was hurt
Emergency services were called
How serious was it?
Use this templateAll templates

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text
Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Report an incident",
  "description": "Please report as soon as it is safe to do so. Write facts, not blame.",
  "fields": [
    {
      "id": "reporter_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "reporter_role",
      "label": "Your role",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "incident_date",
      "label": "Date it happened",
      "type": "date",
      "required": true
    },
    {
      "id": "incident_time",
      "label": "Approximate time",
      "type": "short_text",
      "max_length": 50
    },
    {
      "id": "incident_place",
      "label": "Where did it happen?",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "incident_type",
      "label": "What kind of incident was it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Injury or illness",
        "Property damage",
        "Equipment failure",
        "Theft or break-in",
        "Conflict between people",
        "Spill or leak",
        "Other"
      ]
    },
    {
      "id": "what_happened",
      "label": "What happened?",
      "type": "long_text",
      "required": true,
      "help": "Write the facts in the order they happened.",
      "max_length": 3000
    },
    {
      "id": "people_involved",
      "label": "Who was involved or saw it?",
      "type": "long_text",
      "help": "Names or roles are enough.",
      "max_length": 800
    },
    {
      "id": "someone_hurt",
      "label": "Someone was hurt",
      "type": "checkbox"
    },
    {
      "id": "emergency_called",
      "label": "Emergency services were called",
      "type": "checkbox"
    },
    {
      "id": "immediate_action",
      "label": "What was done straight away?",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "seriousness",
      "label": "How serious was it?",
      "type": "single_choice",
      "options": [
        "Minor",
        "Moderate",
        "Serious"
      ]
    },
    {
      "id": "evidence_link",
      "label": "Link to photos or video",
      "type": "url"
    },
    {
      "id": "follow_up_needed",
      "label": "What should happen next?",
      "type": "long_text",
      "max_length": 1000
    }
  ]
}

Or call the API

bash
curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Report an incident","description":"Please report as soon as it is safe to do so. Write facts, not blame.","fields":[{"id":"reporter_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"reporter_role","label":"Your role","type":"short_text","max_length":100},{"id":"incident_date","label":"Date it happened","type":"date","required":true},{"id":"incident_time","label":"Approximate time","type":"short_text","max_length":50},{"id":"incident_place","label":"Where did it happen?","type":"short_text","required":true,"max_length":200},{"id":"incident_type","label":"What kind of incident was it?","type":"single_choice","required":true,"options":["Injury or illness","Property damage","Equipment failure","Theft or break-in","Conflict between people","Spill or leak","Other"]},{"id":"what_happened","label":"What happened?","type":"long_text","required":true,"help":"Write the facts in the order they happened.","max_length":3000},{"id":"people_involved","label":"Who was involved or saw it?","type":"long_text","help":"Names or roles are enough.","max_length":800},{"id":"someone_hurt","label":"Someone was hurt","type":"checkbox"},{"id":"emergency_called","label":"Emergency services were called","type":"checkbox"},{"id":"immediate_action","label":"What was done straight away?","type":"long_text","max_length":1000},{"id":"seriousness","label":"How serious was it?","type":"single_choice","options":["Minor","Moderate","Serious"]},{"id":"evidence_link","label":"Link to photos or video","type":"url"},{"id":"follow_up_needed","label":"What should happen next?","type":"long_text","max_length":1000}]}'

JSON definition

json
{
  "title": "Report an incident",
  "description": "Please report as soon as it is safe to do so. Write facts, not blame.",
  "fields": [
    {
      "id": "reporter_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "reporter_role",
      "label": "Your role",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "incident_date",
      "label": "Date it happened",
      "type": "date",
      "required": true
    },
    {
      "id": "incident_time",
      "label": "Approximate time",
      "type": "short_text",
      "max_length": 50
    },
    {
      "id": "incident_place",
      "label": "Where did it happen?",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "incident_type",
      "label": "What kind of incident was it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Injury or illness",
        "Property damage",
        "Equipment failure",
        "Theft or break-in",
        "Conflict between people",
        "Spill or leak",
        "Other"
      ]
    },
    {
      "id": "what_happened",
      "label": "What happened?",
      "type": "long_text",
      "required": true,
      "help": "Write the facts in the order they happened.",
      "max_length": 3000
    },
    {
      "id": "people_involved",
      "label": "Who was involved or saw it?",
      "type": "long_text",
      "help": "Names or roles are enough.",
      "max_length": 800
    },
    {
      "id": "someone_hurt",
      "label": "Someone was hurt",
      "type": "checkbox"
    },
    {
      "id": "emergency_called",
      "label": "Emergency services were called",
      "type": "checkbox"
    },
    {
      "id": "immediate_action",
      "label": "What was done straight away?",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "seriousness",
      "label": "How serious was it?",
      "type": "single_choice",
      "options": [
        "Minor",
        "Moderate",
        "Serious"
      ]
    },
    {
      "id": "evidence_link",
      "label": "Link to photos or video",
      "type": "url"
    },
    {
      "id": "follow_up_needed",
      "label": "What should happen next?",
      "type": "long_text",
      "max_length": 1000
    }
  ]
}