Capture the event while details are fresh
Write down the event as soon as reasonably possible. Include the occurrence date and time even if you are creating the record later.
Use your own words. A source record should reflect what you actually remember rather than language added later to make the event sound stronger.
- Date and approximate time
- Where the incident happened
- What job or task was underway
- Who was involved or nearby
- What was said or done
- What you did in response
- Who you notified
Separate observation from assumption
Write what you observed first. If you believe an action had a particular motive, record that belief separately and explain what facts caused the concern.
This distinction makes a later review more reliable because another person can evaluate the same underlying facts without being forced to accept the original interpretation.
Record what changed afterward
An incident does not end when the conversation or event ends. Schedule changes, discipline, follow-up meetings, messages, investigations, equipment checks or additional incidents may become part of the same sequence.
Follow-up entries should point back to the earlier event rather than rewriting the original account.
Preserve corrections instead of erasing history
People remember additional details and sometimes discover that an earlier detail was wrong. A trustworthy record allows clarification while preserving the original entry.
Corrections should explain what changed and why rather than making the earlier version disappear.