Occurrence reports are to be completed by employees, for any incident that could involve safety, security or business disruption. A link to this form should to be available to every employee, at all times.
A report must be completed, using this form, regardless of whether a verbal report has been made, and regardless of whether a report has been made on a different form. Blank or completed Occurrence Reports are not to be made available to, or shown to, customers, governmental officials or other persons who are not employees of your firm. Management may however, at their discretion, make the reports available to the company’s attorneys and insurers.
OCCURRENCE REPORTS ARE REQUIRED FOR THE FOLLOWING:
(Listed as examples, only)
• Flooding, water damage or water disruption
• Injury to customers
• Comments by customers or nearby businesses
• Receipt of goods, equipment or fixtures, with shipping damage
• Security violations
• Strangers, or member of the press, questioning employees about your operation and the like
• Customer complaints
• Employee Injuries
• Contact with, or inquiries by, governmental inspectors or other government representatives
The general rule is, “when in doubt, fill one out”. In doing so:
• be as complete as possible
• include all the details, using a continuation sheet if necessary
• list the names of everyone involved, or has first hand knowledge of the occurrence
• include their addresses, telephone numbers and ages
• include the exact time of day, when the occurrence happened
The Occurrence Report is a permanent company record, and as such, is to be taken seriously. Accuracy, neatness and proper spelling are important, since this document may be used for some official or legal purpose.
Note: This report is not to be utilized for written reporting of injuries to insurance carriers or government agencies. Forms provided by these sources, or prepared specifically in response to their requirements, are the only forms to be used for that purpose