ConstructionTo access our free construction incident report template, fill out the form above (on mobile devices) or to the right (on desktop) to have it emailed to you.
The fillable PDF form includes the following:
1. General Information
Report Number
Date of Report
Time of Report
Reported By:
Name
Position
Contact Information
2. Incident Details
Date of Incident
Time of Incident
Location of the Incident:
Address
Specific Area of the Job Site
Weather Conditions: (if applicable)
Sunny
Cloudy
Rainy
Windy
Other: ____
3. Persons Involved
Injured Person(s) (if any):
Name
Role ( worker, visitor, subcontractor)
Employer (if applicable)
Contact Information
Witness(es):
Name(s)
Role(s)
Contact Information
Supervisor on Site:
Name
Position
Contact Information
4. Incident Description
Type of Incident:
Slip/Fall
Equipment Malfunction
Struck By Object
Chemical Spill
Electrical Shock
Other: ____
Description of the Incident
5. Injuries and Damage
Injuries Reported (Detail any injuries sustained, including affected body parts.)
Property Damage (Describe any damage to equipment, tools, or property.)
6. Immediate Actions Taken
First Aid/Medical Treatment Provided (if applicable):
Yes
No
If Yes, describe:
Emergency Services Contacted For Medical Care:
Yes
No
If Yes, specify (e.g. fire, ambulance)
Other Actions Taken (e.g. cordoned area off, shut down equipment, etc.)
7. Root Cause Analysis
Primary Cause
Contributing Factors
Human Error
Environmental Conditions
Equipment Failure
Other: ____
Preventative Measures Suggested (Detail steps to prevent similar future incidents)
8. Corrective Actions
Actions Taken to Address Issue ( repairs, training, policy changes)
Assigned To
Deadline
9. Attachments
Photos:
Yes
No
Number of Photos Attached
Witness Statements:
Yes
No
Other Documentation (e.g., inspection reports, permits):
Yes
No
Specify
10. Authorization
Prepared By:
Name
Position
Signature
Date
Reviewed By:
Name
Position
Signature
Date
11. Follow-Up Actions
Date of Follow-Up Review
Findings or Updates (Record any further developments or insights from follow-up actions.)
Key Limitations of PDF Incident Report Templates
While filling out this workplace incident report is sufficient for documentation, PDF incident reports fall short in various ways when it comes to their long-term use in a construction business. For example:
Workflow inefficiency and organization issues: Construction projects can involve hundreds of documents, as each individual file needs to be saved and uploaded to the correct folder, cloud-based project management system, etc. This manual process is both time-consuming and error-prone, increasing the chances of accident report forms and other crucial documents getting lost.
Limited to text only: PDF templates do not allow the addition of photos, videos, or other media to highlight site safety issues and other details when recording incidents.
Accountability challenges: PDFs lack accountability features such as mandatory safety checklists that help prevent workplace safety incidents from occurring in the first place.
For streamlined incident reporting and better ongoing safety management, dynamic digital form software offers a better solution. These alternatives provide improved efficiency and organization, more options for communicating details of events, and promote higher accountability for following safety measures that prevent work site incidents.
So, in addition to sharing the free incident report form above, we’ll also walk through how our construction management software, ServiceTitan, solves these challenges and more.
How ServiceTitan Custom Forms Streamline Construction Incident Reports and Safety Management
ServiceTitan’s construction software allows contractors to create customized forms and checklists — including daily logs, safety plans and checklists, accident/incident reports, and more — that can be completed from the construction site by appointed staff via our mobile app.
More than 10 formats can be used for each form item, including text, numbers, checkboxes, photo/video uploads, dropdowns, stoplight buttons, and more. Signatures can also be added if you require someone from the team to sign off on your reports, and rules can be set to require certain team members to fill out particular forms at set times.
Once forms are completed, there’s no need to upload them to specific places to be stored securely for record-keeping. Each form is automatically saved within your project management system, attached to that particular job, and accessible in real-time by anyone in the organization who needs to view them.
Forms can be built from scratch. But our users also enjoy access to numerous pre-built templates — sourced from forms used by other contractors via TitanExchange. These, too, can be customized to a shop’s specific needs or preferences.
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Other Ways ServiceTitan Helps Subcontractors Facilitate Construction Project Management
To demonstrate how our platform can streamline and automate construction project management, below we’ll demonstrate some of our foundational construction management features, including:
Manage Projects from the Project Overview Dashboard
A project overview page is automatically generated when a new project is created in ServiceTitan. From this dashboard, contractors and project managers can:
View all basic project information — including project name, job address, contact information, brief description of the project, project milestones/due date, etc.
View, log, and prioritize project tasks.
Access project financials — including project job costing and expense details that update automatically throughout a project.
Initiate key actions — such as generating an estimate, purchase order, application for payment, invoice, and more.
View team members/stakeholders involved in the project.
Access an audit trail including events, notes, and project documentation ( work permits, contracts, safety policies, hazard assessments, etc.).
Build Estimates with Accurate Pricing
Project estimates allow you to build detailed construction estimates by adding the specific tasks, equipment, and materials needed to do the work. Users can draw from pre-built job estimate templates or build estimates from scratch.
Tasks, materials, and equipment can all be tagged with color-coded project labels to organize the project details and make everything easy to visualize. In addition, pricing and markups for each line item are automatically calculated based on the most up-to-date prices in your pricebook.
Once an estimate is completed, it can be printed, emailed, or exported in PDF format and sent to the client. If changes are made to approved project plans, estimates can be updated and/or additional estimates can be created as needed throughout the project.
Initiate Requisitions & Purchase Orders
When an estimate is sold, all of the details you’ve set up in the estimate are automatically integrated into the rest of the project management workflow. For example, you can initiate a requisition of equipment and materials within your sold estimate.
Let’s say at the beginning of a project, you want to start ordering your permits and materials — you can select those items within your estimate, which will lead you through a workflow to create the purchase orders you’ll need.
In the purchase order workflow, line items are automatically populated from your estimate. You simply select your procurement sources and shipping locations for each material. Then, you can save that order to create a transaction and send those purchase orders to your vendors — without ever leaving ServiceTitan.
Automate Project Financials & Job Costing
As you progress through a job — creating purchase orders, logging labor hours, processing change orders, receiving progress payments, and so on — ServiceTitan provides real-time project financials and job costing.
Instead of manually updating a series of Excel spreadsheets every time labor and material costs are incurred, this is done automatically for you, based on work that’s completed and entered into the system.
If we continue with our example from above, and you’ve made your initial purchase order of permits and materials, your project summary table is updated to reflect those expenses:
Furthermore, you can view a more detailed breakdown of your project budget versus actual costs.
This will automatically update as you accumulate expenses from materials, equipment, and labor hours. It will display your margins in dollar and percent form to help you track job costs and profitability throughout your project.
You can also access a table breaking down your expenses in further detail:
You can click on any line item and see the exact source of that expense (e.g., which technician logged those hours, or which purchase orders and vendors a given set of materials came from). This allows you to easily check your numbers and feel confident in your data.
When it comes time to send applications for payment and invoices at each stage of progress billing, this can also be easily accomplished from the project overview dashboard.
Automate Progress Billing & Invoicing
The initial estimate you created also informs and populates the continuation sheet in your application for payment:
When sending a payment application, you can easily generate one by selecting the billing period and the percent of each line item you want to bill for.
Then, you can generate a PDF payment application with the details automatically filled out, and send it to your client for review. The continuation sheet details make the bill easier to defend against pushback from construction companies or general contractors.
As a result, subcontractors can get paid faster and reduce cash flow issues.
When applications are accepted, generating an invoice for the progress payment is just as easy. When payments come in, you can update your accounts receivable through our Viewpoint, Sage, QuickBooks, and CSV accounting integrations.
Automate Work in Progress Reporting
ServiceTitan offers work-in-progress (WIP) reports to help construction businesses maintain an accurate, up-to-date view of their projects by calculating recognized revenue based on the percentage-of-completion method.
For business owners and executives running larger organizations with many jobs in progress, this report is invaluable for getting a real-time view of the financial health of the business and ensuring that budgets are managed effectively. In addition, project managers can use WIP reports to manage over- and under-billing.
To run the report, users select from a series of fields, including date ranges, project statuses, and completion dates. The report then generates a table with the following project details:
Project number and name
Contract value
Estimated total cost
Total cost
Percent complete cost
Earned revenue
Revenue
Retainage percent
Retainage
WIP reports can be customized with a variety of different columns and calculations based on the needs of your business. These reports can easily be exported to be further manipulated in spreadsheets if desired.
Like all other features within ServiceTitan, the data used to generate WIP reports is automatically pulled from other areas of the platform. As a result, the amount of work and potential for errors in generating these reports is significantly reduced.
Get a Personalized Demo of ServiceTitan Construction Software
What we’ve covered above is just a sampling of the features that ServiceTitan offers for facilitating construction project management. We also offer construction business reporting, timesheets, inventory management, and more.
If you’re interested in learning more about how ServiceTitan’s cloud-based platform can help you manage and grow profitability in your contracting business, schedule a call with us for a live, one-on-one walk-through of the features and functionality we’ve discussed throughout this post.
