If you are a security guard or police officer who intervened at the scene of an accident, writing a detailed and accurate report is an important part of doing your job correctly. A good accident report provides an accurate account of what happened without leaving out objectionable information or omitting important facts. If you want to learn how to write an excellent accident report, read on.
Steps
Part 1 of 3: Follow the Protocol
Step 1. Obtain the appropriate form from the institution where you work
Each institution has its own protocol for dealing with an incident and compiling a report. In some cases you are responsible for completing a form issued by your institution, and in other cases you will be asked to write a report by hand or on a computer. Once the form is filled out properly, it will need to be forwarded to the correct department.
- If possible, prepare the report using word processing software. It will be neater and you will be able to use the spell checker to correct when you are done.
- If you write your report by hand, use block letters instead of italics. Don't force people to guess if your 7's are in the 1's.
Step 2. Start the relationship as soon as possible
Write it down on the day of the accident if possible, because if you wait a day or two, your memory starts to get a little inaccurate. You should write down the basic facts that need to be remembered as soon as the accident occurred, and write the report down within the next 24 hours.
Step 3. Indicate the basic facts
The form should have blanks to fill in with information about the incident. If not, start the report with a sentence that clearly states the following information:
- The time, date and place of the accident (be specific, write the exact address, etc.)
- Your name and identification number
- The names of the other officers who were present
Step 4. Include a line about the nature of the incident
Describe what brought you to the scene of the accident. If you have received a call, describe the call and take note of the time you received it. Write an objective, fact-based sentence that describes what happened.
- For example, you could write that you were called to a certain address after a drunk and quarrelsome person was reported.
- Note that you shouldn't write down what you think might have happened. Stick to the facts and be objective.
Part 2 of 3: Describe What Happened
Step 1. Write in first person telling what happened
For the substance of your report, write a detailed, chronological account of what exactly happened. Use the full names of each person mentioned in the report and start a new paragraph to describe each person's actions separately.
- Provide answers about the who, what, when, where and why of what happened.
- Include an accurate description of your role in the course of what happened. If you had to use force to hold someone back, don't leave it out. Report how you handled the situation and the outcome.
- Use specific descriptions. Instead of saying, "I found him inside and arrested him," write something like, "I arrived at 2005 Everest Hill at 12.05pm. I walked to the house and knocked on the door. I tried to turn the handle. and I discovered that it wasn't blocked …"
- Follow your institution's protocol regarding the witness report and evidence.
Step 2. Be thorough
Write down everything you can remember - the more details you provide, the better. Don't give people reading your report a chance to interpret something the wrong way. Don't worry if the relationship is too long or too verbose. The important thing is to report a complete picture of what happened.
Step 3. Be accurate
Don't write something in the report that you're not sure it actually happened for. Report hearsay as hearsay, not fact. For example, if a witness told you they saw someone jump over a fence and run away, make sure it sounds as clear as a witness story, and that it's not sure if it actually happened.
Step 4. Be clear
Don't use flowery and confusing language to describe what happened. Writing must be clear and concise. Use short, point-oriented, fact-based sentences that leave no room for interpretation.
Instead of writing "I think the suspect wanted to beat his wife, because he seemed to have bad intentions when he approached her and grabbed her." You write, "The suspect [Enter name] approached his wife [name] and forcefully grabbed her by the wrist."
Step 5. Be honest
Even if you aren't proud of how you handled the situation, it is imperative that you write an honest story. If you write something untrue, it can be discovered later, putting your work in danger and causing problems for the people involved in the accident. Maintain your integrity and that of the institution you represent by telling the truth.
Part 3 of 3: Correcting the Report
Step 1. Edit and correct the report
Read to make sure it's consistent and easy to understand. Double-check all the facts, including the correctness of the names, dates, times, addresses, license plates, and so on. Make sure you don't leave out any information that should have been included. Look for obvious gaps in the story that may need to be filled.
- Check for grammar and spelling errors once again.
- Eliminate any words that could be considered subjective, such as words that describe feelings and emotions.
Step 2. Submit the accident report
Check the name of the person or department to which the report is to be sent. Whenever possible, submit an incident report in person and be available to answer further questions or provide clarification. In situations where an incident report needs to be mailed or emailed, follow up with a phone call within the next 10 days to make sure the report has been received.
