If you were the first person the potential claimant was in contact with after the incident occurred, even if you did not see it happen, you are the person with the most first-hand information and are in the best position to begin filling out the form. Plus, you have the opportunity to obtain more information. For example: if possible, go to the location of the incident to view the site; take pictures; note the weather; note the conditions of the area; identify witnesses, if any; implement corrective actions, if necessary. You are a key to preserving the evidence. (See FAQ on preserving evidence.)

Depending on the nature of the incident, you may need to gather more information from other employees in your entity to complete the report. For instance, reporting a slip and fall incident may involve contacting facilities personnel to obtain information about the snow and ice removal policies and procedures, including what procedures had been conducted that day. Therefore, completion of a report might require a joint effort between pertinent employees.

State only the facts, not opinions. You should not state what you "think" happened. Only document what the injured person told you and what you are able to verify (such as weather conditions or condition of the location).

Example:

"I did not see the incident. At 9:00 a.m., Jane Doe reported to me that she was walking to the east building entrance for an 8:30 am meeting and she slipped on a patch of ice on the sidewalk. I accompanied Jane to the area she identified as the location of the incident. I noted that the sidewalk was clear and dry. Pictures taken." OR "I noted that the area was icy, but according to Facilities personnel, ice melt had been applied at 7:30 am." OR "I noted that the area was icy and it didn't appear that sand or ice melt had been applied."