When an accident occurs such as a car accident, slip and fall, workplace injury, etc: one of two reports is usually written up. An incident report or an accident (police) report. They are similar in the information they contain. However, they are created by different individuals, organizations or entities. They are used in different types of accidents depending on where it occurred and the circumstances surrounding the accident.
What is an Incident report?
An incident report is a document much like a police report that contains details of an event that resulted in an injury on the job, an accident, a loss, etc. These are created by business owners, individuals, property owners or the police. They explain how an injury or accident took place and list all the victims, witnesses, etc.
Common uses of Incident Reports
Incident reports can be used for a wide range of situations that have caused injury, property damage, or loss. They are used for “
- Workplace injuries
- Slip and Fall incidents
- School or daycare
- Accidents that occurred on private property (Wal-Mart, apartment complex)
- Security-related events (e.g., theft or disturbances)
Who Creates an Incident Report?
This depends on where the incident occurred or the circumstances surrounding the incident.
- If it occurred at work, such as a workplace injury the manager, supervisor, or human resources would write up the report.
- Slip and Fall incident reports are usually written up by a store manager or Business owner depending on where it occurred. Example: if you had a slip and fall in a grocery store, the store manager or a member of management would write up the incident report
- At a school or daycare, the business owner, manager, or school official would create the report.
- For Accidents on private property, usually the police would write up the incident report. However, it depends on where it occurred and the damage involved.
- For security events such as theft or disturbances and depending on the circumstances the police, management team, or business owner would create an incident report.
What information does an incident report contain
- Date, time, and location of the event
- Names and contact information of those involved
- Description of what happened
- Witness statements (if available)
- Photos or supporting evidence
- Actions taken after the incident
- Purpose of an Incident Report
Incident reports created by risk management or on the job injuries are designed to improve safety procedures, reduce liability, and have documentation for the workers comp insurance company. Other incident reports are used for evidence in a pending personal injury case, or for the insurance company to determine liability.
What Is a Police Report?
A police report or for our purposes we will call it an accident report is created by a law enforcement official in response to an accident or incident. They usually carry more weight (in the legal sense) than incident reports created by someone other than the police.
Police reports are typically generated for:
- Motor vehicle accidents on public roads
- Criminal activity (theft, assault, vandalism, etc.)
- Serious injuries or fatalities
- Disputes that require law enforcement intervention
Who Creates a Police Report?
A member of a law enforcement entity creates a police report such as the city police department, sheriff, or state patrol officer. They procedure that they use to create the report is standardized to create consistency, creditability and to be objected.
What Information Is Included?
A police report is usually more detailed and formal than an incident report and may include:
- Officer observations and conclusions
- Statements from all parties involved
- Witness interviews
- Citations or violations issued
- Diagrams of the scene (especially in car accidents)
- Evidence collected
- Purpose of a Police Report
Police reports serve several functions:
- Establish an official record of an event
- Support criminal investigations
- Help with insurance claims
- Provide evidence in court proceedings
Because they are created by law enforcement, police reports are often considered more reliable and authoritative than an incident report. Police Reports are very important in our area of expertise, which is personal injury. After an accident you will find out that everyone will want a copy of the report including your doctor, attorney and claims adjuster (property and injury adjuster).
Key Differences Between an Incident Report and a Police Report
1. Who Creates the Report
- Incident Report: Created by businesses, employers, organizations, and police
- Police Report: Created by law enforcement officers
2. Legal Authority
- Incident Report: Informal; primarily for internal use
- Police Report: (official) legal document with evidentiary value
3. Purpose
- Incident Report: Documentation, safety improvement, internal records
- Police Report: Legal record, investigation, and enforcement
4. When It’s Used
- Incident Report: Minor incidents, workplace injuries, private property accidents
- Police Report: Crimes, traffic accidents, serious injuries, public safety concerns
5. Use in Insurance Claims
- Incident Report: Helpful but may be questioned or supplemented
- Police Report: Strong supporting evidence and often required
6. Objectivity and Credibility
- Incident Report: May be biased depending on who writes it
- Police Report: Considered more neutral and credible
Do You Need Both Reports?
In many situations there will be one or the other, but not both. However, if you are working and have an accident on the road, your employer will file an incident report and the police will file an accident report as well.
Example Scenarios
Car Accident in a Parking Lot
- Incident report: Police usually fill an incident report for private property accidents
- Police report: Usually not filed because its private property
Slip and Fall in a Grocery Store
- Incident report: Completed by store management or a member of risk management
- Police report: Usually not, however, if it’s a serious injury or death, then yes
Car Accident on a Public Road
- Incident report: No
- Police report: Yes, strongly recommended and required depending on property damage or injury
Workplace Injury
- Incident report: Required by employer
- Police report: Only if there is negligence or criminal activity
If your workplace injury took place going from one job to another and was caused by an accident on the road, there will be two types of reports, one for the accident and one for the workplace injury. You actually have two claims, a workers comp claim and an accident claim. These situations may require an attorney toe explain the differences and which one, or both, you may want to pursue.
Why These Reports are important for personal injury cases
Documentation is everything in a personal injury case and the first and foremost piece comes from an accident or an incident report. In some instances, if you don’t have it, you don’t have a case that an attorney is willing to take on.
How Incident Reports Help
- Establishes that the event or accident that caused injury occurred
- Show that the business was aware of the situation
- Provide initial details and witness information
How Police Reports Help
Insurance companies, attorneys and physicians who treat car accident injuries rely heavily on Police reports. This shows them several things
- It provides an official third-party account
- Strengthens credibility
- Helps determine fault in accidents
- Has insurance information on all parties listed
- List all wittiness’s
If you don’t have police report, make sure to get a copy.
Common Mistakes to Avoid
1. Not Filing Any Report
Never just swap information at the scene and not contact the police. Many victims will try to file a claim later and the insurance company will just deny it for lack of an incident or police report.
2. Providing Incomplete Information
Whether it’s an incident report or police report, accurate and detail matter. Make sure everything you give to the officer or whomever is writing the report is accurate and complete. Do not leave out details, details matter.
4. Not Requesting a Copy
Always get a copy of an accident or incident report. You need to make sure all the details are accurate and complete. Passengers are commonly not listed on police reports.
How to Get a Copy of Each Report
Incident Report
- Request directly from the business or organization
- You may need to submit a written request
- Some companies may limit what they share
- Police entity that wrote up the report
Police Report
- Request from the local police department
- Often available online, by mail, or in person
- May require a small fee
Final Thoughts
While incident reports and police reports both document events, they serve very different roles. An incident report is typically an internal record created by a business or organization, while a police report is an official legal document prepared by law enforcement. Always make sure to get a copy and verify all the information is correct.
