Report Writing Instructions

Arise staff should complete an Incident Report to document all workplace injuries, near misses and accidents. Arise staff should complete a Missing Child to document a situation wherein a child goes missing and is found wandering outside of the studio building. Arise staff should complete a Suspected Child Abuse Report if s/he has reasonable grounds to suspect that child abuse has occurred or if a child is at risk of abuse (staff do not need to be certain that abuse has occurred to write a report). Reports should be completed as soon as possible after the incident while the details are still fresh in the minds of the one reporting and the witnesses (if witnesses are present).

1. Specific Details and Description

The more specific the report, the more useful it will be. For instance, if documenting an incident instead of documenting that the accident occurred, “in Studio A” write, “on Oct 28, 2019 at 4:40pm in Studio A while at the barre.” If it will be helpful, include a quick diagram or photo. For example, if someone tripped over one of the door mats because the corner of the mat was turned up (a tripping hazard), include a photo of the mat. If you are documenting suspected physical abuse, be sure to circle the bruises or injured on the body chart.

2. Facts Only

It can be tempting to include opinions in reports, especially if you feel that your opinion could be helpful to decision-makers; however, reports should be an entirely factual document because opinions can cloud accuracy and distract from the details.

3. Objective Tone

Keep the tone of the document as objective as possible. Write accurately and professionally, and don’t allow emotions to get in the way of objectivity.

4. Witness Statements

At times it may be helpful to include a statement by a witness or two in your report if the situation had witnesses (this is not necessary for Suspected Child Abuse reports). Remember to attribute witness statements to specific people. Use quotation marks to frame their statements, and explain the witnesses’ positions and how they relate to the incident.

5. Confidential Concerns

It’s possible that your report could be used in court at some point, so avoid including confidential details that should not be made public. These may include the personal health history of someone involved. 

6. Good Grammar & Neatness

Correct word choice, complete sentences, and proper punctuation will help your incident report to be as clear and accurate as possible. Print clearly so that everything can be easily read and understood.

7. Director Sign-Off

Once the report is complete, ensure that it is given to one of the Arise Directors to read and sign (this is not necessary for Suspected Child Abuse Reports).

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