Documentation guide
How to Document Incidents Properly
Learn what to include in an incident report, when to document it, how to preserve evidence, and how to build a useful chronological record.
What information belongs in an incident record?
- Date and time
- Location
- People involved
- What happened
- Relevant direct quotes
- Witnesses
- Supporting evidence
- Immediate outcome and follow-up
When should I document an incident?
- As soon as practical while details are still fresh.
- If reconstructing an older event, distinguish remembered details from contemporaneous records.
How long should an incident description be?
- Long enough to capture the important facts.
- Short enough that the core event remains easy to understand.
- Use supporting evidence for details that do not need repetition.
How do I separate facts from opinions?
- Record what you observed directly.
- Identify statements made by other people as statements.
- Keep conclusions separate from factual details.
How should evidence be connected to an incident?
- Label each file clearly.
- Attach or reference it from the incident it supports.
- Keep dates consistent between the event and supporting record.
Frequently asked questions
What should an incident report include?
An incident report should include the date, time, location, people involved, factual description, witnesses, supporting evidence, and follow-up.
When should I write an incident report?
As soon as practical after the incident so details are less likely to be forgotten or confused.
Is an incident log the same as legal evidence?
Not necessarily. Proof helps organize information and records, but it does not determine legal admissibility.
Keep the record organized while the details are still fresh.
Proof helps you document incidents, connect evidence, and build a chronological record in one place.
Start Using Proof FreeProof is an organization and documentation tool. It is not a law firm and does not provide legal advice.