An incident report letter is usually written to an authority to highlight an incident. It may be written to a public officer such as a law enforcement agent, a local politician, or other public figures, to journalists and media professionals, or even to your insurance company to report an accident and stake a claim.
While the purpose may vary, the format remains the same: the letter should clearly state the particulars of the incident, making sure to answer the questions of what, when, how and by whom.
For instance, if you received an injury while staying at a hotel, you may write to your insurance company listing the particulars of the accident, such as the date and time of the injury, the exact name and location of the hotel where the accident occurred, and enclose a medical report from the doctor.
The letter should end by asking for reimbursement for all expenses occurred as per the terms of the insurance policy. You can see how to write an incident report letter below.
Time and date filed: {time and date}
Time and date of incident: {time and date}
Individual reporting: {your name}
Other individuals concerned with this report: {names}
Location of Incident: {location}
Also enclosed: {any associated footage or evidence}
On {date and time}, I, {your name here}, was witness to the following incident which occurred at {location}. {At this point, describe the events which unfolded and who was involved}.
The following statements were made by other witnesses on the scene. {Include any relevant statements}.
This concludes the incident report.
Contacts for this incident:
{Your name and contact information}
{Witnesses’ names and contact information}
