How Do You Write a Hazard Report

Published 08/11/2025

A hazard report is a formal written document that contains all possible hazards in a workplace, safety measures, and ways to counter the hazards whenever they happen. It has written texts, pictures, graphs, and annotations that workers will quickly understand. Once reported, it is presented to supervisors and the safety department for implementation. A hazard form is a legal document because it is used by police when a severe incident occurs, so it should be not be taken for granted.

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Elements of a Hazard Report

When writing a hazard report form, it is important to include as much information as possible to ensure accuracy. Details such as specific measurements, dates and times should be included if applicable. Additionally, it is important to provide evidence that supports your assertions by including photos or diagrams. By providing detailed information related to the hazard, you can help prevent similar incidents from happening in the future.

It is essential to include contact information for any individuals or organizations involved with the incident in question. This will help facilitate communication between parties over time and ensure that everyone involved in the incident is aware of any developments or changes in safety procedures or regulations that could affect their activities going forward. With these components included in your report form, you can be sure of a thorough investigation into the matter at hand and responsible management of hazards related to your organization's operations.

A Hazard Report form might commonly follow an incident report so that the cause of the incident can be identified and risk controls put in place.

Employees, supervisors, and managers identify hazards in the workplace; they are assessed by the risk management team and documented for implementation. A hazard report has to contain the following elements;

1: Automated form number

It is a unique number generated to name the hazard form because they are many and avoid confusion. The number is used to search the condition in the database for convenience.

2: Location of hazard

Hazards identified in a specific department are recorded independently to avoid confusion. An example is hazards in a construction site. There are several departments within the area, and hazards in the automotive department will be different from hazards in the masonry department. Hazards occur in other workstations, and they are unique depending on the type of tools used.

3: Date hazard identified

Hazards happen more than likely and on the least expected day. When witnessed, it should be put to paper on that exact date.

4: Brief description

Hazards identified by employees need to be described well for the risk management team to take the right action when implementing procedures to mitigating the hazard. An example of a description is hanging cables in work station No. 067, a slippery floor in office No. R564, and there are wall cracks in production go-down. In this way, the risk management team will understand the hazard easily.

5: Witnesses

Since a hazard report form is a legal document that law enforcers can use, it should have eyewitnesses present at the time the incident occurred.

6: Names of victims and department

The names of employees affected and the departments need to be documented. It reduces time spent assessing the risk and interviewing them to give more information about their experiences in the department.

7: Risk level

Risks are grouped into levels depending on the severity, probability of occurrence, and the possible number of victims. The level ranges from 0-5 for low, 6-10 for moderate risk, 11-15 for high risk, and 16-25 for unacceptable risks.

8: Photos of the hazard

Photos for straightforward interpretation must accompany the reported risk. Pictures give a clear visual understanding than reading through texts. The images must have the date and time they were taken and attached along with the said risk.

9: Actions taken or recommended

After the remedy, the procedures are documented, the victims informed, and the completion date recorded. Pictures of the rectified hazard are taken and mounted on the hazard report.

Why record Hazard Report's in the workplace?

The hazard management process involves identifying, assessing and controlling potential hazards in order to reduce the likelihood of them causing harm. This process involves identifying potential hazards and assessing the risks associated with them, as well as implementing control measures to reduce the likelihood of harm occurring.

Hazard management is an important aspect of workplace safety. It helps to identify potential hazards, assess the risks associated with them, and develop strategies to reduce or eliminate the risks. Hazard management also involves the implementation of safety measures and the monitoring of safety performance. By addressing potential hazards, employers can prevent accidents and injuries, and protect their employees from harm. Implementing an effective hazard management system helps to ensure that the workplace is a safe and secure environment for workers.

Hazard reporting prevents unsafe conditions from causing accidents, injuries, and death in the workplace. It also helps employers identify and mitigate potential hazards before they cause harm.

Setting up a hazard report system helps ensure hazards in the workplace are recorded and staff are made aware which in turn can prevent a safety incident from happening and help ensure that workers are going to be able to conduct their job task or activity safely.

View Hazard Templates, Forms and Examples

5 Example Hazard Reporting areas

1: Psychosocial Hazard Reports

2: Hazard Identification

3: Hazard Inspection Checklist

4: Hazard Report Form

5: Hazard Awareness

Examples of hazards in the workplace that you might complete a Hazard Report for

- Naked electric wires
- Cracks on walls
- Serious illness
- Assault
- Criminal acts
- Filling hazard report
- Dust
- Broken equipment
- Damaged building
- Chemicals

A hazard report form is filled by those in authority; managers, risk assessment personnel, and supervisors. On the reporting, anyone within the workplace can report, and only authorized people can document. It should be filled using the best practices and per the government laws. The following guidelines must be followed when filling out hazard report;

- Supervisors should prove with evidence the information in the report
- Take the shortest time possible- usually 24 hours.
- Proofread
- Keep the document private and confidential to the concerned people
- Include supportive evidence on the documented hazards
- Inform health care and the police of severe incidences
- Sign the document

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Why is a Hazard Report important?

A hazard report is an essential document in the workplace as it ensures employees well-being is catered for. Anyone should do hazard reporting within the internal or external environment, and no one should be intimidated. Once reported, it should be documented the same day, and measures to mitigate the hazard put in place.

Hazards can be a major cause of disruption in the workplace. For businesses and their workers, understanding and preparing for potential hazardous incidents is an essential element of staying safe. A key part of this process is the Hazard Report, which is a comprehensive analysis of the risks associated with a particular job or activity. In this blog post, we'll discuss why a Hazard Report is so important for workplaces.

A Hazard Report can help to identify potential hazards before they occur, giving businesses time to make any necessary changes or upgrades to ensure safety in their facilities. It also helps managers determine appropriate safety protocols and procedures that need to be implemented prior to commencing work activities. By having this document on hand, an employer can quickly assess any potential risks and take the necessary steps to mitigate them. Additionally, it provides valuable information that allows employers to track incidents over time and review how safe practices are being maintained throughout the organization. All of this data can be instrumental in designing better strategies for preventing future accidents and injuries at work sites. Enabling the workforce to report hazards easily ensures that potential incidents can be identified before they occur.

Setting up a Hazard Reporting registry

Organizations are setting up a registry of hazard reports to capture information from their operations across the globe. This allows them to track any dangerous conditions or risks across multiple locations and identify potential problems before they become serious incidents.

With such a highly organized system in place, companies can quickly assess the danger levels presented by specific hazards and act accordingly to keep their workers safe. The usefulness of such hazard registries is undeniable; they provide organizations with real-time data that helps them make informed decisions quickly when responding to threats, ensuring that everyone involved stays safe at all times. In addition, since these reports can be accessed remotely from anywhere around the world it makes global coordination easy regardless of location or language barriers.

Setting up a registry of hazard reports also helps build trust with your workers by providing evidence that you are actively managing safety concerns in your organization's operations throughout the world - another great benefit considering employee morale has been proven time after time to play a critical role in successful businesses! With this added layer of transparency around keeping people comfortable and secure on site, valuable company resources don't have to be spent on needless paperwork or confusion generated by incomplete reporting systems anymore.

A modern approach to building a hazard registry is a digital twin of hazards to map out where each hazard location is.

Create your own Hazard Report Form and Registry

Try using our hazard form builder and create your own online hazard report form process and registry

Written by:

Dr Jeremy Nunn