1
Basic event details
Record the incident number, date, time, location, incident type and the people involved.
Free NZ incident management resource
Incident Register Template for NZ Small Businesses
A practical incident and near-miss register to help you record what happened, immediate actions, investigations, corrective actions and verified closure.
Important: This template helps organise incident records. It does not determine whether an event is legally notifiable. Check the requirements that apply to your business and the circumstances of the event.
What should an incident register record?
Keep enough information to understand the event, manage any immediate risk, investigate where appropriate and show that follow-up actions were completed.
2
What happened
Describe the event factually and record any injury, harm, service impact, property damage or other consequence.
3
Immediate actions
Record what was done straight away to make the situation safe, support people involved or prevent further loss.
4
Investigation
For events needing further review, record findings and contributing factors based on evidence rather than assumptions.
5
Corrective actions
Assign clear follow-up actions, owners and due dates so important issues do not disappear after the initial response.
6
Verification and closure
Keep evidence of completion and verify the action where appropriate before marking the event closed.
Example incident register record
| Incident | Type | Description | Immediate Action | Investigation | Corrective Action | Owner | Status |
|---|---|---|---|---|---|---|---|
| INC-001 | Near Miss | Item fell from shelving; no injury occurred. | Area made safe and shelving checked. | Storage arrangement and securing method reviewed. | Reorganise storage and confirm shelving controls. | Operations Lead | In Progress |
Useful rule: an incident should not be considered fully managed just because it has been recorded. Significant follow-up actions should have an owner, due date and evidence of completion.
Incident register vs incident investigation
Incident register
Your central record of incidents and near misses, including status, actions and closure information.
Incident investigation
A deeper review used when the seriousness, recurrence or circumstances justify understanding causes and preventing recurrence.
Move from individual records to a simple compliance system
The NZ Quality & Compliance Starter Pack brings incident, risk, CAPA and other practical compliance tools together in one system for small businesses.
Frequently asked questions
What should an incident register include?
A practical register usually includes date and time, incident type, location, people involved, description, immediate actions, harm or impact, investigation details, corrective actions, owners, due dates, evidence, verification and closure.
Can I download a free incident register template?
Yes. Use the download button at the top of this page to get the free Excel Incident Register Template.
Should near misses be recorded?
Recording relevant near misses can help a business identify hazards, recurring weaknesses and opportunities to prevent future harm. Your specific recording requirements depend on your activities and obligations.
Does this template tell me whether an event is notifiable to WorkSafe?
No. The template is a management tool. Whether an event is legally notifiable depends on the circumstances and applicable New Zealand requirements.
Disclaimer: This page and template provide general quality and compliance information and are not legal advice. Requirements vary according to your business activities, sector, contracts and applicable New Zealand law.