bevdkbdf.formester.com/f/vi6Z5SYrq

Official Police Incident Report Form

An incident report form modeled on police reports that captures the incident details, witnesses, evidence photos, and signature, exported as PDF.

Operations

About this template

This incident report template runs on Formester's drag-and-drop form builder, so you can adjust the fields for the specific incidents you log (security, safety, facility damage) without writing code. Replace the placeholder agency header with your team, swap the witness block for a multi-witness repeater, or drop in a vehicle-detail section for traffic incidents.

Field staff fill the form on a phone or tablet at the scene, upload photos and videos via file upload, capture witness statements, and submit. The PDF lands in your dashboard with a timestamp, the GPS-tagged location, and every photo embedded. No paper notebook to lose, no recreation from memory hours later.

Use conditional logic to surface evidence-collection fields only when physical evidence was secured, reveal a vehicle block when a traffic incident is selected, or add a use-of-force section when the incident escalates. Push each report to your management system through Zapier or a webhook, so the operations team sees the report in real time.

Running a unique workflow (campus security, healthcare facility, retail loss prevention)? Generate a tailored variant with the AI form generator in minutes.

How to use this incident report template

Seven steps to a working incident-report workflow. Most teams finish in under 15 minutes.

Open the template

Click Use Template. Conditional rules, file-upload fields, and signature flow load into the Formester builder.

Brand the form

Drop in your security or facility team logo, agency name, and contact info. The PDF reads as an official report from your team.

Configure incident types

Edit the incident-type dropdown: security breach, theft, vandalism, injury, vehicle, fire, medical, other. Pick what your team actually responds to.

Set up file upload

File-upload fields capture photos and videos of the scene, the damage, and any evidence.

Apply conditional logic

Use conditional logic to surface evidence-collection fields when physical evidence was secured, vehicle blocks for traffic incidents, and witness multipliers for crowded scenes.

Enable mobile capture

Field staff fill the form on phone or tablet. GPS-tagged location, timestamp, and embedded photos all capture automatically.

Route to operations

Push each submission to your operations system via Zapier or webhooks, so leadership sees the report in real time and can dispatch follow-up.

When to use this incident report template

Six security, operations, and facility scenarios this template handles out of the box.

Facility damage and vandalism

Maintenance discovers damage on the morning round. Photo upload captures the scene; the report routes to operations before the workday starts so repairs can be scheduled.

Security incident at a campus or office

Security guard documents an after-hours intrusion or trespass. Conditional logic reveals evidence-collection fields and witness statements; the PDF goes to leadership the same hour.

Employee injury and safety incidents

Floor manager documents a workplace injury for OSHA compliance. Witness statements, photos of the scene, and the corrective action all on one PDF that goes to HR and legal.

Vehicle incidents at a facility

Parking lot incidents, delivery vehicle damage, or company car accidents. Conditional logic reveals vehicle details, insurance fields, and other-party info when traffic is selected.

Retail loss prevention

Loss prevention officer documents shoplifting or fraud. Suspect description, evidence collected, and witness employee statements all in one PDF for the file and the police follow-up.

Healthcare facility incidents

Patient fall, medication error, or facility safety event. Form captures the incident, the response, and the corrective action; PDF goes to the risk management team.

Fields included in this template

Every detail a usable incident report needs. Drop the ones you do not collect; the rest work on the free tier.

  • Report number Auto-generated

    Sequential ID for every report.

  • Date and time of incident Datetime

    Anchors the report and feeds the timeline.

  • Reporting officer or staff name Short text

    Who filed the report.

  • Officer ID Short text

    Internal ID for the filing officer.

  • Location of incident Full address + GPS

    Where the incident occurred. GPS captures automatically on mobile.

  • Incident type Dropdown

    Security, theft, vandalism, injury, vehicle, fire, medical, other.

  • Incident description Long text

    Factual account of what happened, who was involved, and what was observed.

  • Involved parties Repeatable line

    Name, role, contact for each person involved (victim, suspect, witness, staff).

  • Witnesses Repeatable line

    Name, contact, and witness statement for each witness.

  • Evidence collected Conditional section

    Shown when physical evidence was secured. Description and chain of custody.

  • Photos and videos File upload

    Multiple files. Captures scene, damage, and any documentation.

  • Vehicle details Conditional section

    Shown for traffic incidents. Make, model, plate, VIN, insurance.

  • Response and follow-up Long text

    Action taken at the scene and recommended next steps.

  • Officer signature E-signature + date

    Final certification of the report.

Questions we get a lot

Security team and operations questions about mobile capture, evidence handling, and routing.

Can the form be filled on a phone at the scene?
Yes. The form renders on phone and tablet. Officers fill the report in the field; GPS, timestamps, and photo uploads all capture automatically.
Can I upload photos and videos as evidence?
Yes. The form includes file-upload fields for multiple photos and videos. Each submission archives the originals with the report.
Can I customize the form for my specific incident types?
Yes. Edit the incident-type dropdown and use conditional logic to surface the right follow-up fields per type.
Does it work when there is no cell signal?
Yes. Formester supports offline submission. Officers fill the form on-device; data syncs automatically when the device returns to signal.
Can I push reports to my operations system?
Yes. Push each submission via webhook or Zapier to operations, leadership, or your records-management system.
Where are reports stored long-term?
Every submission is saved to your Formester dashboard with a PDF copy. Filter by date, location, type, or officer, and export the archive as CSV for audit.