We use this form to record any incident affecting a guest, staff member, or property — injuries, illness, damage, theft, noise complaints, fire-alarm activations, or anything that may require follow-up or an insurance claim. Please complete it as soon as possible while details are fresh.
Approximate time of incident:
Location on property (room number, lounge, garden, car park, stairs, etc.):
Section 2 — Type of Incident
Section 3 — People Involved
Guest name / reservation number (if a guest is involved):
Guest contact (phone / email):
Staff member(s) present / handling:
Witnesses (names and room numbers if guests):
Section 4 — Description of What Happened
Describe what happened in chronological order. Stick to observable facts — who did what, when, and in what sequence. Avoid assigning blame or drawing conclusions.
Section 5 — Injury / Medical (complete only if applicable)
Nature of injury or symptoms:
Section 6 — Damage & Estimated Cost (complete only if applicable)
Item(s) damaged / missing:
Estimated repair / replacement cost:
Upload photos of damage (multiple uploads allowed — one per file):
Section 7 — Action Taken & Follow-up
Immediate action taken by staff:
Section 8 — Report Prepared By