Record an incident without filling the gaps
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Learning hub · LeadersLeaders · Safeguarding · Guide · 6 min to use
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Record an Incident Without Filling the Gaps
A factual record helps authorized people understand what was observed and reported. Keep it distinct from guesses, conclusions and information collected outside your responsibilities.
When to use it
Use this when your role requires documenting an incident under the organization's process.
Put It into Practice
- Use the approved form and record date, time, location, direct observations and the person's own words as accurately as possible, noting uncertainty explicitly.
- Separate what you saw from what someone told you; avoid labels, diagnoses, leading questions or attempts to resolve conflicting accounts yourself.
- Send the record through the designated secure route, confirm receipt and follow retention instructions; keep it out of routine team messages and shared meeting notes.
What It Can Look Like
A staff member records “the athlete said…” for a disclosure and separately notes who was present, instead of writing an unsupported conclusion about motive.
Your notes stay on this page. They are not saved or sent. Print before leaving to keep a copy.
Take it with you: The purpose is a reliable handoff to the appropriate process, with immediate safety needs addressed through the organization's established procedures.