Damage report forms are basically utilized in order to determine what are the causes of the currently discovered damages. Different damages could result from various incidents or accidents, and these could either be done on purpose or not. Either way, damage report forms are a great help in probing what happened and who is or are behind these. That is why it is important that any kind of damages are immediately reported to the authorized people or offices.

Another reason for immediate report with regards to the damages is that these might cause more distractions or interruptions not just to the property or thing that was damaged but also to the people surrounding it. Further on this article are sample forms for damage report forms. Take time in scrutinizing how these forms are significant in times of incidents or accidents. You may download and utilize these when you encounter the same circumstances similar to these provided sample report forms for you.

University Damage Report Form

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  • PDF

Size: 7 KB

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Public Injury or Damage Report

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  • PDF

Size: 269 KB

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Missing or Damage Report Form

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  • PDF

Size: 151 KB

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Road Incident Damage Report Form

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  • PDF

Size: 207 KB

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Incident Damage or Hazard Report Form

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  • DOC

Size: 40 KB

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Liability Insurance Damage Report Form

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  • PDF

Size: 327 KB

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Ride-share Accident or Damage Report

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  • PDF

Size: 60 KB

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Completing the Damage Report Forms

The damage report form could only be completed when all information that are needed are provided. Here below are the essential details that are often required in order to complete the process of assessing a damage report. Each of these information are given some explanations in order for you to be guided. You may also refer to the provided form samples for you in this article.

The Personal Information of Affected/Injured Person

This is the most important thing that you need to provide in the form. You have to make sure that the personal information of the affected person is complete and exact. The reason is simply because you have to know who is the main person involved in this incident. The person here is pertained to someone who is affected by the damages and the incident that was reported. Another reason why this is important is for you to know who to ask or investigate with regards to what happened.

But if in case that this person is unconscious due to the impact of the incident, you could approach some people who were present during the incident. Knowing this person’s identity, you are able to contact his or her family or relatives to inform them about what had happened. In addition to this, further information that are needed to be provided are the specific type of injuries that this person had suffered. Thus, some basic information regarding the insurance company that this person has applied to should also be indicated. The injured person’s injuries could also be documented and compiled with the use of injury report forms.

  • The full name
  • The date of birth
  • The residential or postal address
  • The contact number
  • The emergency contact person (name, contact, address)
  • The social security number
  • The insurance company

The Business and Employment Information

The information with regards to the business or company of the affected person is to know what he or she does for a living. The information gathered from this could also be used as a reference for the investigation. This is because there might be some connections between the company details, the incident that has occurred, and the damages that were resulted.

Another thing why business information are necessary is to inform the employee’s employer with what happened to the affected person (or their employee). This is to be done first and foremost especially when the incident or damages occurred at the company or during business working hours. Thus, an employee report should be secured for the management to know what happened.

  • The business permit number
  • The business or company name
  • The business or company address
  • The business or company contact number and email address
  • The employee identification number
  • The employment contract period of the employee (start and end date of employment)
  • The employee’s job title or position
  • A brief description of the employee’s work

The Incident Information

The information from the incident report are also one of the most important things that should be written or specified in details. The purpose is mainly in order to explicit the sequencing of the events before, during, and after the occurrence of the incident. In this way, it will be easier to determine what is or are the causes of the damages. And with the provision of these information, the contributing factors are eradicated, prevented, and/or diminished.

  • The specific date and time of when the incident occurred
  • The exact location or place of where the incident occurred
  • The brief details or description of the incident
  • Any other relevant details to be added

The Damage Information

The provided details for these information become the determinant of how bad these damages are and how much they cost. The purpose for including the approximate amount or cost is to calculate how much is needed to be paid by the person who caused the damages, and/or how much is needed to either pay or claim by the affected person. With the provision of these essential information, the damages are assessed or evaluated. Thus, a thorough investigation is conducted to find more powerful or strong evidences. These damage information could also be used to determine if damages are possible to be mended, repaired and/or restored.

  • The date and time of when damage is reported
  • The date of when the damage/s occurred
  • The exact location of where the damage/s occurred (identify the part or area)
  • The type of damage (either an injury to a person, damage to a property, so on and so forth)
  • The estimated cost of damage, the repair cost, the purchase price or cost
  • The description of the damaged or lost item (model/serial number, age of item, approximate cost)
  • The contributing factors and the causes of damage/s
  • The person or thing behind the damage/s (intentionally or accidentally done)

The People Involved or Witness/es’ Information

The basic information from these people should also be indicated in the form. The reason for this is that these people could help the investigators or officials to ascertain what happened. They will be able to know what were the people doing before, during, and after the incident occurred. These people interviewed might have lots of information to provide when they are interrogated.

Yet, their witnesses’ statements are not always reliable. One main reason is because people have their own way of understanding what they see. And that is the reason why everybody has different perspectives in life. In addition to this, the people or witnesses will tell you what they believe they saw. Therefore, in order to determine what are the exact statements, you have to list all these statements from the interviewed people. When all the information that you need is complete, you can now connect these in solving the matter.

  • The full name of each person
  • The residential address
  • The contact number
  • The witness’s statement/s

The Vehicle Information

If an incident or accident scene involves a vehicle, the information with regards to this should also be indicated in the form. The vehicle could be pertained to the damaged property of the injured person. If it is, then a liability insurance damage report is mandatory. The vehicle could also be used by the delinquent person who had caused such damages. The vehicle could also be the starting point that caused the damage/s. Thus, a driver should also undergo a driver evaluation for safety precautions. Whatever it pertains to, the details of this involved vehicle could be used as an evidence.

  • The vehicle details (year, make, model)
  • The plate number
  • The insurance carrier
  • The name of the vehicle owner
  • The owner’s or driver’s license number
  • The driver’s relationship to the owner (if not the owner)
  • The purpose or reason for use at the time of incident
  • The vehicle evaluation results

The Corrective Actions and Follow-up Information

This part of the form is where you will see how the authorized people or officials reacted in response to the incident that caused damages, or if correct and immediate response was provided. This part also serves as a future basis or reference when the same incident occurs. By means of referring to the form, the authorized people will be able to determine how they had resolved the past issue with the particular implemented actions. And if it seems like these are not enough or effective to the current issue, they could always find a way to make it better.

  • The corrective or follow-up actions that were taken in response
  • The immediate actions taken when the damage/s was or were caused
  • The person or people who implemented these actions or who responded
  • The date of when the actions were implemented
  • The desired result from these actions
  • The result from these corrective actions

The Report Form Information

This part is with regards to the basic or general information of the form. These information are referred to when the form was submitted and to whom. This is basically one way to know if immediate response was made. This also determines who was the person who filled out or submitted this form and when submission was made. This then determines if an immediate report was made.

The information found in this part also serve as the future basis to identify when this incident occurred. And when there are some clarifications with regards to this report, the contact numbers of both the person who submitted and who reported can be reached anytime. Moreover, the signature of both persons indicate that all information written in this damage report form are true, correct, and accurate.

  • The name of person who submitted the report
  • The name of the person who received the report
  • The contact numbers of each
  • The affixed signatures from both
  • The date/s when both had signed the form

Property Damage Report Form

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  • PDF

Size: 90 KB

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Equipment Damage Report Form

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  • DOC

Size: 149 KB

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Incident Property Damage Report Form

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  • PDF

Size: 19 KB

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Blank Property Damage Report Form

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  • PDF

Size: 36 KB

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Incident Property Damage First Report

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  • PDF

Size: 34 KB

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Property Loss or Damage Claim Report

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  • PDF

Size: 233 KB

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Report Form for Damage or Stolen Property

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  • PDF

Size: 30 KB

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By providing all these vital information, answers to all possible questions in evaluating or examining the occurrence are secured. Sample questions that could further assess the incident are as follows:

  • Did the damages cause some interruptions or distractions?
  • How exactly did the damages occur?
  • Was the supervisor or the authorized person notified as soon as possible?
  • Was police department notified immediately?

All information that could be used to understand or know every aspect of the damages are examined and analyzed thoroughly. That is why people involved must supply all the details or information as much as possible to the greatest extent of their knowledge with what happened. And all questions asked will be answered if the damage or the incident is reported immediately, or at least within twenty four (24) hours after its occurrence. Also take note that in reporting any kind of damages, it is important that all items that are reportedly damaged are retained until the matter is resolved. The reason for this is because these items are evidences that are used as reference to see how strong the impact or the effect is.

Summing these all up, these damage report forms are mandatory to be utilized most especially when circumstances occur. This is due to the fact that these cause damages, thus, utilizing these report forms could help you, the authorized personnel, or the officials to manage whatever is or are damaged.

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