Writing Formal Incident Reports

The Incident Report in the Dutch Workplace

In the Dutch technical sector, an incident report, or 'incidentrapportage', is more than just a note. It is a critical legal requirement under ARBO health and safety regulations. As a B2-level professional, you must provide a structured and objective analysis of technical failures or accidents to meet corporate standards.

The Standard 5-Part Structure

A professional report follows a fixed sequence to ensure no detail is overlooked. Start with the 'Inleiding' to summarize what happened in one sentence. Follow with a chronological 'Beschrijving' of the event. Then, document any 'Schade' or damage. List your 'Directe acties' to contain the situation, and finish with a 'Conclusie' to prevent future occurrences.

Objectivity: Facts Over Blame

Dutch corporate culture demands objectivity. Avoid subjective language that blames colleagues, like calling an operator 'careless'. Instead, use objective facts, such as noting that standard procedures were not followed. Using the passive voice helps maintain this neutral, professional tone.

Grammar: Establishing the Timeline

To explain what happened *before* an incident, we use the 'Voltooid Verleden Tijd', or Past Perfect. Imagine a technician checked the wires at 9:00. Then, a short circuit happened at 9:15. We say: 'The technician *had checked* the wiring before the smoke began.' This establishes a clear, professional timeline.

Recap: Professional Reporting Essentials

Let's review the core elements of a Dutch incident report. Remember that structure is king and objectivity is required for ARBO compliance. Familiarize yourself with these technical terms to ensure your reports are precise and professional.

Practice: Sequencing the Report

Let's practice. Drag these report sections into the correct order based on the standard Dutch 'incidentrapportage' structure. Not quite. Remember, we always start with the 'Inleiding' and end with the 'Aanbeveling' for the future. Well done! You've correctly ordered the report from the initial introduction to the final recommendation.

Application & ARBO Checklist

Before submitting, always run through the ARBO checklist. Did you record the exact time? Are the witnesses listed? Also, avoid common pitfalls like speculating on the cause or using 'Ik' too often. Use neutral phrases like 'men' or 'er werd' to maintain professional distance.

Write Your Incident Report

Now it's your turn. Write a short excerpt for the 'Beschrijving' section of this incident. Use the Past Perfect and maintain an objective tone.