How to keep a workplace incident log

Published by Report 2 HR · Updated October 31, 2026 · 3 min read
QUICK ANSWER
An incident log is a running, dated list of events: one row per incident, written soon after it happens, with facts only. Keep it somewhere private, add to it consistently, and use it as the source for any report you decide to make.

What an incident log is

A log is the bridge between memory and a report. It does not decide anything about what happened; it preserves details. People keep logs about harassment, pay and hours, safety issues and changes in how they are treated.

A layout that works

  • Date and time.
  • Where.
  • What happened (facts only).
  • Who was involved or saw it.
  • Exact words, in quotes, if you remember them.
  • Evidence you hold (screenshot, email, photo) and where it is.
  • Anything you did: told someone, reported, asked for a change.
Fictional example
three rows
Mar 3, 2:15 pm | Break room | Pat Example commented on my appearance; I said I didn’t like it | Two coworkers present | “You should wear that every day” | none | told no one yet
Mar 14, 6:40 pm | Text message | Pat sent a joke I found inappropriate | none | n/a | screenshot on phone | told a friend
Mar 21, 4:05 pm | Stockroom | Pat stood close and said not to tell anyone | none | “Don’t tell anyone” | none | wrote this note the same evening
Names and events are made up for illustration.

Habits that keep it useful

  • Write soon after, ideally the same day. Mark anything written later as such.
  • Stay factual; keep feelings in a separate line if you add them.
  • Never edit old entries; add a dated correction instead.
  • Keep it private and back it up.
  • Note when you report and what you were told.

Use a template

You can download a blank incident log (Word or spreadsheet) from our templates page, or build it inside the free report builder, which turns your entries into a clear, formatted document.
Start a private report and add each event as an incident. You can download a PDF or Word file, or copy the text.
Start a free report
Private by design: nothing is sent to HR or to Report 2 HR. You decide what to do with the finished document.

When to turn the log into a report

If you decide to raise something, your log gives you dates, places and exact words to work from. See how to write a complaint to HR for a structure, and remember that agency deadlines do not wait for your log.
General information only
This is general educational information, not legal advice, and it has not yet been reviewed by an attorney. Laws and agency rules change and depend on your facts. Report 2 HR is a writing tool: it does not investigate, file complaints or protect deadlines.

Official sources

These pages were read when this article was written (October 31, 2026). Rules and deadlines change; check the source before you rely on it. Federal and California guidance are listed separately.
Federal
EEOC: Time limits for filing a charge
Federal deadlines for discrimination charges (180 days, extended to 300 days in many states).
California
California Labor Commissioner: How to file a wage claim
Filing a wage claim, time limits, and the records to gather.

Related reading

How to Document Harassment at Work

What to write down, how to keep records safely, and how to build a dated timeline of harassment, with a fictional example and a checklist you can follow at your own pace.
Read the guide

How to Write a Complaint to HR (With Examples)

A plain structure for a workplace complaint: facts first, dates and places, what you are asking for. Includes fictional before-and-after examples you can learn from.
Read the guide

How to Document Unpaid Wages, Overtime and Missed Breaks

Keep a daily record of hours, breaks and pay to compare with your pay stubs. Includes California meal, rest and overtime basics from official sources.
Read the guide
Start a free report
All Workplace Help
Official agencies
Written and published by Report 2 HR, an independent self-help writing tool. How we write Workplace Help