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Sample Letter of Incident Report

A sample letter of incident report is an example of how to write an informative and formally correct document, which would serve as an important tool while dealing with an organizational problem. It is important to be aware of the structure and requirements for this letter in order to write it in an appropriate way, so a sample letter of incident report will help to successfully accomplish this task.

person writing

To Mr. Smith, the CEO of the Publishing House,

Date: Jan 16th, 2017

A Fistfight between Two Employees of the Publishing House Marketing Department

Type of Incident: An interpersonal communication issue.

Participants and Witnesses: An argument that resulted in a scuffle occurred between Mr. Stanley, a junior manager of the Marketing Department, and Mr. Sandler, a marketing communication manager. The incident was witnessed by product managers Ms. Hasley and Mr. Gratz and by a customer support manager Mrs. Whinfrey.

Time and Location: The incident occurred on January 15th, 2017 at 12:24 in a smoking room on the 5th floor of the Publishing House headquarters.

Preconditions and Consequences: The participants were on their break when the incident occurred. They discussed a personal issue related to Mr. Stanley’s family. However, when Mr. Sandler disrespectfully referred to the wife of Mr Stanley, the man instantly hit him in front of their female colleagues Ms. Hasley and Mrs. Whinfrey.

A fistfight began and it continued until women called Mr. Gratz to help. As a consequence, both men were not seriously injured, but a chair in the smoking room was broken. Nonetheless, they were sent to the first-aid room in order to be checked by the nurse. The medical statements are attached.

As a prerequisite of the incident, HR Department defined the lack of communication skills of both participants. Furthermore, they did not take a part in an organizational training concerning conflict resolution strategies conducted by the HR department on October 15th, 2016. Besides, both men were uptight because of the Internet issue, which occurred in the office on that day. The whole building was left without an Internet connection for 2 hours between 11 am and 1 pm so people were unable to work on their tasks.

Descriptions of Taken Measures: Since it was the first time when both men were involved in such an incident, they got a verbal rebuke and a letter of warning. They were notified of a subsequent firing in case the situation reoccurs. Both men were fined 10 percents of their salary because of the broken piece of furniture. The supply department was reported about the damaged item, and it will be replaced during the following week.

In addition, HR Department is currently preparing a general gathering in order to conduct an organizational talk with all members of the company personnel concerning interpersonal relationship issues and conflict resolution strategies. The presentation will be held on January 18th at 2 pm in the meeting room, and every employee is obliged to be present at it.

Incident Reported By:

Mr. Black, the senior manager of HR department

+1 123 456 78 99


Signature _________

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