Passenger Incident and Injury Report

Use it for passenger injuries, slips, trips, falls, boarding and alighting incidents, and other safety events that happen on or around a vehicle. It also works for near-misses when you need a record of what occurred and what immediate action was taken. If the event involves a passenger complaint without a safety issue, a different form may be a better fit.

The driver, attendant, dispatcher, supervisor, or first employee on scene can complete it, as long as they have the facts needed for the record. The best practice is to have the person who observed the incident fill in the initial details, then let a supervisor review and add follow-up notes. That helps preserve timing and reduces gaps in the audit trail.

It should be used every time a reportable passenger incident occurs, not only when there is a visible injury. Consistent use matters because small events often reveal recurring hazards such as wet steps, poor lighting, or unsafe boarding conditions. If your operation has multiple vehicle types or routes, keep the same core form and customize the route fields as needed.

Yes. The passenger information section includes fields for mobility aids and interpreter or accommodation needs so staff can document support requirements without over-collecting PII. Keep the language respectful, use conditional logic to show only relevant fields, and avoid asking for sensitive details unless they are needed for response or follow-up.

Common mistakes include leaving out the exact incident time, writing vague descriptions like "minor issue," and skipping witness details when they are available. Another frequent problem is collecting too much personal information, such as unnecessary identifiers, instead of only what is needed for safety follow-up. The form should also include a clear note about what happens after submission so staff know who reviews it.

Yes. You can adapt the incident type list, route or service field, medical response options, and corrective action section for buses, paratransit, school transport, shuttle services, or charter operations. Use progressive disclosure so a simple incident does not show every possible follow-up field. That keeps the form faster to complete and easier to review.

This form creates a structured record that risk management can use to review patterns, assign corrective actions, and determine whether a separate regulatory report is needed. It is not a replacement for legal or regulatory reporting workflows, but it helps capture the facts needed to make that decision. Keep the incident record consistent so it can be compared across routes, vehicles, and shifts.

Yes. Many teams connect it to incident management, maintenance, dispatch, HR, or case management workflows so the report automatically reaches the right reviewer. Attachments such as photos or statements can be stored with the record, and notifications can trigger supervisor or risk management review. If you integrate it, preserve the original submission data for an audit trail.