When incidents occur on commercial properties, documentation determines outcomes. Here's how to document effectively.
Commercial Property Services
Property incidents — slip-and-falls, vehicle accidents, water damage, vandalism — create immediate documentation needs. The quality of documentation in the first hours after an incident significantly affects insurance and legal outcomes.
Incident reporting procedures should be established before an incident occurs. Every staff member and contractor who might be present at an incident should know who to call, what to document, and what information to preserve.
Key Considerations
Photograph the scene immediately and thoroughly. Wide-angle photos establishing overall context, medium-range photos showing specific conditions, and close-up photos of specific factors (ice patch, crack, damaged equipment) create a comprehensive visual record.
Written incident report should capture: date, time, location, description of incident, names and contact information of all persons involved, names and contact information of witnesses, and description of conditions at the time (weather, lighting, surface conditions).
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Medical aid records: if emergency services responded, preserve the response date and time, agency, and any identifying information. If the injured person transported themselves, document their stated condition and any first aid provided.
Preservation of conditions: if a specific condition contributed to the incident — a crack in the pavement, inadequate lighting — document and preserve those conditions before repair. In some cases, insurance counsel may need to inspect before repairs are made.
Insurance notification: report incidents to your insurer promptly. Late reporting may affect coverage. Provide the incident report and all documentation to your insurer; let them direct the investigation rather than conducting your own.
Key Takeaways
- Property incidents — slip-and-falls, vehicle accidents, water damage, vandalism — create immediate documentation needs.
- Photograph the scene immediately and thoroughly.
- Medical aid records: if emergency services responded, preserve the response date and time, agency, and any identifying i...
- D&D Commercial Services serves Kitchener, Waterloo, Cambridge, Guelph and surrounding areas
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Sources & References
- Ontario Building Code — Relevant Standards & Guidelines
- D&D Commercial Services field experience across Waterloo Region
