Office Workplace Near Miss Report Form

Office Workplace Near Miss Report Form: Catch Issues Before They Become Incidents

A near miss is a warning sign—a close call that didn't result in injury or damage this time, but easily could have. Whether it's a frayed electrical cord, a wobbly chair, a slippery floor or a poorly positioned monitor causing strain, documenting these moments is essential for maintaining a safe, productive office environment.

This Office Workplace Near Miss Report Form gives your team a simple, accessible way to flag ergonomic hazards, electrical issues, building maintenance concerns and other potential risks before they escalate. Built for office managers, facilities teams, HR departments and safety officers, this template turns informal "someone should look at that" observations into actionable, trackable reports.

Why near miss reporting matters for office workplaces

Office environments may not have the obvious hazards of a construction site or factory floor, but workplace injuries and incidents still happen—often from preventable causes. Tripping hazards, faulty equipment, poor lighting, repetitive strain from bad ergonomics and electrical faults can all lead to serious incidents if left unaddressed.

By capturing near misses early, you can:

• Prevent injuries and downtime by fixing issues before they cause harm
• Build a culture of safety where every team member feels empowered to speak up
• Meet compliance obligations under workplace health and safety regulations
• Reduce liability and insurance costs by demonstrating proactive risk management
• Improve working conditions and show your team that their wellbeing matters

This form makes it easy for anyone in your organisation—whether they're in the office daily or visiting occasionally—to report concerns without needing to track down a manager or fill out complex paperwork.

How this template supports facilities and safety teams

This Paperform template is designed to streamline the entire near miss reporting workflow:

• Quick, on-the-spot reporting: Staff can submit reports from their phone or computer the moment they notice an issue, capturing details while they're fresh.
• Structured incident details: Conditional logic guides reporters through relevant questions based on the type of hazard—ergonomic, electrical, maintenance or other—so you get consistent, actionable information every time.
• Automated routing and follow-up: Use Paperform's native integrations or connect Stepper to automatically notify the right team (facilities, IT, safety officer, building management), create maintenance tickets in your project tool, log incidents in a central database and trigger follow-up workflows based on severity.
• Photo and file uploads: Let reporters attach images of the hazard, helping your team assess and prioritise issues without needing to visit the site immediately.
• Tracking and analysis: Export submissions to Google Sheets, Airtable or your safety management system to spot trends, measure response times and report on safety metrics for leadership or compliance audits.

By replacing email chains, sticky notes and verbal reports with a single, trackable form, you'll close the loop faster and build a safer workplace for everyone.

Who this form is for

This template is ideal for:

• Office managers and facilities teams who need a simple way to collect and act on maintenance and safety concerns
• HR and safety officers responsible for workplace health and safety compliance and incident prevention
• Property and building managers overseeing shared office spaces or multi-tenant buildings
• Small and medium businesses looking to formalise safety reporting without heavy-duty enterprise software

Whether you're a startup in a coworking space, a corporate office managing multiple floors, or a hybrid team coming back to the office, this form scales to fit your needs—and integrates with the tools you already use.

Trusted by over 500K teams worldwide and SOC 2 Type II compliant, Paperform makes it easy to build professional safety workflows without coding. Start improving workplace safety today with this Office Workplace Near Miss Report Form.