INC/General/TBT-INC-008

Witness Statement Writing

Incident Management & Investigation › General › Witness Statement Writing

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A witness statement is a written account of what a person saw, heard, or did during an incident.
Statements are critical evidence used in incident investigations, enforcement actions, and legal proceedings.
They should be written as soon as possible after the event while memories are fresh and accurate.
The statement must be factual — describe what you observed, not what you think happened or why.
Include specific details: time, date, location, weather, lighting, names, and sequence of events.
Write in your own words using simple, clear language — avoid jargon or technical terms others may not understand.
The statement should be signed, dated, and include your name, role, employer, and contact details.
You may be asked to give a statement to your employer, the HSE, or the police depending on severity.
Witness statements are confidential documents — do not share them with anyone other than the investigating authority.
CDM 2015 and RIDDOR 2013 require cooperation with investigations including providing witness evidence.

Evidence preservation	Memories fade rapidly — a prompt written statement preserves accurate details.
Investigation quality	Witness statements provide the evidence needed to identify root causes.
Legal requirement	The HSE and courts rely on witness statements during enforcement and prosecution.
Prevent recurrence	Accurate accounts help investigators understand what went wrong and prevent it happening again.

Don't

Write your statement as soon as possible after the incident while details are fresh.
Describe only what you personally saw, heard, or did — stick to the facts.
Include the date, time, location, and weather conditions at the time.
Name anyone you saw involved in or present at the incident.
Describe the sequence of events in the order they happened.
Write in your own words using simple, clear language.
Sign and date the statement and include your name and contact details.
Keep a copy for yourself and hand the original to the investigating person.
Cooperate with the HSE or employer's investigation as required by law.
Ask for support if writing the statement is difficult or distressing.

DON'T delay writing your statement — do it the same day if possible.
DON'T include opinions, assumptions, or guesses about why the incident happened.
DON'T discuss your statement with other witnesses before writing it.
DON'T exaggerate or minimise what you observed — accuracy is essential.
DON'T include information you heard secondhand from other people.
DON'T refuse to provide a statement — cooperation is a legal duty.
DON'T share your statement with anyone other than the investigating authority.
DON'T sign a statement written by someone else unless it is your own words.
DON'T alter or amend your statement after submission without noting the change.
DON'T feel pressured to include details you are not certain about.

See also: Incident Investigation Process | Evidence Preservation at Scene

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