INC/General/TBT-INC-022
Witness Statement Writing Guidance
Incident Management & Investigation › General › Witness Statement Writing Guidance
Toolbox Talk
Witness Statement Writing Guidance
After a serious incident on site, witnesses may be asked to provide a written statement. A clear, factual statement is essential for the investigation, the HSE, insurers, and potentially the courts. Many workers feel anxious about writing statements, but it is straightforward when you focus on what you actually saw, heard, and did. This talk provides guidance on how to write an accurate and useful witness statement.
Key Hazards
Inaccurate investigation findings from poorly written or incomplete statements
Legal challenges when statements contain assumptions rather than observed facts
Witness intimidation or reluctance leading to missing evidence
Delayed investigations when witnesses avoid or refuse to provide statements
Control Measures
- Write your statement as soon as possible after the incident while your memory is fresh.
- Describe only what you personally saw, heard, and did; do not include assumptions or opinions.
- Include the date, time, location, weather, and lighting conditions at the time of the incident.
- Describe the sequence of events in chronological order from your perspective.
- Name any other people who were present and what you observed them doing.
- Use simple, clear language and avoid technical jargon unless you explain it.
- Sign and date your statement and include your name, role, and employer details.
- Do not discuss your statement with other witnesses before writing it to avoid cross-contamination.
- Keep a copy of your statement and provide the original to the site manager or investigator.
Remember
- Write your statement as soon as possible after the incident while memory is fresh
- Describe only what you personally saw, heard, and did with no assumptions or opinions
- Include the date, time, location, and conditions at the time of the incident
- Do not discuss your account with other witnesses before writing your statement
- Sign and date your statement and keep a copy for your own records
Applicable Legislation: Health and Safety at Work etc. Act 1974 · RIDDOR 2013 · Police and Criminal Evidence Act 1984 · CDM 2015
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