Free printable template
Babysitter and nanny incident report form
By the NannyLog team · Updated
In short
An incident report form records, as soon as possible after something happens, the date, time and place, exactly what happened, any injury, what you did, how the child was afterwards and when the parents were told. Download the blank form, fill it in factually, and ask a parent to sign it.
In an emergency, call your local emergency number first, then the parents. Fill in the form afterwards.
When to write an incident report
Write one whenever something happens that a parent would want to know about and could later ask about: a fall, a bump to the head, a scrape that needed cleaning, an allergic reaction, a bite from another child, or a behavior concern such as a child running toward a road. If you are unsure whether it counts, it does. A short form takes five minutes and can save a very long conversation.
What the form covers
- Who, when and where: the child’s name, the date, the time and the place it happened.
- What happened: plain facts in the order they occurred, written from what you saw.
- Injury and action taken: what the injury looked like and exactly what you did, such as cleaning a scrape, applying a cold pack or calling a parent.
- How the child was afterwards: whether they went back to playing, were upset, or needed to rest.
- Who was told and when: which parent you contacted, how, and what time.
- Signatures: yours and a parent’s, so the report shows the family has seen it.
How to write it well
Stick to what you observed. “Theo tripped on the edge of the path and landed on his left hand” is a fact. “Theo wasn’t looking where he was going” is a judgment, and it does not help anyone. Leave out blame, guesses and apologies that read as admissions. You can be kind and clear without being defensive.
Write it the same day, while the details are fresh, and be specific about times. If you took photos of an injury, only do so with the parents’ knowledge and note it on the form. Keep your own copy and give one to the family.
Read it back once before you hand it over. Would the parent recognize the account? Could a neutral person understand exactly what happened and what you did, without needing to ask you anything? If not, add the missing fact. Short and complete beats long and vague. Near misses are worth a line too: a toddler who nearly ran toward the road is a good prompt for a conversation about a gate or a rule.
What not to write
- Diagnoses. Describe what you saw (“a red mark about the size of a coin on the left cheek”), not what you think it is.
- Other people’s names or details about another family’s child beyond what is needed.
- Anything you did not witness, unless you label it as what someone else told you.
This form is a practical record, not legal advice. If an incident involves a serious injury or a dispute, speak with the family first and consider getting professional advice.
Filled-in example: a scraped knee at the park
The names and details below are made up. Notice that every sentence states what was seen or done, with no blame.
Incident Report Form
- Child’s name
- Theo Rivera, 18 months
- Date of incident
- Thursday 22 October 2026
- Time
- 10:35 am
- Where it happened
- Riverside Park, near the slide
- Reported by
- Maya Johnson
- Type: accident, behavior or other
- Accident
- Severity: low, medium or high
- Low
- Parent told (who, how, what time)
- Sam Rivera, by phone at 10:50 am
What happened
Theo was walking from the slide to the sandbox when his foot caught the edge of the path and he fell forward onto his hands and left knee. I was about two meters away and saw it happen. He cried right away.
Injury and action taken (first aid, who you called)
A small scrape on the left knee, about the size of a coin, with no bleeding after a minute. I cleaned it with water, patted it dry and put on a bandage. No bump to the head. I called Sam at 10:50 to let him know.
How the child was afterwards
Calmed down after a cuddle and a drink of water, and went back to playing in the sandbox within five minutes. Normal mood and appetite at lunch.
Follow-up or witnesses
No one else involved. I will check the knee at nap time and tell Sam if it looks different.
How to fill in a babysitter incident report form
- Make sure the child is safe. In an emergency call your local emergency number and the parents first. Only start the form once the child is cared for.
- Record who, when and where. Write the child’s name, the date, the exact time and the place the incident happened.
- Describe what happened. Write plain facts in the order they occurred, only what you saw, with no blame or guesses.
- Note the injury and what you did. Describe the injury, the first aid or action you took and who you contacted, with times.
- Record how the child was afterwards. Note their mood and whether they went back to normal, then describe any follow-up.
- Share and sign. Give the form to a parent and ask them to sign and date it. Keep a copy.
How NannyLog does this automatically
NannyLog has incident reports built in. Choose the type (accident, behavior or other) and a severity level, describe what happened and what you did, and add photos if appropriate. The report is saved with its date and time.
The child’s parents are notified and acknowledge the report in their app. Only a parent can mark a report as acknowledged, so the record shows a parent has actually seen it. There is nothing to print, sign or hand over.
Incident reports are included on the free plan, and parents always use NannyLog free.
Frequently asked questions
What should be included in a babysitter incident report?
The child’s name, the date, time and place, what happened in plain facts, any injury, the first aid or action taken, how the child was afterwards, who was told and when, and signatures.
When should a nanny or babysitter write an incident report?
After any fall, bump, injury, allergic reaction, bite or behavior concern that a parent would want to know about. Write it the same day while the details are fresh.
Should a parent sign an incident report?
It is good practice. A parent’s signature or acknowledgement shows they have seen the report, which protects the child, the family and you.
Is this incident report form free to use?
Yes. Download the blank PDF, print as many copies as you need and use them with any family. No account or app is needed.
Is this form legal advice or a medical record?
No. It is a practical template for recording facts. It does not replace medical care or legal advice. For serious injuries, contact emergency services and the parents first.