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Companion form to The Incident File. Order is fixed: aid to the guest first — nothing on this sheet delays medical response. Then the record, the same hour. Write observations, not conclusions; no fault, no speculation, no promises. Preserve before repairing — the failed part is evidence and is kept, not fixed or discarded. This form is operating procedure, not legal advice; notify per policy and let counsel and the insurer own their lanes.
Immediate (before anything moves)
- Aid rendered; medical response per emergency procedure Time called: ______
- Scene photographed wide + close, all angles Room as found, component, floor, lighting
- Nothing repaired, cleaned, or moved until documented
The factual report (same hour)
- Who, where, when, what was observed “Found seated on floor” not “slipped on wet floor”
- Guest's own account recorded as quoted statement, attributed
- Conditions noted: lighting, moisture, footwear if observed Observed only
- No fault conclusions, no speculation, no admissions or promises
Witnesses
- Names + contact details of all present (staff and guests) Collected while still present
- Responding staff listed with roles and times
Preservation
- Involved component secured against further harm and preserved under insurer/counsel direction Photograph before any authorized move; maintain custody
- Room documented before OOO remediation begins Then every remediation step logged + photographed
- Related records pulled and set aside: walk logs, work orders, audit lines for this room Nothing deleted or revised
Notification
- Management chain notified Time / name: ______
- Insurer notified per policy terms Promptness clauses honored
- Counsel involved per property threshold; preservation-hold question asked
Close-out
- One report, one version; later amendments dated and signed, never overwritten
- All photos filed and named per photo discipline Room-date-item
- Finding routed to triage: component class flagged for the capital conversation