📋 Discourse Markers: Incident Report

Mastering Formal Language for Accurate Event Documentation

🎯 Objective

To help learners master discourse markers for incident reporting - formal connecting words and phrases used to document events, establish chronology, and present factual information in professional contexts.

📖 What are Incident Report Discourse Markers?

Incident report discourse markers are formal connecting words that help organize factual information chronologically, establish cause-effect relationships, and present objective documentation of events in professional settings.

Function Purpose Examples Context
Chronological Establish time sequence initially, prior to, subsequently Event timeline
Causal Show cause and effect as a result, consequently, due to Explaining outcomes
Observational Present evidence it was observed, reportedly, apparently Factual documentation
Corrective Describe responses immediately, in response to, to rectify Actions taken

📚 Step-by-Step Guide: Incident Report Language

Understanding Incident Report Communication

Key Characteristics: Incident reports require objective, formal language that presents facts chronologically, establishes clear cause-effect relationships, and maintains professional tone throughout.

Purpose: To create accurate, legally sound documentation that can be referenced for investigation, insurance, or corrective action purposes.

Category 1: Temporal/Chronological Markers

⏰ Precise Time References

Function: Establish exact timing and sequence of events

Examples:

  • At approximately: "At approximately 14:30, the alarm sounded."
  • Prior to the incident: "Prior to the incident, all systems were operational."
  • At the time of: "At the time of the occurrence, no staff were present."
  • During the course of: "During the course of the inspection, several issues were identified."

Formality: Essential for legal and insurance documentation

📅 Sequential Development

Function: Show progression of events without gaps

Examples:

  • Initially: "Initially, the equipment functioned normally."
  • Subsequently: "Subsequently, warning indicators began flashing."
  • Following this: "Following this, the system automatically shut down."
  • Thereafter: "Thereafter, emergency protocols were implemented."

Usage: Creates unbroken chain of events for investigation

🔚 Conclusion Timing

Function: Mark resolution or final outcomes

Examples:

  • Ultimately: "Ultimately, normal operations resumed at 16:45."
  • By [time]: "By 15:30, all personnel had been evacuated."
  • Upon completion: "Upon completion of repairs, testing commenced."
  • As of [date/time]: "As of this report, investigations continue."

Category 2: Causal Relationship Markers

🎯 Direct Causation

As a direct result: Clear cause-effect relationship

  • "The pipe burst. As a direct result, flooding occurred in the basement."

Consequently/Therefore: Logical outcomes

  • "The fire alarm activated. Consequently, evacuation procedures began."
  • "Safety protocols were violated. Therefore, disciplinary action was initiated."

Due to/Owing to: Citing specific causes

  • "Due to equipment malfunction, production was halted."
  • "Owing to adverse weather conditions, deliveries were delayed."
🔍 Contributing Factors

Contributing to this: Multiple causation

  • "Several factors were identified. Contributing to this was inadequate training."

Compounding the situation: Worsening factors

  • "The power failed. Compounding the situation, backup generators malfunctioned."

In the absence of: Missing protective factors

  • "In the absence of proper supervision, the incident occurred."

Category 3: Observational/Evidence Markers

👁️ Direct Observation

It was observed that: Objective visual evidence

  • "It was observed that smoke was emanating from the electrical panel."

Inspection revealed: Formal examination findings

  • "Inspection revealed multiple safety violations."

Evidence suggests: Factual indication

  • "Evidence suggests that the failure was mechanical in nature."
📝 Reported Information

According to witness statements: Third-party accounts

  • "According to witness statements, the explosion occurred without warning."

It was reported that: Indirect information

  • "It was reported that safety equipment was not functioning."

Preliminary findings indicate: Initial assessment

  • "Preliminary findings indicate human error as a contributing factor."

Category 4: Response/Action Markers

🚨 Immediate Response

Function: Document emergency actions taken

Examples:

  • Immediately upon: "Immediately upon discovery, emergency services were contacted."
  • In response to: "In response to the alarm, staff evacuated the building."
  • Emergency procedures dictated: "Emergency procedures dictated immediate shutdown."
  • As per protocol: "As per protocol, the area was secured."
🔧 Corrective Actions

Function: Document remedial measures

Examples:

  • To rectify the situation: "To rectify the situation, replacement parts were ordered."
  • Corrective measures included: "Corrective measures included staff retraining."
  • In order to prevent recurrence: "In order to prevent recurrence, new protocols were implemented."
  • Remedial action taken: "Remedial action taken included equipment replacement."

Formal Register and Objectivity

Passive Voice Constructions:

Objective tone: Focus on events, not individuals

  • "The alarm was activated at 14:30." (not "John activated the alarm")
  • "It was determined that..." (not "We determined that...")
  • "The issue was identified during inspection." (formal, objective)
Factual Language:

Avoid emotional language: Stick to observable facts

  • ❌ "The terrible accident shocked everyone."
  • ✅ "The incident resulted in operational disruption."
  • ❌ "Staff were terrified by the explosion."
  • ✅ "Personnel evacuated following the equipment failure."

Common Report Structure Markers

✅ Professional Incident Language:
  • "The incident occurred at approximately..."
  • "Initial observations indicated..."
  • "Subsequently, corrective action was taken..."
  • "As a result of the investigation..."
❌ Inappropriate Informal Language:
  • "Then suddenly everything went wrong..."
  • "Everyone was really scared when..."
  • "After that, we all just ran away..."
  • "It was such a mess that..."

🧩 Task: Transform Informal Account into Professional Report

Read the informal account below and rewrite it using appropriate incident report discourse markers and formal language.

📝 Student's Informal Account:

Yesterday around 2 PM something bad happened in our office building. First, I heard this really loud noise coming from the basement. Then everyone started looking around confused. A few minutes later, someone shouted that there was water everywhere downstairs. People began to panic and started running towards the exits. The security guard told everyone to calm down and leave the building in an orderly way. After we got outside, we found out that a water pipe had burst in the basement. The water was flooding the electrical room which was really dangerous. The building manager called the fire department and some repair guys. They turned off the water and electricity to be safe. We had to wait outside for about 3 hours while they fixed everything. Finally, they said it was okay to go back inside. The next day, the company sent an email saying they would investigate what caused the pipe to break.

1. ❌ Replace informal time expressions with precise chronological markers.

2. ❌ Transform subjective descriptions into objective observations.

3. ✅ Add appropriate causal discourse markers to explain cause-effect relationships.

4. ✅ Rewrite the emergency response section using formal action markers.

✅ Answer Key & Explanation

1. ❌ Formal Time Expressions:

Informal: "Yesterday around 2 PM" → Formal: "The incident occurred at approximately 14:00 on [date]"

Informal: "A few minutes later" → Formal: "Subsequently" or "At approximately 14:05"

Informal: "Finally" → Formal: "At approximately 17:00" or "Upon completion of repairs"

Why: Incident reports require precise timing for legal and investigative purposes.

2. ❌ Objective Language Transformation:

Informal: "something bad happened" → Formal: "an incident occurred"

Informal: "People began to panic" → Formal: "Personnel evacuated the premises"

Informal: "really dangerous" → Formal: "posed a safety hazard"

Informal: "this really loud noise" → Formal: "an audible disturbance was detected"

Rule: Remove emotional language and focus on observable facts.

3. ✅ Causal Discourse Markers:

Cause identification: "Due to a burst water pipe" or "As a result of pipe failure"

Consequences: "Consequently, flooding occurred" / "This resulted in electrical hazards"

Contributing factors: "Contributing to the situation was the proximity to electrical systems"

Outcomes: "As a direct result, building evacuation was necessary"

4. ✅ Formal Action Markers:

Immediate response: "In response to the emergency, evacuation procedures were implemented"

Protocol activation: "As per safety protocols, emergency services were contacted"

Corrective measures: "To ensure safety, utilities were disconnected immediately"

Resolution: "Upon completion of repairs and safety inspection, normal operations resumed"

🏆 Professional Incident Report

INCIDENT REPORT

The incident occurred at approximately 14:00 on [date] in the office building located at [address]. Initially, an audible disturbance was detected emanating from the basement level. Subsequently, at approximately 14:05, flooding was discovered in the basement area.

It was determined that a water pipe had burst in the basement level. As a direct result, water began flooding the electrical room, which consequently posed a significant safety hazard. Due to the proximity of water to electrical systems, immediate evacuation became necessary.

In response to the emergency, building evacuation procedures were implemented. As per established safety protocols, emergency services were contacted immediately. To ensure personnel safety, both water and electrical utilities were disconnected as a precautionary measure.

Corrective measures included engaging professional repair services to address the pipe failure and assess potential damage. Upon completion of repairs and safety inspection at approximately 17:00, normal building operations resumed. As of this report, a comprehensive investigation has been initiated to determine the root cause of the pipe failure in order to prevent recurrence.

Incident Report Language Analysis:
  • ✅ Precise timing: "at approximately 14:00" instead of "around 2 PM"
  • ✅ Objective observations: "audible disturbance was detected" instead of "loud noise"
  • ✅ Causal relationships: "As a direct result," "Due to," "which consequently"
  • ✅ Formal response language: "In response to," "As per protocols," "To ensure safety"
  • ✅ Professional tone: Passive voice, factual language, no emotional content
  • ✅ Status indicators: "As of this report," "Upon completion"
Key Transformations Made:

Time precision: Vague times → Specific timestamps

Emotional neutrality: "People panicked" → "Personnel evacuated"

Causal clarity: Added clear cause-effect relationships

Professional actions: "Called repair guys" → "Engaged professional repair services"

Formal structure: Chronological presentation with clear sections

Future orientation: Added prevention focus in conclusion

Discourse Marker Functions:

Chronological: Initially, Subsequently, Upon completion

Causal: As a direct result, Due to, which consequently

Response: In response to, As per protocols, To ensure

Evidence: It was determined that, As of this report

Purpose: To ensure safety, in order to prevent recurrence