An incident log in Excel or Google Sheets works best with eight columns and one row per incident: when it happened, when you wrote it, where, who was there, what was said or done, what you did next, how it affected you, and what related material exists. Copy the header row below into cell A1, add a row the same day something happens, and sort by the first column. The columns mirror the free incident log template on this site, and you don't need an app to use them.
Key points
- Use eight columns: when it happened, when you wrote it, place, people present, what was said or done, your response, impact, related material.
- Add one row per incident and sort by when it happened, not by when you wrote it.
- Don't overwrite old rows; add a dated addition instead.
- Keep the file in a personal account, not a work drive. It is a personal worksheet, not an HR form.
Contents
The 8 columns of an incident log template for Excel
The third column is a fictional example, not a real person or workplace.
Column | What to put in it | Fictional example |
|---|---|---|
A. When it happened | Date, time and time zone. Mark an approximate time as approximate. | 2026-03-10, about 2:15 p.m. ET |
B. When you wrote this | The date you wrote the row, kept separate from column A. | 2026-03-10, 7:40 p.m. |
C. Place or channel | The room, video call, email thread or chat. | Weekly project video call |
D. People present | Names or initials you'll recognize. Note who directly saw or heard it. | Supervisor J; teammates K and M |
E. What was said or done | Actions and words. Put exact quotes in quotation marks and label paraphrases. | J said I would no longer present the client update and moved on. |
F. Your response and what happened next | Your reply, anything you asked for, and the response. | I asked who would take it over; no answer. Emailed J at 3:05 p.m. |
G. Impact and feelings | What changed in your work, then how you felt, kept apart from column E. | Off client-facing work this week. I felt embarrassed. |
H. Related material and unknowns | Where the original email, message or recording is kept, and what you don't know yet. | Calendar invite; my 3:05 p.m. email. Exact minute unsure. |
Copy the header row into cell A1
Copy this line and paste it into cell A1 of a blank sheet:
When it happened, When you wrote this, Place or channel, People present, What was said or done, Your response and what happened next, Impact and feelings, Related material and unknowns
Then split it at the commas. In Google Sheets, select the cell and choose Data > Split text to columns. In Excel, choose Data > Text to Columns, select Delimited, then Comma. Each heading lands in its own column, from A1 to H1. You can also type the eight headings by hand.
Set up the sheet so it stays usable
- Freeze the header row so the column names stay visible as the log grows (View, then Freeze, in Google Sheets; Freeze Panes in Excel).
- Write dates one way, such as 2026-03-10, so sorting by column A puts incidents in the order they happened.
- Wrap text in columns E to H so long entries stay readable.
- Don't overwrite old rows. If you remember more, add a new row marked “Addition to the 2026-03-10 entry” with today's date in column B. Google Sheets also keeps a version history you can view.
- Keep it private. Save the file in a personal account or on your own computer, not on a work drive. In Excel for Windows, File > Info > Protect Workbook > Encrypt with Password adds a password; Microsoft notes it can't retrieve a forgotten one.
What a spreadsheet doesn't do well
A spreadsheet is good at text and sorting. It is weaker at everything around the text. Recordings, photos and chat exports stay in separate files that you track in column H. Incidents often get noted on a phone, where a wide sheet is awkward to edit. And a synced file is only as private as the account it lives in. An app can cover some of that. Kirokune, for example, keeps notes, recordings, photos and imported chats in one case on your iPhone, in time order, behind Face ID or your passcode. The free version includes one case with unlimited records; PDF export is a Kirokune Plus feature. If you'd rather stay with paper or a sheet, download the blank template (TXT) and copy the prompts.
What this template is and isn't
This is a personal worksheet, not an HR form or an official complaint form. Your employer's anti-harassment policy may ask for particular details, so check it before you report. A log doesn't decide whether something is harassment; HR, an investigator, the EEOC or a lawyer looks at that under the rules that apply. Kirokune helps you keep a record in order; it does not decide what happened or give legal advice. For what to write in each row, see how to document workplace incidents before you go to HR.
Frequently asked questions
- Is there a free incident log template for Excel?
- Yes. Copy the header row in this article into cell A1 of a blank Excel or Google Sheets file, or download the blank TXT template and use the same eight headings. No account or app is needed.
- What columns should an incident log have?
- At minimum: when it happened, when you wrote it, place or channel, people present, what was said or done, your response and what happened next, impact and feelings, and related material. Keep facts and feelings in separate columns.
- Should I keep my incident log on a work computer?
- It is better to keep it in a personal account or on your own device. Work drives and devices are managed by your employer, and access usually ends when you leave. Check your employer's policy before copying any work files.
Sources
Kirokune helps you keep a record. It does not diagnose, decide what happened, or give legal advice.