Incident report (始末書)

How it works

1. Keep the four headings: when it happened, what happened, why, and what you will do about it.
2. Write the facts plainly under each. Keep it to one page.
3. Put your department and name at the foot, and address it to whoever asked for it.
4. Download, print, sign and seal.

Frequently asked questions

What is a 始末書?

The written account a Japanese employer asks for after an incident — a mistake that cost something, a lateness that mattered, an accident with a company car. It is not only an apology: it is a record that the person understood what happened and said what they would change.

How is it different from a 顛末書?

A 顛末書 is a factual report of events with no apology and no admission of fault, often written by someone who was not responsible. A 始末書 includes the apology and the acceptance of responsibility. Being asked for one rather than the other tells you how it is being treated.

What gets one handed back?

Excuses in the middle. The expected order is what happened, why, that it was your responsibility, and what you will do — and an explanation that reads as shifting blame between the second and third of those is the commonest reason it is returned to be rewritten.

How long should it be?

One page. A long one reads as an attempt to bury the point; the form is short precisely so that the four things are all visible at once.

Does it need a seal?

In practice yes, in Japan. The template leaves the circle for it. Our seal maker will draw one if you want to see what yours looks like first.

Is it free?

Yes. The free plan adds a small line at the foot of the sheet; Pro leaves it off.