Record theft, damage, injury or cash incidents in one complete store report.
An incident reporting template is the standard form a store uses to record any event that causes loss, harm or risk, such as theft, fraud at billing, a cash shortage, damage, an injury or a fire. The Store Manager fills it as soon as the area is safe, capturing the incident type, date and time, location in store, people involved, a factual description, the CCTV clip reference, a photo, any police complaint, the loss value in rupees and the immediate action taken. The Loss Prevention Executive reviews every report and owns the investigation. It works the same way for a brand outlet, a showroom or a company-owned cafe, and gives the loss prevention team one consistent record across every store.
Free. No form. The workbook has the same columns as the table below, with the score formula and a fatal-item check in place.
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 1 | Incident type | What type of incident was it: theft, fraud, cash shortage, damage, injury, fire, customer dispute or other? | Text | No | One type chosen, with other explained in a few words if selected. |
| 2 | Date and time | On what date and at what time did the incident happen, and when was it discovered? | Text | No | Date and time of the incident and of discovery, both in 24 hour format. |
| 3 | Location in store | Where in the store did it happen, for example billing counter, trial rooms, stockroom or forecourt? | Text | No | Exact area named, with the fixture, counter or bay number if relevant. |
| 4 | Incident description | What happened, step by step, in plain words? | Text | No | A factual sequence of events, who did what, with no opinions or guesses. |
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 5 | People involved | Who was involved, including staff names, roles and whether any customer or outsider was involved? | Text | No | Staff names and roles listed, outsiders described without personal details beyond what is needed. |
| 6 | Witness details | Who witnessed the incident and have they given a written statement? | Text | No | Witness names and roles, with a note of whether each statement is attached. |
| 7 | CCTV clip reference | What is the CCTV camera number and clip time range, and has the footage been saved? | Text | No | Camera number, start and end time, and where the saved clip is stored. |
| 8 | Photo of the scene | Can you attach a photo of the scene, damage or item involved? | Photo | Required | Clear live photo showing the area or item, taken before anything is moved. |
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 9 | Loss value | What is the estimated loss in rupees at MRP, including stock, cash or damage? | Number | No | A rupee figure at MRP, or zero if nothing was lost. |
| 10 | Police complaint | Was a police complaint or FIR filed, and if so what is the reference number and station? | Text | No | Yes or no, with the complaint number, police station and date if filed. |
| 11 | Immediate action taken | What immediate action was taken to contain the incident and protect people and stock? | Text | No | Actions listed with who took them and when, such as area sealed or keys changed. |
| 12 | Escalated to | Who was the incident escalated to, and at what time? | Text | No | Name and role of each person informed, with the time of each call or message. |
Loaded into BorentisOps, each required photo is live, GPS and time-stamped, so a photo from yesterday or another store does not pass. Where the brand has a docket or display standard, Drishti scores the photo against it and marks the misses. Every fail raises a ticket with an owner and a deadline, and the loss prevention executive sees the store on a heat map before the next visit.
The checklist runs offline and syncs when signal returns, in Hindi, English and Hinglish, and the operations score sits next to the store's selling score from Borentis Floor on one store card. Pricing is per store, so every store manager and staff member in the store is on the app.
The Store Manager should fill the report as soon as the area is safe and the facts are fresh, ideally within the same shift. That includes theft, fraud at billing, cash shortages, damage to stock or fixtures, injuries, fire and serious customer disputes. Filling it on the day matters most for CCTV, because many recorders overwrite footage within a few weeks and a missed clip cannot be recovered.
An incident report is a record, not an audit, so it has no pass mark, weights or fatal items. What matters is that every entry is complete and factual. In BorentisOps the report raises a ticket to the Loss Prevention Executive with an owner and a deadline for the investigation, and the pattern of incidents by store feeds into the loss prevention audit.
The description should stick to facts: what was seen, what was found and what was done, in the order it happened. It should avoid guesses about motive, accusations against named people and personal details of customers beyond what the investigation needs. If staff are suspected, the Loss Prevention Executive takes that forward separately, following the brand's own process.
Yes. The Excel file keeps the same columns as this page and imports into BorentisOps as a report template, with text, number and photo answers. A Borentis onboarding person maps the Store Manager and Loss Prevention Executive roles to your people. Photos are taken live with GPS and a time stamp, and the report can be filled offline and synced later.