The Theft or Loss Report

Incidents of theft, loss, or unauthorized access reported through email or verbal communication leave security and HR teams without a consistent, signed record of what was taken or accessed, how the incident occurred, what the estimated value is, and whether witnesses or authorities have already been involved. Prior internal reporting is not documented alongside the incident details, meaning the reviewing team may be unaware that the incident has already been escalated. Without a centralized, formal reporting process, investigating incidents consistently and maintaining the auditable records required for insurance claims, disciplinary proceedings, or law enforcement cooperation requires more effort than it should.

The Theft or Loss Report template for SharePoint, built with Infowise Ultimate Forms, provides a formal incident report form that captures the reporter's details, the date and time of the incident, the incident type, the location, a description of the items involved including serial numbers and estimated value, a detailed account of how the incident occurred or was discovered, witness information, prior internal reporting, prior external reporting to law enforcement or other authorities, any additional relevant information, and the reporter's e-signature. Every report is stored as a complete, auditable record in SharePoint.

How it works

Reporter details

The form captures the reporter's first and last name, position, supervisor, email address, and optionally their phone number. Capturing the supervisor within the report ensures the security and HR team has an immediate management point of contact for the incident, and that accountability is formally documented alongside the report details from the point of submission.

Incident identification

The form captures the date and time of the incident, the type of incident being reported, and the location where it occurred. Capturing both the incident type and location in structured columns enables the security team to filter and analyze reports by category and site, identifying patterns in incident frequency or location without reviewing individual records manually.

Item description and estimated value

A required item description column captures what was stolen, lost, or accessed without authorization, including serial numbers where applicable. A required estimated value column captures the financial value of the items involved. Capturing these details in structured columns at the point of reporting ensures the security and finance teams have the information needed for insurance claims, asset recovery efforts, and replacement procurement without a separate follow-up to establish what was lost and what it was worth.

Incident description and witnesses

A detailed description column gives the reporter the space to explain how the incident occurred or how unauthorized access was discovered. A witness column captures whether anyone witnessed the incident, with a follow-up column for the witnesses' names and contact information. Capturing witness details within the report record gives the investigation team an immediate list of individuals to contact without relying on the reporter's memory at a later point in the investigation.

Prior reporting — internal and external

The form captures whether the reporter has already reported the incident to anyone else within the organization, with details of to whom and when. A separate column captures whether the incident has been reported to law enforcement or any other external authority, with follow-up details. Documenting prior reporting within the incident record ensures the security and HR team has a complete picture of the escalation history from the point of intake, preventing duplication and ensuring the investigation does not proceed on incomplete information.

Additional information and signature

A free-form additional information column gives the reporter the space to share any context they believe is relevant to the investigation. The form closes with the reporter's e-signature, creating a formally documented and signed incident report without any paper-based process.

What you get

• A formal theft or loss report capturing reporter name, position, supervisor, and contact details
• Incident date and time, type, and location in structured columns for pattern analysis and investigation
• Item description with serial numbers and estimated value for insurance and recovery purposes
• Detailed incident description and witness names and contact information