Lost Person Search Record

An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.

What a lost person search record is

A lost person search record captures what happened when a person could not be accounted for — when they were last seen, what areas were checked, who was told and the outcome. It supports a calm, organised response and a record afterwards.

This page is an educational overview with a simplified example of what such a record usually contains. It is not an official template, not jurisdiction-specific and not legal advice — a missing person may be an emergency for the authorities.

Purpose

• Record that a person was reported unaccounted for.
• Document where and when they were last known to be.
• Capture the areas checked and who was informed.
• Provide information to pass to responders or the authorities.

Who completes it

• A nominated person coordinating the response.
• With input from wardens, supervisors and witnesses.
• Reviewed within the organisation’s own process.
• The employer decides the process; the authorities lead a serious search.

When it is used

• When the assembly point roll-call shows someone missing.
• On large or hazardous sites where someone is unaccounted for.
• When a lone worker fails to check in.
• Whenever an organised search is needed.

Typical fields

• Person reported missing and when last seen.
• Areas checked and by whom.
• Who was informed, including the authorities if relevant.
• Hazards considered during the search.
• Outcome, time resolved and sign-off.
• Example fields only — adapt them to your site and the applicable law.

Common mistakes

• Searching hazardous areas without considering the risk to searchers.
• No clear coordinator, so the search is chaotic.
• Not informing the authorities when needed.
• Not recording what was checked, so areas are missed.

Document workflow

A lost person search record often follows the assembly point register roll-call and links into the emergency response plan. The completed record supports any handover to the authorities, who lead a serious search.

See the related documents below for what is commonly used with a lost person search record.

Retention (high level)

Records of such incidents are generally retained for a period set by the applicable law and the employer’s duties, and contain personal data to protect. This page does not state a period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

Search records are commonly completed and stored as PDFs with the incident records. Exporting to PDF supports the record; it does not make it official or replace the authorities’ role.

Employer checklist

• Set a clear coordinator and process for searches.
• Consider the risk to searchers in hazardous areas.
• Make clear when to involve the authorities.
• Record what was checked and protect personal data.

Worker notes

• Report at the assembly point so you are accounted for.
• Tell the coordinator if you know where someone may be.
• Do not search hazardous areas unless safe and asked to.

Country considerations

How missing-person situations should be handled and reported varies by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm the appropriate process with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for a suitable process and cooperating with the authorities, and for compliance. This page is an educational overview with a template example; it does not determine your process and does not transfer responsibility.