Overseas Incident Form

Overseas Incident Form
Report Type*
Record Type ID*
This form must be completed as soon as possible after any accident or incident occurs involving:

The villa or villa grounds
Any external services booked through Solmar Villas (e.g., car hire, airport transfers, excursions)
This ensures we can take appropriate action and keep all parties safe and informed
This form must be completed as soon as possible after any fire occurs involving:

The villa or villa grounds
Any external services booked through Solmar Villas (e.g., car hire, airport transfers, excursions)
This ensures we can take appropriate action and keep all parties safe and informed.
Fires occurring outside the villa and its grounds, which impact multiple villas (e.g., forest fires), are classified as a Major Incident. Such incidents are subject to independent reporting procedures already in place
Submitted By*
Submitted By - Other*
(SYSTEM) Submitted By
Destination*
Villa Name - Algarve*
Villa Name - Amalfi Coast*
Villa Name - Andalucia*
Villa Name - Bodrum*
Villa Name - Carribean*
Villa Name - Corfu*
Villa Name - Corsica*
Villa Name - Costa Blanca*
Villa Name - Costa Brava*
Villa Name - Costa Calida*
Villa Name - Costa Del Sol*
Villa Name - Costa Dorada*
Villa Name - Costa Verde*
Villa Name - Crete*
Villa Name - Dalaman*
Villa Name - Dubrovnik*
Villa Name - Florida - Gulf Coast*
Villa Name - Florida - Orlando*
Villa Name - French Riviera*
Villa Name - Fuerteventura*
Villa Name - Gozo*
Villa Name - Gran Canaria*
Villa Name - Halkidiki*
Villa Name - Ibiza*
Villa Name - Ionian Coast*
Villa Name - Istria*
Villa Name - Kefalonia*
Villa Name - Kos*
Villa Name - Lanzarote*
Villa Name - Larnaca Region*
Villa Name - Lefkas*
Villa Name - Madeira*
Villa Name - Mallorca*
Villa Name - Malta*
Villa Name - Menorca*
Villa Name - Montenegro*
Villa Name - Paphos Region*
Villa Name - Paxos*
Villa Name - Peloponnese*
Villa Name - Provence*
Villa Name - Puglia*
Villa Name - Rhodes*
Villa Name - Sardinia*
Villa Name - Sicily*
Villa Name - Skiathos*
Villa Name - Skopelos*
Villa Name - Split Region*
Villa Name - Tenerife*
Villa Name - Tuscany*
Villa Name - Zakynthos*
Villa Name - Other*
(System) Villa Name Mapped*
Booking Reference*
Lead Guest Name*
In-Resort Case Reference
Please complete the case number if a case is already opened.
Details
Date of accident/incident*

DayMonthYear
Date
Time of accident/incident*

Hour Minutes
Date of accident/incident reported*

DayMonthYear
Date
Time of accident/incident reported*

Hour Minutes
Were the guests visited by the Villa Manager following reporting of the incident?*
Time of Villa Manager visit:*

Hour Minutes
Accident & Incident Report
Severity*
Injury*
Cause*
Location*
What was the suspected cause of accident/incident?*
Burglary Report
Was entry attempted/forced/non forced/disturbed?*
How was entry gained?*
What damage was caused?*
What items were taken?*
Security measures already in place (Include Safe & Alarm)*
Was the alarm activated at the time of incident?*
Was the villa secure at the time of the incident?*
Was the villa secure following the incident?*
Fatality Report
Type of fatality*
Cause*
Cause Other*
Fatality Location*
Location of fatality*
Cause of fatality*
Fire Report
Fire Location*
Location - More Information
Fire Severity*
Was the property evacuated?*
Were the Fire Brigade called?*
Were there smoke alarms in place?*
Did the smoke alarms sound?*
Were any injuries sustained? (Fatalities to be recorded on the fatalities report)*
Fire Injury*
Please provide details*
Were the guests belongings affected by the fire?*
What items were affected?*
Illness Report
Cause Illness*
Illness Type*
Confirmed*
Illness Severity*
Illness Location*
What date did the guest start experiencing symptoms?*

DayMonthYear
Date
What were the symptoms?*
What was the suspected cause of illness?*
Has the Villa Owner/Management company been notified?*
List of Places/Dates the guest has visited*
Security Incidents Report
Type*
Type - Other*
Cause*
Security Incidents Severity*
Was an injury sustained?*
Summary
Brief summary*
Guests Involved
How many guests were affected in total?*
Name of guest/s affected by the incident*
What is the age of the guests?*
Gender of guest/s involved*
Medical Assistance
Was any medical assistance offered?*
What medical assistance was offered? *
(eg, advised to visit GP, called ambulance etc)
Was medical assistance accepted?*
Please provide details of Doctor/Hospital/Clinic*
What was the diagnosis?*
(Please provide full details including treatment received)
Was treatment given?*
Please explain what treatment was given?*
What advice/instructions have been given to the guests by the medical services?*
Was the guest hospitalised?*
Please confirm dates/times of admittance/discharge*
Local Authorities
Has the fatality been reported to the Emergency Services?*
Have the local authorities been notified?*
Was this reported to the local police?*
If so, please give more information*
Have you or the local authorities notified the British Consulate?*
Contributing Factors
Contributing Factors*
Did misbehaviour contribute towards the incident?*
Were drugs or alcohol a contributing factor?*
Insurance
Is the person/s involved covered by insurance?*
Please provide details for travel insurers*
Have you advised the customers to report their loss to the Police and obtain a police report?*
Contact details for person involved & next of kin*
Excursions
Did the incident occur on an excursion?*
Please provide full details & how it was purchased*
Actions
Was it necessary to move the guests?*
Was action taken (e.g Bed Bugs/Pest Control, Legionella/water samples) If yes, give full details and ensure a report is obtained from the experts*
Action to be taken by Villa Manager/Management Company/Owner*
What action was taken?*
Was it necessary to move guests and close the villa?
Further Details
Any additional comments
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Overseas Incident Form

Details

Accident & Incident Report

Burglary Report

Fatality Report

Fire Report

Illness Report

Security Incidents Report

Summary

Guests Involved

Medical Assistance

Local Authorities

Contributing Factors

Insurance

Excursions

Actions

Further Details

Photo/Video