Incident planning

Incident Planning for Spills and Leaks

Incident planning is the practical process of preparing your people, site, and equipment to respond quickly and safely to spills, leaks, drips, and accidental releases. A strong plan helps you reduce downtime, protect staff and visitors, prevent pollution, and demonstrate good environmental management.

If you have not already done so, start by reviewing your existing spill response plans and completing a site-specific spill risk assessment. Those two pieces of work determine what incidents you are most likely to face, what the consequences could be, and what controls you need in place.

1) Define what “an incident” means on your site

Be specific. An “incident” could include:

Leaking drums, IBCs, or pipework (oil, diesel, coolant, chemicals, solvents)
Forklift damage to containers or racking
Overfilling during transfers and decanting
Spills that could reach drains, interceptors, or watercourses
Overhead leaks from roofs, HVAC, or sprinkler systems

For practical prevention measures that support incident planning, see our best practice guidelines and bund design guidelines.

2) Set clear roles and responsibilities

When an incident happens, confusion wastes time. Document roles in plain language and make sure each role has cover for holidays/absence:

Incident Lead: overall control, makes escalation decisions, liaises with management
First Responder: initial containment actions (if safe), deploys spill kit, prevents spread
Drain Protection Lead: immediately protects nearby drains and interceptors
Safety Support: checks PPE, ventilation, access control, and safe working limits
Comms Contact: internal updates and external notifications (where required)

For equipment that supports these roles, you may want to review drain protection and leak diverter products as part of your site plan.

3) Build a site map of “where incidents matter most”

Create a simple site plan (even a printed A4 drawing) and mark:

Storage points for chemicals, oils, fuels, and maintenance fluids
Transfer/decant points and high-traffic forklift routes
All drains, gullies, interceptors, and any outfalls
Spill kit locations, drain covers, and isolation valves
Assembly points, first-aid kits, eyewash stations, and PPE stores

Keep a printed copy near reception, the main spill kit area, and the control room (if applicable).

4) Match spill equipment to realistic scenarios

Your incident plan should state what equipment is used for what scenario, where it is stored, and the quickest route to deploy it. Examples:

Oil and fuel leaks around plant and machinery: consider oil and fuel spill kits
Unknown or hazardous liquids: consider chemical spill kits
Risk of liquid entering drains: keep drain protection close to drain locations
Roof/overhead leaks: consider leak diverters for rapid capture and control

Tip: label each kit location with a simple “best for” note (for example: “Oil and fuel only”, “Chemical/unknown”, “Drains”). This reduces mistakes under pressure.

5) Create a drill programme and test the plan

Conducting regular drills is crucial for testing the effectiveness of the incident response plan. These drills should:

Simulate realistic spill scenarios to assess staff preparedness.
Identify areas for improvement in the response plan.
Be followed by debriefing sessions to discuss outcomes and necessary updates.

Plan drills that reflect your real risks: forklift puncture, small recurring leak, larger spill with drain risk, and an “out of hours” scenario. Keep drills short, focused, and repeatable.

6) Debrief, improve, and keep the plan current

It’s important to review and update the incident response plan regularly to reflect changes in operations, layout, substances stored, staffing, or regulations. Debrief after real incidents and exercises, record what happened, and assign actions with owners and due dates.

For guidance on planning, you may find these external references helpful:

7) Suggested “Incident Planning” document pack

To keep your planning usable (not just a document on a shelf), consider maintaining:

One-page quick actions sheet (first 5 minutes)
Site map with drains, kit locations, and isolation points
Call-out list (internal roles and key external contacts)
Spill kit inventory list and inspection checklist
Training matrix and drill schedule
Incident report form and debrief template

If you would like help tailoring an incident plan to your site (kit selection, drain risk, and practical drill scenarios), contact our team here: Contact Serpro.