Vehicle accident report form
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A form for drivers to fill in at or right after a crash: when and where it happened, the vehicles and other parties, witnesses, injuries and damage, the police report number, what happened in the driver's words, and a checklist of the photos to take.
The first hour after a crash decides how well it can be handled later. A form in every vehicle gives the driver a list to follow: make the scene safe, call for help, then collect names, plates, insurance, witnesses and photos while they're still there.
Motor carriers also keep an accident register under 49 CFR 390.15 for crashes that meet the federal definition of an accident (a fatality, an injury treated away from the scene, or a vehicle towed away), kept for three years, with copies of the accident reports required by states and insurers. This form isn't legal advice.
Vehicle accident report
Fields: Driver · Vehicle / unit no. and plate · Date and time · Location (address, city, state) · Police report no. · Weather and road conditions
Log columns: Other party · Vehicle and plate · Insurance and policy no. · Phone
At the scene
- Scene made safe, hazards and triangles out
- Injuries checked, help called
- Police called
- No admission of fault
Photos taken
- All vehicles, all sides
- Damage close up
- Plates of every vehicle
- Road, signs and signals
- Other driver's license and insurance card
- Skid marks and debris
- Injuries. Who was hurt, how, and whether they were treated at the scene or taken for treatment.
- What happened. In the driver's own words, in order, with a sketch of the vehicles and directions.
- Witnesses. Names and phone numbers of anyone who saw it.
Fill it in the right way
- Keep a copy of this form and a pen in every vehicle's glovebox.
- After a crash, make the scene safe and call for help first.
- Fill in the date, time, place and conditions.
- Get the other parties' details and the witnesses' names and numbers.
- Take the photos on the list, write what happened and sketch it.
- Report to your supervisor straight away and hand in the form the same day.
Tips
- Drivers shouldn't argue fault at the scene; facts, photos and names are what help later.
- Fill in the form even for a small scrape; small damage claims grow.
- Send the vehicle for inspection before it runs again, even if it looks fine.
- Review every report for patterns: the same corner, the same time of day, the same route.
Do it in FleetZap
- After a crash, a repair work order for the vehicle keeps the damage, photos, parts and labor on its record.
- Problems can be reported by scanning the vehicle's QR label, with photos, without an account.
- Each vehicle's full repair history stays on its record.
Sources
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What should a vehicle accident report include?
The date, time and place, the vehicles and drivers involved, insurance details, witnesses, injuries, damage, the police report number, a description and sketch, and photos.
What is an accident register?
A record motor carriers keep under 49 CFR 390.15 of each accident that meets the federal definition, with the date, place, driver, injuries, fatalities and any hazardous materials released. It's kept for three years.
Should drivers admit fault at the scene?
Most fleets tell drivers not to discuss fault, only to give their details and cooperate with the police. Follow your company and insurer's policy.
When should the report be handed in?
As soon as possible, ideally the same day, while details are fresh. Many insurers require prompt notice.