Motor Vehicle Accident Incident Report Template
Free PDF and Word · Updated
A motor vehicle accident report documents a collision involving a company vehicle, fleet car, or delivery van with the other party's information, damage details, and photos: the documentation your commercial auto insurer requires to open a claim.
A crash involving a company vehicle needs to be documented on the spot, not reconstructed from a phone call to the office later. This template captures the other party's information, the damage, and the circumstances your commercial auto insurer will ask for when the claim is opened.
What this template includes
Every field below is part of the free template and the mobile version; nothing is locked behind a paywall for filling out a single report.
- Report number and date/time of the incident
- Location or site
- Reporter's name and role
- Severity (minor, moderate, or critical)
- Person(s) involved: name, role, contact
- Witness(es): name, phone
- Description of events
- Immediate action taken and root cause (if known)
- Up to 3 timestamped photographs
- Reporter signature
- Witness or supervisor signature
How to file a defensible logistics, delivery & field service report
- 1
Get the other party's information
Record the other driver's name, contact information, insurance details, and license plate: this is the detail that's impossible to recover later if it's missed on-scene.
- 2
Photograph all vehicles and the scene
Photograph the damage to every vehicle involved, the road position, and any relevant signage or road conditions.
- 3
Note witnesses
Record contact details for anyone who saw the accident: a bystander account can matter if fault is disputed.
- 4
File it with your fleet or insurance contact immediately
A same-day, signed report with photos attached is what a commercial auto insurer needs to open the claim without delay.
Common use cases
- Collision with another vehicle
- Single-vehicle accident (road hazard, weather)
- Accident involving a pedestrian or cyclist
- Parking lot or low-speed collision
Frequently asked questions
What information do I need from the other driver?
Name, phone number, insurance company and policy number, license plate, and vehicle make/model: get this on the scene, since it's the hardest detail to recover afterward.
Do I need police involvement to file this report?
No. This report documents the incident for your own records and your insurer regardless of whether police were called, though you should still follow your company's policy on when to call them.
What should a company vehicle accident report include?
The date, time and exact location; the vehicles, plates and drivers; the other driver's insurance; what happened, in order, with a sketch if it helps; road and weather conditions; injuries; witnesses; the police report number; and photos of the vehicles and the scene. The driver signs it as soon as they safely can.
Is a work vehicle accident OSHA recordable?
An employee injured while driving for work can be a recordable case like any other injury. One difference: a death, in-patient hospitalization, amputation or loss of an eye from a crash on a public street or highway, outside a construction work zone, doesn't have to be reported to OSHA within 8 or 24 hours, but it still goes on the 300 log if recordable (29 CFR 1904.39(b)(3)).
For the federal recordkeeping rules referenced above, see OSHA's recordkeeping requirements.
Related reading
Go digital: signature, photos, and archiving included
The Pro plan at $49/mo includes OSHA 301 export, 5-year legal archiving, and unlimited users on 1 site.
See pricing