Classic form
Vehicle accident report form for a company fleet
A vehicle accident report form records the company vehicle and driver, when and where it happened, the other parties and their insurers, whether police attended and anyone was hurt, and the damage with photos. This fleet version also takes a hand drawn sketch of the scene, which insurers ask for more often than anything else.
The form itself
A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.
Every field, and what it collects
The complete field list, in the order respondents meet it.
- Company vehicleDropdownRequired
- Options: SK-01 sedan · SK-02 sedan · SK-05 SUV · SK-08 people mover · SK-11 minibus
- Driver nameShort textRequired
- Date of accidentDateRequired
- TimeTimeRequired
- Where it happenedAddressRequired
- Other partiesTable
- Columns: Name · Phone · Registration · Insurer
- Did police attend?Single choiceRequired
- Options: Yes, event number below · No
- Was anyone injured?Single choiceRequired
- Options: No · Yes, minor · Yes, taken to hospital
- Describe what happened and the damageLong textRequired
- Photos of the scene and damageFile upload
- Up to eight photos: both vehicles, the plates, the road and any signs.
- Sketch of the sceneFile upload
- Draw the road, the vehicles and the direction of travel on paper and photograph it, or upload a PDF.
- Driver signatureSignatureRequired
Vehicle and driver
Others involved
Damage and evidence
What each field on this form collects
The company vehicle comes from a fleet list of five with the driver's name beside it, then date and time on one row and the full address with a nearest cross street or landmark. A three row table takes each other party's name, phone, registration and insurer. Two single choices sit together: whether police attended and whether anyone was injured. A long text describes what happened and the damage. Two uploads follow, up to eight photos and one sketch as an image or PDF. The driver signs at the end.
Why the sketch matters
A description of an accident read weeks later is hard to follow: which lane, which way, who was turning. A quick drawing on paper of the road, the two vehicles and arrows for the direction of travel answers those questions in a glance, and insurers ask for it for that reason. The form asks the driver to draw it on paper and photograph it, because drawing on a phone at the roadside is harder than it sounds. The separate photo upload is for the real scene: both vehicles, the number plates, the road surface and any signs.
Work related driving
For a business whose staff drive, a vehicle is a workplace and an accident is a workplace incident. WorkSafe Victoria's pages on work related driving describe the employer's duty to manage the risk, including fatigue, schedules and vehicle condition. An accident report is where that management starts: patterns of reversing incidents, late night shifts or one vehicle that keeps appearing all show up when every accident, however small, is written down the same way.
How to adapt this form
A trades business adds a question about the load being carried and whether it shifted. A rental car company adds the hirer's licence and agreement number. A courier fleet adds the delivery run and whether the parcel scanner records the time and location of the stop.
What makes this form work
Insurer details in a table
Name, phone, registration and insurer for up to three other parties sit in columns. Those four details are what the claim needs, and a table makes a missing one obvious.
A sketch on paper, photographed
The sketch upload takes an image or a PDF, and its description asks for a drawing on paper. It is quicker for a shaken driver than drawing on a screen and is clearer for the insurer.
Every accident, however small
The intro asks for a report within 24 hours of any accident. Small reversing bumps are where the pattern shows, and a form that only collects big ones never finds it.
Questions people ask
What should be included in a vehicle accident report?
The vehicle and driver, date, time and place, everyone involved with their contact, registration and insurer details, whether police attended and the event number, any injuries, a description of what happened, the damage, photos and a sketch. Witness names help too. This form collects all of those in one submission.
When should police be called after an accident?
Call emergency services when anyone is injured, when a driver may be affected by alcohol or drugs, when someone leaves without exchanging details, or when vehicles block the road dangerously. Rules on reporting accidents to police differ by state and country, so check your local road authority.
How soon should the report be submitted?
As soon as practical after everyone is safe, and within 24 hours for this company. Details fade fast, and insurers set their own time limits for claims. The form time stamps each submission, so the fleet manager can see when it came in.
Can the report be sent to the insurer?
Each submission can be saved as a PDF from the responses table. Uploaded photos and the sketch are added as their own pages after the form, so one file holds the whole report. The fleet manager sends that PDF with the claim.
Should drivers admit fault on this form?
The form asks what happened, not who was at fault. Drivers should describe the facts plainly and leave fault to the insurers. Many insurers also advise drivers not to admit liability at the scene. Check the guidance from your own insurer.
What if the driver is too shaken to fill in the form?
Safety comes first, and the form can wait until the driver is calm, as long as it is within the company's time limit. A supervisor can sit with the driver and type while they talk, then let the driver read it and sign. The signature confirms the driver agrees with the account written on the form.
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Want the steps in the builder? Read Address, table and upload fields, then Send the report to the insurer as a PDF. For everything this generator can do, see the form maker.
Written and checked by the OneCraft team. Last checked .