Free fleet accident report
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Download a free fleet accident report template. Document vehicle damage, third parties, witnesses and insurance details. PDF ready to print.
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See the first part of the fleet accident report below. Download the full version above.
What is a fleet accident report?
A fleet accident report is a formal document used to record the details of any vehicle accident or collision involving a fleet vehicle. The report captures the date, time, location, vehicles involved, driver details, third-party information, witness statements, damage description, a scene diagram and the insurance information needed to process a claim. Fleet managers use accident reports to investigate the root cause, assess liability, manage insurance claims and implement corrective actions to prevent recurrence.
Accurate and timely accident reporting is essential for both legal and operational reasons. Insurance companies require detailed documentation to process claims, and incomplete reports often result in delayed or reduced payouts. Under Section 19 of the WHS Act 2011, the PCBU has a duty to investigate workplace incidents and implement corrective actions. For notifiable incidents (those involving serious injury, illness or dangerous occurrences), WorkSafe must be notified immediately and the scene preserved. A well-completed accident report provides the factual foundation for all of these obligations and protects the organisation in any subsequent legal proceedings.
Learn more about gps and fleet tracking in MapTrack.
Benefits of using this fleet accident report
- Insurance claims: provide the detailed documentation insurance companies require to process vehicle damage claims efficiently.
- Legal protection: a contemporaneous record of the accident facts protects the organisation in liability disputes and legal proceedings.
- Root cause analysis: structured reporting enables fleet managers to identify the contributing factors and implement preventive measures.
- Regulatory compliance: meet WHS incident reporting obligations and WorkSafe notification requirements for notifiable incidents.
- Cost tracking: document repair costs and downtime to understand the true cost of accidents across the fleet.
- Driver accountability: a signed report confirms the driver account of events and supports performance management where needed.
Benefits of digitising forms in MapTrack
When you move your reports from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
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What to include in a fleet accident report
This fleet accident report covers 11 key areas:
- Incident details: date, time, location (street address, intersection, GPS coordinates if available), weather conditions, road surface.
- Driver details: name, employee ID, licence number, licence class, contact number.
- Vehicle details: registration, fleet number, make/model, year, odometer, insurance policy number.
- Third-party details: other driver name, contact, licence, vehicle registration, make/model, insurance company and policy number.
- Witness details: name, contact number and brief statement for each witness.
- Scene diagram: sketch of the intersection or location showing vehicle positions, direction of travel and point of impact.
- Damage description: detailed description of damage to all vehicles involved, with photographs if possible.
- Injuries: description of any injuries sustained by any party.
- Police details: attending officer name, station, event or report number.
- Driver statement: the driver own written account of what happened.
- Signatures: driver, witness (if available) and fleet manager.
How to use this fleet accident report
- Ensure all parties are safe and call emergency services if anyone is injured.: Safety is the first priority. If there are injuries, call 000 immediately. Do not move vehicles until police arrive unless they are creating a safety hazard. Turn on hazard lights and set up warning triangles if available.
- Exchange details with the other driver and collect witness information.: Record the other driver name, contact number, licence number, vehicle registration, make/model and insurance details. Collect names and contact numbers from any witnesses. Take photographs of all vehicles, damage, the scene layout and any relevant road signs or markings.
- Complete the accident report form as soon as possible after the incident.: Fill in all sections while the details are fresh. Include the exact location, time, weather conditions and road surface. Draw a scene diagram showing vehicle positions and direction of travel. Write a clear, factual account of what happened without speculating about fault.
- Submit the report to your fleet manager and insurance company.: Notify your fleet manager immediately by phone, then submit the completed written report within 24 hours. The fleet manager will forward the report to the insurance company and arrange vehicle repairs. For notifiable incidents, ensure WorkSafe is contacted as required.
- Fleet manager reviews the report, investigates root cause and implements corrective actions.: The fleet manager should review the report for completeness, investigate contributing factors, determine if additional driver training is needed and update fleet safety procedures if a systemic issue is identified. File the report for at least seven years to support any future legal proceedings.
In MapTrack, you can track your fleet with gps and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this report?
A fleet accident report must be completed for every vehicle accident, collision or incident involving a fleet vehicle, regardless of severity. The report should be started at the scene if safe to do so and completed in full within 24 hours. Fleet managers should review all accident reports and track trends quarterly.
Frequently asked questions
- When should I complete a fleet accident report?
- A fleet accident report should be completed for every accident, collision or incident involving a fleet vehicle, no matter how minor. Even low-speed car park incidents or single-vehicle events (hitting a post, kerb or animal) should be documented. The report protects the organisation, supports insurance claims and provides data for safety trend analysis. Start the report at the scene and complete it in full within 24 hours.
- Do I need to report the accident to police?
- In Australia, you must report a vehicle accident to police if anyone is injured, if a vehicle needs to be towed, if the other driver fails to stop, or if the combined property damage exceeds the state threshold (typically around $3,000). Even if police attendance is not legally required, it is good practice to report all fleet accidents to obtain a police event number for insurance purposes.
- What should I avoid writing in the accident report?
- Stick to factual observations. Do not admit fault, speculate about the cause, or make statements like "I did not see them". Record what happened, where, when and who was involved. Describe vehicle positions, speeds (if known) and road conditions. Let the investigation determine fault. Avoid emotional language and write clearly and concisely.
- Is this fleet accident report template free?
- Yes. This fleet accident report template is completely free to download and use. Open the HTML file in any browser and print to PDF. Keep a printed copy in each fleet vehicle glove box so drivers can complete it at the scene. No MapTrack account is required.
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