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Free fleet accident report

Download a free fleet accident report template. Document vehicle damage, third parties, witnesses and insurance details. PDF ready to print.

Updated 3 May 2026

Fleet Accident Report

Vehicle accident and incident documentation

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0 of 25 checks

Incident Details

1Description of incident documented clearly
2Road and weather conditions at time of incident noted
3Speed at time of incident estimated
4Direction of travel and lane position recorded
5Diagram or sketch of incident scene completed
6Photos of scene taken from multiple angles

Vehicle Damage

7Location and extent of damage documented
8Vehicle driveable after incident
9Towing required and arranged
10Photos of vehicle damage taken
11Pre-existing damage noted separately

Third Party Details

12Other driver name and licence number obtained
13Other vehicle registration and insurer recorded
14Contact details of other parties collected
15Third party vehicle damage photographed
16Any injuries to third parties documented

Witness Information

17Witness names and contact details obtained
18Witness statements recorded where possible
19Dashcam or CCTV footage identified and secured
20GPS tracker data preserved for incident timeframe

Actions & Follow-up

21Fleet manager notified immediately
22Insurance company notified within 24 hours
23Police report filed (if required by law or policy)
24Driver fitness for duty assessed post-incident
25Corrective actions identified to prevent recurrence

Driver Sign-off

Signature

Print name

Date

Fleet Manager Sign-off

Signature

Print name

Date

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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 3 May 2026
Also see:GPS and fleet tracking →Best fleet management software (AU) →MapTrack vs Fleetio →

Short answer

A fleet accident report records a vehicle accident: date, time and location, driver and vehicle, third parties and witnesses, a scene diagram, damage, injuries, police details and the driver's statement. Drivers start it at the scene and complete it soon after, often within 24 hours as company practice. Section 38 of the model WHS Act requires notifiable incidents to be reported to the regulator immediately.

Checked against Model WHS Act (Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack fleet accident report contains 25 checks across 5 sections. Sections covered: Incident Details, Vehicle Damage, Third Party Details, Witness Information, Actions & Follow-up.
  • Section 38 of the model WHS Act requires the regulator to be notified immediately of a death, serious injury or illness, or dangerous incident.
  • Keep a record of each notified incident for at least 5 years from the day notice was given (section 38(7)).
  • Police reporting thresholds are set by each state and territory; check the local rule rather than relying on a national figure.
  • Record facts, positions and conditions, and leave fault to the investigation and the insurers.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

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 must ensure health and safety so far as is reasonably practicable, and investigating incidents and implementing corrective actions is part of meeting that duty. For notifiable incidents (a death, a serious injury or illness, or a dangerous incident), the WHS regulator 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.

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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.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • 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.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Schedule services by odometer, engine hours or date for every vehicle.
  • Keep fuel receipts and service records with each vehicle's inspections.
  • Record repair costs on each work order against the vehicle.

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Intuitive for field crews

“MapTrack's a great platform - intuitive for the guys out in the field and also has fantastic support.”
Supagas

Matthew Anderson

Maintenance Planning Supervisor, Supagas

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

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

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How 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.

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Frequently asked questions

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.

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.

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.

Yes. This fleet accident report template is completely free to download and use. It downloads as a ready-to-print PDF. Keep a printed copy in each fleet vehicle glove box so drivers can complete it at the scene. No MapTrack account is required.

Fleet accident reports should be retained for a minimum of seven years from the date of the incident to support insurance claims, third-party liability disputes and any subsequent legal proceedings within the statute of limitations. Where a notifiable incident has been reported to the state WHS regulator, section 38(7) of the WHS Act requires a record of the incident to be kept for at least five years from the day notice was given. Records linked to NHVR investigations or Chain of Responsibility breaches should be kept for at least three years as evidence for the primary duty (HVNL Section 26C) and the due diligence Section 26D requires of executives. Reports involving serious injury or fatality should be retained indefinitely.

Make sure everyone is safe first and call 000 if anyone is injured. Turn on the hazard lights and set out warning triangles if you have them, and if police are attending, don't move the vehicles before they arrive unless they are creating a hazard. Exchange details with the other driver, collect names and numbers from witnesses, and photograph the vehicles, the damage, the scene and any road signs or markings. Start the report at the scene if it's safe, then ring your fleet manager straight away.

It does if it is a notifiable incident arising out of the business: a death, a serious injury or illness, or a dangerous incident, as defined in sections 35 to 37 of the WHS Act, and section 8 counts a vehicle as a workplace. The business must notify the regulator immediately after becoming aware of it, by the fastest possible means, and keep a record for at least five years. Section 39 requires the site to be left undisturbed, so far as is reasonably practicable, until an inspector arrives or directs otherwise, with exceptions such as helping the injured, removing a deceased person, making the site safe and police investigations. Victoria's OHS Act has its own notification rules.

Check the report is complete, then forward it to the insurer and arrange repairs. Investigate what contributed to the accident, such as speed, fatigue, the route, the vehicle's condition or the time of day, and decide whether the driver needs more training or a fleet safety procedure needs changing. Confirm the regulator has been notified if the incident was notifiable. File the report, and review all accident reports each quarter so patterns across drivers, vehicles and locations show up before they lead to a more serious crash.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Model Work Health and Safety Act (Model Work Health and Safety Bill)

    Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)

    Notify notifiable incidents immediately, keep that record 5 years, preserve the site, and the primary duty for vehicles used for work.

    • s 38: A PCBU must notify the regulator immediately after becoming aware of a notifiable incident, by the fastest possible means, by telephone or in writing.
    • s 38(7): A PCBU must keep a record of each notifiable incident for at least 5 years from the day notice of it was given to the regulator.
    • s 39: The workplace's manager or controller must, so far as reasonably practicable, leave a notifiable incident site undisturbed until an inspector arrives or directs, subject to listed exceptions such as rescue.
    • s 35: Defines a notifiable incident as a death, a serious injury or illness, or a dangerous incident; the December 2025 model adds violent incidents, effective only once enacted.
    • s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Heavy Vehicle National Law (Queensland)

    Edition: Current as at 1 August 2026, incorporating the Heavy Vehicle National Law Amendment Act 2025 (Queensland)

    For heavy vehicles in participating jurisdictions, the primary duty and executive due diligence that accident records help evidence.

    • s 26C: Primary duty: each party in the chain must ensure, so far as is reasonably practicable, the safety of its transport activities.
    • s 26D: Executives of a legal entity with a safety duty, other than executives acting voluntarily, must exercise due diligence to ensure the entity complies with it.

    Queensland Government (Office of the Queensland Parliamentary Counsel), administered by the National Heavy Vehicle Regulator

  • Occupational health and safety management systems - Requirements with guidance for use

    Edition: ISO 45001:2018 (Edition 1) with Amd 1:2024 (climate action changes)

    Incident investigation and corrective action, where accident reports feed root cause and prevention.

    • 10.2: Incident, nonconformity and corrective action, including investigation of causes.

    International Organization for Standardization (ISO)Sold by the publisher

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Fleet accident report preview

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The numbers behind this fleet accident report

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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Fleet accident report</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Incident details: date, time, location (street address, intersection, GPS coordinates if available), weather conditions, road surface.</li>
    <li style="margin:4px 0;">Driver details: name, employee ID, licence number, licence class, contact number.</li>
    <li style="margin:4px 0;">Vehicle details: registration, fleet number, make/model, year, odometer, insurance policy number.</li>
    <li style="margin:4px 0;">Third-party details: other driver name, contact, licence, vehicle registration, make/model, insurance company and policy number.</li>
    <li style="margin:4px 0;">Witness details: name, contact number and brief statement for each witness.</li>
    <li style="margin:4px 0;">Scene diagram: sketch of the intersection or location showing vehicle positions, direction of travel and point of impact.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/fleet-accident-report" style="color:#071D49;font-weight:600;text-decoration:none;">Fleet accident report</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

Cite this template

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The MapTrack fleet accident report contains 25 checks across 5 sections.

Short attribution
MapTrack Fleet accident report, https://www.maptrack.com/templates/fleet-accident-report
Reference list
MapTrack. (2026). Fleet accident report [Checklist template]. Retrieved from https://www.maptrack.com/templates/fleet-accident-report

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/fleet-accident-report.

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