Free vehicle damage report
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Download a free vehicle damage report. Record damage location, severity, cause and repair needs for fleet vehicles. PDF ready to print.
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See the first part of the vehicle damage report below. Download the full version above.
What is a vehicle damage report?
A vehicle damage report is a document used to record any damage found on a fleet vehicle, whether discovered during a pre-start inspection, handover, wash, service or after an incident. The report captures the vehicle details, damage location (using a vehicle diagram), damage type and severity, suspected cause, photographs and the recommended repair action. Fleet managers use damage reports to track repair costs, manage insurance claims and identify patterns of recurring damage.
Damage reporting is distinct from accident reporting. An accident report covers the full circumstances of a collision, while a damage report focuses on documenting the damage itself regardless of when or how it was discovered. Many instances of fleet vehicle damage are discovered without a known incident, for example, a dent found in a car park or a scratch noticed during a wash. Prompt and detailed damage reporting ensures that repairs are scheduled before the damage worsens, insurance claims are supported with contemporaneous documentation, and accountability is maintained across drivers and shifts.
Learn more about gps and fleet tracking in MapTrack.
Benefits of using this vehicle damage report
- Timely repairs: documenting damage when discovered ensures it enters the repair queue rather than going unreported.
- Insurance support: a detailed damage report with photographs and a vehicle diagram supports insurance claims.
- Cost tracking: recording repair costs by damage type and location helps fleet managers understand damage patterns and total repair spend.
- Accountability: linking damage to the driver on record at the time of discovery helps attribute responsibility.
- Trend analysis: tracking damage frequency by vehicle, location and cause reveals patterns that can be addressed with training or operational changes.
- Resale value: a complete damage and repair history supports accurate residual value assessments at end of lease or disposal.
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 vehicle damage report
This vehicle damage report covers 10 key areas:
- Vehicle details: registration, fleet number, make/model, colour, odometer, assigned driver.
- Discovery details: date and time damage was found, discovered by (name), circumstances of discovery (pre-start, handover, wash, incident).
- Damage location: vehicle diagram (front, rear, left, right, top) with marked damage areas.
- Damage description: type (dent, scratch, crack, gouge, broken), size, severity (cosmetic/minor/moderate/major/structural).
- Suspected cause: known incident, car park damage, road debris, vandalism, unknown.
- Photographs: spaces for attaching or referencing photographs of the damage.
- Repair recommendation: cosmetic repair, panel repair, panel replacement, mechanical repair, windscreen replacement.
- Estimated cost: initial estimate for repair, to be confirmed by repairer.
- Insurance: claim to be lodged (yes/no), excess amount, insurance reference number.
- Signatures: person reporting, driver assigned at time, fleet manager.
How to use this vehicle damage report
- Identify and document the damage as soon as it is discovered.: Do not wait until the end of the day or week. Complete the damage report immediately, while the details are fresh. Note the date, time, your name and the circumstances under which the damage was discovered.
- Mark the damage location on the vehicle diagram and describe the damage in detail.: Use the vehicle outline to mark exactly where the damage is located. Describe the type of damage (dent, scratch, crack), approximate size and severity. Note whether the damage is cosmetic only or affects structural integrity or vehicle operation.
- Take photographs from multiple angles.: Photograph the damage close up and from a wider angle to show context. Include a reference object (such as a coin) for scale if the damage is small. Take at least three photographs per damage area. Attach or reference the photos in the report.
- Record the suspected cause and any known circumstances.: If the cause is known (for example, reversed into a bollard), describe what happened. If the cause is unknown, state that. Note the driver who was last assigned to the vehicle and whether they were aware of the damage.
- Submit the report to the fleet manager for repair scheduling and insurance assessment.: The fleet manager reviews the report, obtains a repair quote, decides whether to lodge an insurance claim and schedules the repair. File the completed report with the vehicle record. Retain damage reports for at least five years for insurance and disposal purposes.
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 vehicle damage report should be completed every time new or previously unrecorded damage is discovered on a fleet vehicle. This may happen during pre-start inspections, vehicle handovers, scheduled washes, services or ad hoc observations. There is no scheduled interval. The trigger is the discovery of damage.
Frequently asked questions
- What is the difference between a damage report and an accident report?
- An accident report documents the full circumstances of a vehicle collision or incident, including third parties, witnesses, insurance details and a driver statement. A damage report focuses specifically on documenting the physical damage found on a vehicle, regardless of when or how it was caused. Many instances of damage are discovered without a known incident. Both reports may be completed for the same event if an accident results in damage.
- Should I report minor cosmetic damage?
- Yes. All damage should be reported, regardless of severity. Minor cosmetic damage that goes unreported can worsen over time, for example, a small paint chip can lead to rust. Unreported damage also creates confusion at vehicle handover or disposal. Consistent reporting of all damage, no matter how minor, maintains vehicle records and supports insurance and resale value.
- How should I photograph vehicle damage for the report?
- Take at least three photographs per damage area: one close-up showing detail, one from a metre away for context, and one from further back showing the damage location on the vehicle. Include a reference object like a coin for scale. Ensure photos are clear, well-lit and in focus. Date-stamp the photos if your camera allows it.
- Is this vehicle damage report template free?
- Yes. This vehicle damage report template is completely free to download and use. Open the HTML file in any browser and print to PDF. Keep printed copies in the fleet office and in each vehicle glove box. No MapTrack account is required.
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