Skip to main content
MapTrack
Skip to download form

Free vehicle damage report

Jump to download form ↓

Enter your email below to download this vehicle damage report as a ready-to-use PDF.

Download a free vehicle damage report. Record damage location, severity, cause and repair needs for fleet vehicles. PDF ready to print.

Jarrod Milford

Jarrod Milford

Commercial Director

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

Updated 3 May 2026

How to use: download the PDF, print or complete digitally on any device.

  • PDF format, ready to print or fill on screen
  • Use as-is or customise to suit your operation
  • Go digital in MapTrack for photos, alerts and audit trails

Download free PDF template

FreePDFUpdated May 2026

Get your free template

Enter your email to download the vehicle damage report as a free PDF. No sign-up required to use it.

Rated 4.9 on G2Rated 4.9 on Capterra
Your info is secure. No spam, ever.

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.

G2 rating 4.9 out of 5Capterra rating 4.9 out of 5

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuiltDraintechGenusAxis Services GroupRIXDFES Western AustraliaSaunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuiltDraintechGenusAxis Services GroupRIXDFES Western Australia

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.

Book a demo to see how MapTrack handles reports.

Try MapTrack free for 30 days

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required
  • 30 days free trial
  • Cancel anytime

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 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

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

Get the free templateEnter your email above to download the full vehicle damage report as a PDF.Back to download form

How 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

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.

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.

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.

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.

Vehicle damage reports should be retained for at least five years from the date the damage was recorded to support insurance claims, third-party recovery and resale disputes. Where the damage relates to a notifiable WHS incident, the supporting records must be kept for at least five years under WHS Regulations 2011 Schedule 14. When the vehicle leaves the fleet through sale, trade-in or end of lease, the consolidated damage and repair history should transfer with the asset file so the next owner or lessor has accurate condition evidence at point of handover. Retain the original damage records for at least three years after the asset is disposed of.

Related resources

More fleet templates and guides:

More from this category

Embed this free template on your website

Run an industry blog, trade association site, or training resource? Drop a preview of this free vehicle damage report straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<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:#0E7490;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Vehicle damage 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;">Vehicle details: registration, fleet number, make/model, colour, odometer, assigned driver.</li>
    <li style="margin:4px 0;">Discovery details: date and time damage was found, discovered by (name), circumstances of discovery (pre-start, handover, wash, incident).</li>
    <li style="margin:4px 0;">Damage location: vehicle diagram (front, rear, left, right, top) with marked damage areas.</li>
    <li style="margin:4px 0;">Damage description: type (dent, scratch, crack, gouge, broken), size, severity (cosmetic/minor/moderate/major/structural).</li>
    <li style="margin:4px 0;">Suspected cause: known incident, car park damage, road debris, vandalism, unknown.</li>
    <li style="margin:4px 0;">Photographs: spaces for attaching or referencing photographs of the damage.</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-vehicle-damage-report" style="color:#071D49;font-weight:600;text-decoration:none;">Vehicle damage report</a> by MapTrack</p>
</div>

Please keep the “by MapTrack” attribution link in the snippet.

Need to track your fleet with gps and digital pre-starts?

Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.

Start free trialBook a demo

GPS and fleet tracking · All templates · Pricing · Book a demo