Skip to main content
MapTrack
Book a demo
Skip to download form

Free vehicle accident report form

Free vehicle accident report form (PDF). Record incident details, vehicle damage, witnesses, injuries and diagrams for fleet incidents. Download free.

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, reminders and audit trails

Download free PDF template

Use in MapTrack →
FreePDFUpdated May 2026

Get your free template

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

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews
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 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

Or set it up in MapTrack

  • Fill it in on a phone, attach photos to any check
  • Automatic reports and audit trails
  • The same checks as the PDF, ready to configure

Free trial. No credit card. Personal email accepted.

Don't just download it - use it live. Start a free workspace with this vehicle accident report form already built, so your crew can run it from a phone.

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 vehicle accident report form records the facts of a crash or near miss: date, time, place, conditions, vehicles and drivers, what happened, damage, injuries, witnesses and a scene diagram. Drivers complete it after every incident; fleet policy often sets 24 hours. Where a work crash is a notifiable incident, section 38 of the model WHS Act requires the PCBU to notify 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 vehicle accident report form has 4 columns and room for 5 entries. Columns: Vehicle, Damage Location, Description of Damage, Severity.
  • Under s 35 as in force, a notifiable incident is a death, serious injury or illness, or dangerous incident; the December 2025 model adds violent incidents once enacted.
  • Keep a record of each notifiable incident for at least 5 years from the day notice was given (s 38(7)).
  • Leave a notifiable incident site undisturbed so far as reasonably practicable, except to help injured people or make it safe (s 39).
  • Record facts, not fault: speeds, directions, conditions and the sequence of events. Liability is decided later.
  • The 24-hour submission deadline is fleet policy, not law; set it in your own procedure.

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

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a vehicle accident report form?

A vehicle accident report form is a structured document used to record the facts of a vehicle accident or collision immediately after the incident occurs. It captures the date, time, location, weather and road conditions at the time of the accident, the details of all vehicles and drivers involved, a description of what happened, the extent of vehicle damage, any injuries sustained, witness contact information and a scene diagram. Fleet operators use the form to ensure that every incident is documented consistently and completely, regardless of who is driving or where the accident takes place. The report becomes the primary factual record that insurers, legal teams and safety managers rely on when assessing liability, processing claims and identifying corrective actions.

Beyond insurance and legal requirements, a well-completed vehicle accident report form supports fleet safety programmes by providing data for incident trend analysis. When accident reports are collected centrally, fleet managers can identify patterns such as high-risk intersections, repeat driver involvement, time-of-day trends and common contributing factors like fatigue, distraction or poor visibility. This data feeds into targeted driver training, route changes, vehicle specification improvements and policy updates. Organisations with strong incident reporting cultures consistently demonstrate lower accident rates and reduced total cost of risk.

Learn more about GPS and fleet tracking in MapTrack.

Get the free template

Enter your email above to download the full vehicle accident report form as a PDF.

Download free PDF

Benefits of using this vehicle accident report form

  • Insurance claim support: a detailed, contemporaneous accident report provides insurers with the factual evidence they need to assess liability and process claims efficiently, reducing delays and disputes.
  • Legal protection: the report creates a timestamped record of the driver account, witness details and scene conditions, which can be critical evidence in litigation or regulatory proceedings.
  • Incident trend analysis: collecting standardised accident data across the fleet enables fleet managers to identify patterns such as high-risk locations, repeat drivers, common contributing factors and time-of-day trends.
  • Driver accountability: requiring drivers to complete a structured report immediately after an incident reinforces the expectation that all accidents, no matter how minor, must be reported promptly.
  • Corrective action tracking: linking each accident report to follow-up actions (repairs, driver counselling, route changes, policy updates) ensures that lessons are learned and implemented.
  • Regulatory compliance: in many jurisdictions, fleet operators must report certain types of accidents to authorities within specified timeframes, and a standardised report form ensures nothing is missed.

Benefits of digitising forms in MapTrack

When you digitise vehicle reports in 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.

Book a demo to see how MapTrack handles vehicle reports.

Try MapTrack free

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

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 accident report form

This vehicle accident report form covers 11 key areas:

  • Incident overview: date, time, location (street address, intersection, suburb, state or postcode), weather conditions, road surface conditions, lighting conditions.
  • Company vehicle details: registration, make, model, colour, fleet number, odometer reading, estimated damage (minor, moderate, severe, undriveable).
  • Driver details: driver name, licence number, licence class, employee or contractor ID, contact number.
  • Other vehicle details: registration, make, model, colour, driver name, licence number, insurer, policy number, contact details.
  • Incident description: driver narrative of what happened, including direction of travel, speed, traffic conditions and any evasive action taken.
  • Scene diagram: grid or blank area for sketching vehicle positions, direction of travel, point of impact, road markings, traffic signals and landmarks.
  • Damage description: description and location of damage to each vehicle, with space for photograph references.
  • Injuries: details of any injuries to drivers, passengers or third parties, including name, nature of injury and whether medical attention was sought.
  • Witnesses: name, contact number and brief statement summary for each witness.
  • Emergency services: whether police, ambulance or fire attended, officer name and report or event number.
  • Follow-up actions: repair arranged, replacement vehicle issued, insurer notified, WorkCover or WHS report lodged.

How to use this vehicle accident report form

  1. Ensure safety first. Move vehicles out of traffic if safe to do so, turn on hazard lights and check all parties for injuries. Call emergency services if anyone is injured.: The priority is always the safety of all persons involved. Do not attempt to complete the report form until the scene is safe and emergency services have been contacted if needed. If vehicles cannot be moved, set up warning triangles or cones if available.
  2. Exchange details with the other driver(s). Record their name, licence number, registration, vehicle make and model, insurer, policy number and contact details.: Take a photo of the other driver licence and insurance certificate if they consent. If they do not provide details or leave the scene, record the registration number and any identifying features of the vehicle and driver. Note the time they departed.
  3. Record the incident overview on the form, including date, time, exact location, weather conditions, road surface and lighting.: Be specific about the location, noting the nearest cross street, landmark or GPS coordinates if available. Record the weather (clear, rain, fog, wind) and road conditions (dry, wet, gravel, sealed) as these details are often disputed later and are difficult to reconstruct from memory.
  4. Write a factual description of what happened in the incident narrative section. Include direction of travel, approximate speed, traffic conditions and any evasive action.: Stick to facts observed at the time. Do not speculate on fault, admit liability or guess at details you did not observe. Use phrases like "I was travelling north on Smith Street at approximately 50 km/h" rather than opinions or blame. The narrative should read as a sequence of events leading up to and including the point of impact.
  5. Sketch the scene diagram showing vehicle positions before, at and after impact. Mark road markings, traffic lights, signs, direction of travel and point of impact.: Use the grid provided on the form. Draw the road layout first, then add each vehicle as a numbered rectangle showing direction of travel. Mark the point of impact with an X. Include any relevant features such as stop signs, traffic lights, roundabouts, medians, parked cars and pedestrian crossings. Label north if known.
  6. Record witness details, photograph all damage and sign the completed form. Submit to your fleet manager and insurer within the required timeframe.: Approach any witnesses and ask for their name, phone number and a brief summary of what they saw. Take multiple photographs of each damaged area, the overall scene, skid marks, road conditions and the other vehicle. Both the driver and a supervisor should sign and date the form. Submit the completed report to your fleet manager or safety officer within 24 hours.

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 accident report form as a PDF.Back to download form

How often should you complete this report?

A vehicle accident report form should be completed immediately after every vehicle accident, collision, near-miss or incident involving contact with another vehicle, object, person or animal. There is no scheduled frequency because completion is event-driven, but fleet policy should require that a report is submitted within 24 hours of the incident. Even minor incidents such as car park scrapes and low-speed contact should be reported, because unreported minor damage can escalate into costly insurance disputes and indicate broader driver behaviour issues. Fleet managers should review all accident reports monthly to identify trends and initiate corrective actions.

Try MapTrack free

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

Frequently asked questions

A vehicle accident report form is a structured document used to record the details of a vehicle accident or collision immediately after the incident. It captures date, time, location, weather and road conditions, vehicle and driver details, a description of what happened, vehicle damage, injuries, witness information, a scene diagram and follow-up actions. The completed form provides the factual record used by insurers, legal teams and fleet safety managers to assess liability, process claims and prevent future incidents.

A vehicle accident report should be completed as soon as it is safe to do so after the incident, ideally at the scene while details are fresh. Fleet policy should require submission within 24 hours. Every incident involving contact with another vehicle, object, person or animal should be reported, regardless of how minor it appears. Delayed or incomplete reporting can compromise insurance claims, weaken legal defences and allow driver behaviour issues to go unaddressed.

No. The accident report form is a factual record of what happened, not a determination of liability. Record what you observed, the sequence of events, speeds, directions of travel and conditions. Do not write "it was my fault" or "I caused the accident". Liability is determined later by insurers, investigators or courts based on the evidence. Admitting fault on the form can prejudice your position and may not accurately reflect the full circumstances once all evidence is reviewed.

Yes. Fleet policy should require all incidents to be reported, regardless of severity. Minor car park scrapes that appear cosmetic can involve hidden structural damage, and unreported damage discovered later creates insurance complications. Reporting every incident also allows fleet managers to identify drivers who have a pattern of minor incidents, which may indicate a training need before a more serious accident occurs.

Yes. Download and use this vehicle accident report form for free. It downloads as a ready-to-print PDF. No MapTrack account is required. If you later want digital incident reporting on mobile with photo capture, GPS-tagged location, automatic supervisor notifications and incident trend dashboards, MapTrack can do that. Book a demo to see how it works.

Start with the road layout, then add each vehicle as a rectangle labelled A for yours and B for the other vehicle, as on the form, with an arrow for its direction of travel. Mark the point of impact with an X and show the positions before, at and after impact. Add anything relevant: road markings, traffic lights, stop signs, roundabouts, medians, parked cars and pedestrian crossings, and label north if you know it. Keep it simple, and make sure the labels on the diagram match the vehicles described in your written account.

Record their name, licence number, contact details, vehicle registration, make, model and colour, and their insurer and policy number. With their consent, photograph their licence and insurance certificate. If they won't give their details or they leave the scene, write down the registration number, any identifying features of the vehicle and driver, and the time they left. Get the names and phone numbers of any witnesses too, with a brief note of what each one saw, before they go.

Record whether repairs have been arranged, a replacement vehicle issued, the insurer notified, and a WorkCover or WHS report lodged. Beyond those, link the report to the corrective actions that come out of it, such as repairs, driver counselling, a route change or a policy update, so you can see each one was done. Fleet managers should review all accident reports monthly to spot trends, such as high-risk locations or repeat drivers, and act on them.

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)

    Where a crash at work is notifiable: what counts, immediate notice, keeping the record 5 years and preserving the site.

    • 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 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.

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

  • WHS notifications: Incidents, extended absences and suicides fact sheet

    Edition: December 2025 update

    Safe Work Australia guidance on what to notify; the 2025 model changes apply only once a jurisdiction adopts them.

    Safe Work Australia

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Managing risks, including reviewing control measures when an incident shows they have failed.

    • Part 3.1: Managing risks to health and safety: identify hazards, eliminate or minimise risks using the hierarchy of controls, maintain and review controls.
    • reg 38: Control measures must be reviewed and revised as necessary, including when they fail, before changes creating new risks, for new hazards, after consultation, or on a qualifying representative's request.

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

  • 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 the organisation runs an OH&S management system.

    • 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.

Check the current source

Vehicle Accident Report Form preview

Vehicle Accident Report Form template preview showing fields and layout

The numbers behind this vehicle accident report form

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

Get the free template

Enter your email above to download the full vehicle accident report form as a PDF.

Download free PDF

Embed this free template on your website

Run an industry blog, trade association site, or training resource? Drop a preview of this free vehicle accident report form 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:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Vehicle Accident Report Form</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 overview: date, time, location (street address, intersection, suburb, state or postcode), weather conditions, road surface conditions, lighting conditions.</li>
    <li style="margin:4px 0;">Company vehicle details: registration, make, model, colour, fleet number, odometer reading, estimated damage (minor, moderate, severe, undriveable).</li>
    <li style="margin:4px 0;">Driver details: driver name, licence number, licence class, employee or contractor ID, contact number.</li>
    <li style="margin:4px 0;">Other vehicle details: registration, make, model, colour, driver name, licence number, insurer, policy number, contact details.</li>
    <li style="margin:4px 0;">Incident description: driver narrative of what happened, including direction of travel, speed, traffic conditions and any evasive action taken.</li>
    <li style="margin:4px 0;">Scene diagram: grid or blank area for sketching vehicle positions, direction of travel, point of impact, road markings, traffic signals and landmarks.</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/vehicle-accident-report-form" style="color:#071D49;font-weight:600;text-decoration:none;">Vehicle Accident Report Form</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

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack vehicle accident report form has 4 columns and room for 5 entries.

Short attribution
MapTrack Vehicle Accident Report Form, https://www.maptrack.com/templates/vehicle-accident-report-form
Reference list
MapTrack. (2026). Vehicle Accident Report Form [Checklist template]. Retrieved from https://www.maptrack.com/templates/vehicle-accident-report-form

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/vehicle-accident-report-form.

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

Register every vehicle 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