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Download Accident and Damage Reporting Policy Template (PDF)
Free sample, provided as is. Not legal advice. Adapt it to your state's laws and review it with your attorney, HR and IT before adopting it. Free to use and adapt for your organization; please don't resell it. Current as of October 2026.
What this is and who it's for
A policy that makes sure every crash, incident and instance of damage involving your organization's vehicles or equipment is handled safely, reported quickly and documented well enough to protect people, support claims and prevent the next one.
It applies to everyone who drives or operates Organization vehicles or equipment, and to employees driving personal vehicles on Organization business. It covers collisions, backing and parking-lot damage, damage found with no known cause, vandalism, theft, weather damage, equipment strikes (including overhead and underground utilities) and any injury involving a vehicle. There is no minimum dollar amount: all damage is reported, even a scratch.
What's inside
- Purpose and scope
- Definitions
- At the scene
- Notification and reporting deadlines
- Post-accident drug and alcohol testing
- Vehicle damage, repair and return to service
- Accident review and preventability
- Records, claims and confidentiality
- Responsibilities and policy review
- Appendix A. Driver accident report form
- Appendix B. Glovebox scene card
How to adapt it for your city
- Replace every [BRACKETED] field with your organization's information.
- Read the Guidance notes, which explain why each section is there and what to think about, then delete them before you adopt the policy.
- Cut what does not fit your operation and add what is missing. A two-person shop and a 1,000-unit county fleet will not end up with the same policy.
- Run the draft past risk management, HR, the drug and alcohol program administrator, legal counsel and, where you have one, your labor union before it goes to your approving authority.
Questions
Is the template free?
Yes. It is free to use and adapt for your organization. Please don't resell it.
Do I need to give my email?
Yes, an email address. Your name is optional. The PDF downloads right away, and we only send occasional fleet resources if you check the box.
What is in the PDF?
8 pages: 9 policy sections with [BRACKETED] fields and guidance notes, a driver accident report form (Appendix A) and a glovebox scene card (Appendix B).
Who should review it before we adopt it?
The template suggests risk management, HR, the drug and alcohol program administrator, legal counsel and, where you have one, your labor union, before it goes to your approving authority.
Is this legal advice?
No. It is a free sample. Adapt it to your state's laws and review it with your attorney, HR and IT before adopting it.
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