Driver Incident Report Checklist

Key Takeaways

• The driver incident report is a factual record of what happened, what was collected, and what steps were taken — not a determination of fault or a prediction about coverage.
• Complete the report the same day. A report written hours after the incident is more reliable than one written a week later from incomplete notes.
• Every field matters. Blank fields in a completed report generate questions during claim review. If a field doesn't apply, mark it N/A rather than leaving it empty.

What the report covers

Date, time, and exact location of the incident. Weather and road conditions at the time. A factual description of the sequence of events as the driver observed them — not an interpretation, not a fault assessment, just what happened in order from the driver's perspective.

Vehicle information: unit number, trailer number if separate, current mileage, and cargo type and status at the time of the incident. Driver information: hours on duty, hours driving, last rest period, and whether a trip plan or dispatch record exists for the day.

Third-party information to include

Other involved parties: name, license number, vehicle registration, insurance information. Police agency, officer name, and report number if law enforcement responded. Witness names and phone numbers if collected at the scene.

Any agencies that responded: fire department, ambulance, hazmat, DOT enforcement. Record each agency, any responder names you were given, and what they did at the scene.

Damage and evidence notes

Describe visible damage to your truck, trailer, and cargo in factual terms. Describe visible damage to the other vehicle and any property damage at the scene. Note whether photos were taken, what was photographed, and where those photos are stored.

Note whether dash cam footage exists, what time period it covers, and whether it has been preserved. Note any other electronic records — ELD data, telematics, GPS history — from the incident period and their preservation status.

Submitting and storing the report

Submit to the safety contact named in your incident reporting policy as soon as possible. A report submitted hours later is more useful than one submitted days later. Note on the copy you retain who you submitted it to and when.

If the submission generates a claim number or case reference, note it on your copy. Keep the report with photos, witness notes, police report, and any follow-up correspondence in a single incident file.