Mark Murrell
The human toll of a collision should never be underestimated – even if there are no physical injuries, the mental stress can be enormous. However, during that experience, drivers still have responsibilities and need to follow some best practices when it comes to accident scene reporting. One of the ways you can help is by making sure they’re clear on what they need to do after you’ve established that they are safe.
Some of those driver responsibilities include stopping and securing the cargo and reporting the incident to the authorities. However, one of the things that sometimes gets missed is how much a driver should document for the company’s own files (and the insurer’s) so that the event can be understood by everyone who gets involved later. With that in mind, here is a documentation cheat sheet you can use when developing a response plan for your drivers to follow.
Note: This covers a small (but extremely important) requirement when a crash occurs, but it shouldn’t take priority over other obligations the safety manager or crash response team has – including finding out if the driver is okay, notifying loved ones, and so on. Consult with your executive team or legal counsel for a fuller view of these responsibilities.
Reinforce with your drivers that they should record:
Basic information
This may seem too basic to be needed, but remember that the event will be pieced together later on by people who were not there, so having your driver get even the most basic information down can be crucial:
- Driver information should include their name, address, phone number, date of birth and license number, expiration date, and state or province of issue.
- Carrier information should include their DOT or CVOR number, insurance policy details, company name, address, and phone number.
- Vehicle info includes the year, make and model, color, unit numbers for the tractor and the trailer, and plate numbers.
- And don’t forget to include the time and location of the event!
Incident details
A standard accident report will ask for information like the make, model, and color of the other vehicles involved, as well as personal information about the other drivers and any passengers. It will also help if your driver can write down, while the memory is still fresh, an account of vehicle movements during the incident, including direction, points of impact, traffic signals, and vehicle movements such as making a turn, backing up, skidding or weaving, and more. Note: it will also be important to detail your driver’s own status, including on-duty status and driving hours, distance traveled on the current trip, speed at the time of the incident, and any warning signals they gave or witnessed, such as brakes, indicator lights, horn, etc.
External factors
People looking at the incident much later on (especially insurers) will be keen to know about the road conditions at the time of the incident. Be sure your drivers take note of its physical condition, like how wet or slippery it is, the presence of debris or other obstacles, its grade, curve, and whether the road has potholes or cracks. They should also take note of the traffic conditions – were people trying to merge, was there a railway crossing, was traffic heavy or light, and what was the posted speed limit? Make sure they describe the weather conditions, including how sunny or dark it was, whether there was fog, sleet, or other precipitation, and, in case of darkness, what the road lighting was like.
Legal and other players
While the police may be busy collecting information themselves, it’s important for the driver to take down details about the authorities involved—including badge numbers, who contacted them, the agency the police belong to, whether anyone was charged, and what the charge was (as well as arrests, if any). There will also likely be towing and cleanup vehicles present – make sure to keep detailed notes on these! Unscrupulous towing companies will sometimes exaggerate the number of vehicles present or the time spent, so making clear notes about this can help later on if there is a dispute about exaggerated fees.
Photograph…everything?
The point of all of this is that more information is better when it comes to figuring out what happened. But even if everything else is written down in great detail, there may be some critical scene information that’s not on this list. Encourage your drivers to take photos of the scene (respectfully, of course). Even just a panoramic shot of everything can sometimes reveal details that might have otherwise been missed or forgotten.
Again, this is not to suggest that worrying about documenting the scene of a crash should take precedence over looking out for your driver’s well-being. But navigating a crash incident is a bit of a long game—you’ll be dealing with stakeholders sometimes for years after the fact, so if you can help your drivers remember everything they need to do once they are safe, you’ll be able to deploy resources more effectively when you’ve got the information you need.
