Incident & Insurance Reporting Procedure
All incidents must be reported accurately and within the required timeframe. Drivers are responsible for ensuring that any collision, damage, or insurance-related event is recorded and communicated correctly.
Failure to report incidents can lead to serious legal and financial consequences for both the driver and the company.
What is an Incident?
An incident includes any event involving the vehicle, load, or third parties.
- Road traffic collisions (minor or major)
- Damage to your vehicle
- Damage to third-party property
- Injury to any person
- Load damage or loss
- Contact with insurance companies
If unsure whether something qualifies as an incident, it must be reported.
Immediate Actions at the Scene
Drivers must follow these steps immediately after an incident:
- Stop the vehicle safely
- Switch off engine and secure the vehicle
- Check for injuries (yourself and others)
- Call emergency services if required
- Do not leave the scene
Safety of people is always the first priority.
Information to Collect
Drivers must collect accurate information at the scene.
- Other driver’s name, contact details, and registration
- Insurance details (if available)
- Location, date, and time of incident
- Details of any witnesses
If safe to do so, record all relevant information before leaving the scene.
Photographic Evidence (Critical)
Drivers must take clear photos wherever possible:
- Vehicle positions
- Damage to all vehicles involved
- Road conditions and surroundings
- Number plates
- Any relevant signage or hazards
Photos provide essential evidence for insurance and liability decisions.
What NOT to Do
- Do not admit fault
- Do not argue with other parties
- Do not make assumptions about liability
- Do not leave the scene without exchanging details
Remain professional and factual at all times.
Reporting Time Requirements
All incidents must be reported:
- Immediately if serious (injury, major damage)
- Within 24 hours for all other incidents
Late reporting can invalidate insurance and create legal exposure.
How to Report
- Complete the driver check / incident section
- Notify the operations team directly
- Provide full and accurate details
Report Incident / Complete Driver Check
Insurance Contact
Drivers must report:
- Any contact with insurers
- Any claim discussions
- Any third-party insurance involvement
All insurance communication must be declared within 24 hours.
Post-Incident Responsibilities
- Cooperate with investigation if required
- Provide additional information if requested
- Do not alter or conceal facts
Accurate reporting ensures proper handling of claims and protects all parties involved.
Compliance & Enforcement
- Failure to report incidents may result in suspension
- False or incomplete reporting is a serious breach
- Repeated issues will result in removal from the driver network
Driver Declaration
By completing the daily driver check, the driver confirms:
- All incidents within the last 24 hours have been reported
- All information provided is accurate
- No relevant events have been withheld
