Vehicle Accident Reporting Procedure
This document defines the mandatory reporting chain, immediate post-collision actions, documentation requirements, and enforcement measures for all fleet vehicles. Every driver, dispatcher, and fleet supervisor must adhere to these procedures without deviation.
The company is committed to operating a safe and legally compliant fleet. Any vehicle collision — regardless of severity — must be reported through the designated chain of command within one hour of the incident. Failure to report can result in immediate suspension of driving privileges, disciplinary action up to termination, and loss of insurance coverage. This policy aligns with all applicable Canadian motor carrier regulations, provincial traffic acts, and internal risk management standards.
All fleet drivers are required to carry a paper copy of this procedure inside the vehicle at all times. Dispatchers must verify that each driver has acknowledged receipt and understands the reporting obligations during pre-hire orientation and annually thereafter.
This policy applies to all company-owned, leased, or long-term rental vehicles operated within the fleet, including light-duty trucks, heavy tractor-trailers, delivery vans, and any vehicle used for commercial purposes by an employee or authorised contractor. It covers on-road incidents, private property collisions, and incidents involving stationary vehicles or property damage. Drivers of personal vehicles used for company business must also follow these procedures when operating under company insurance.
Exclusions: Incidents involving forklifts or yard equipment in controlled facilities are covered under a separate material handling policy. Refer to SOP-MH-102 for those procedures.
- Immediate Stop & Secure: The driver must stop immediately, activate hazard lights, set wheel chocks (if applicable), and ensure the vehicle is in a safe position. Do not move the vehicle unless directed by law enforcement.
- Emergency First: Call 911 if there are injuries, fire, or hazardous material release. Then notify the designated fleet dispatcher (or after-hours emergency line) within 15 minutes. Provide exact location, number of vehicles involved, injuries, and any immediate hazards.
- Document the Scene: Use the company accident report form (digital or paper) to record: date, time, weather/road conditions, damage estimates, names and contact info of all parties, insurance details, and a diagram of the incident. Take photos from at least four angles and include close-ups of damage.
- No Admission of Fault: Do not discuss liability, make statements about fault, or sign any documents except for law enforcement reports. Refer all inquiries to the fleet safety manager.
- Post-Incident Drug & Alcohol Testing: Any driver involved in a collision meeting DOT/commercial vehicle criteria must submit to post-incident testing within the mandated window. Refusal to test results in immediate disqualification and termination.
- Driver (Primary): Execute immediate safety actions, report to dispatcher within 15 minutes, complete the accident report form, preserve evidence, and cooperate with all investigations.
- Fleet Dispatcher (First Responder): Log the incident in the tracking system, dispatch roadside assistance if needed, notify fleet safety manager within 30 minutes, and instruct the driver on next steps.
- Fleet Safety Manager: Coordinate investigation, liaise with insurance adjusters, ensure post-accident testing is completed, lead the root-cause analysis, and determine any corrective actions within 48 hours.
- Human Resources: Manage driver disciplinary process if policy violations are found, ensure legal compliance with employment and privacy laws.
- Executive Leadership: Review quarterly accident trend reports and approve any changes to the policy or driver training programs.