How to write a traffic accident report

When a traffic accident occurs, the police usually prepare a detailed report. However, in some cases, you may need to write your own accident report to submit to your insurance company or the Department of Motor Vehicles (DMV). Writing your own report requires you to gather accurate information and present the events as clearly and comprehensively as possible. This article will guide you step-by-step on how to write a professional traffic accident report , helping to protect your rights and expedite the process.

Things to know when involved in a traffic accident.

• Record important information.

  • Copy the other driver's license number, vehicle information, and insurance details.

  • Obtain the contact information of any witnesses, if available.

• Describe the event clearly.

  • Provide a detailed explanation of the accident: who was involved, where it occurred, what type of accident it was, and whether anyone was injured or if there was property damage.

• Record evidence at the scene.

  • Take photos or draw diagrams of the accident scene to illustrate the sequence of events.

Part 1: 5 essential steps for gathering information after a traffic accident.

Step 1: What to do in a car collision: Communicate properly.

• Exchange information regardless of who is right or wrong.

  • You and the other driver need to exchange names and insurance information, regardless of who caused the accident.

  • Record all the details from their insurance card.

• Check to see if anyone is injured.

  • If someone is injured, call emergency services immediately before gathering information.

• Record information from the driver's license.

  • Record name, address, date of birth, and gender.

  • Add the following information: driver's license number, issuing state, and expiration date.

  • You should also provide the same information to the other person.

• If the other person does not have identification.

  • Call the police immediately if the other person does not have a driver's license or insurance.

  • Report that you are unable to obtain the necessary legal documents, so that the police can come and handle the matter.

Step 2: Record vehicle information after the accident.

• Description of the vehicles involved

  • Record the year of manufacture, make, model, and color.

  • Specify the type of vehicle: passenger car, truck, SUV, or motorcycle.

• Record the location and extent of the damage.

  • Provide a specific description of the damage, for example: "The sedan has a cracked front bumper and a dent in the rear left side."

• Vehicle license plates and identification numbers

  • Record the license plate number and the name of the issuing state/country.

  • If possible, always include the Vehicle Identification Number (VIN) for insurance purposes.

Step 3: Obtain the witness's contact information.

• Ask for information from everyone present.

  • You don't need the driver's license number of someone not directly involved, but if they are willing to be a witness, ask for their contact information so you can get in touch later.

• Note a convenient time to contact me.

  • If you have their phone number, ask them when would be a good time to call them.

Step 4: Take photos of the accident scene.

• Take as many photos as possible.

  • Use your phone or camera to photograph the entire scene, including damaged vehicles and debris on the road (if any).

• Taken immediately after the accident.

  • The earlier the better, so that the light and weather don't change much.

  • Take photos from multiple angles if it's safe.

• Photographs of those involved and injuries.

  • If possible, take photos of everyone present at the scene to use as evidence later.

  • If you are injured, take a picture of the wound before a doctor treats it.

Step 5: Record witness statements.

• Question witnesses at the scene.

  • If there are eyewitnesses willing to share, talk to them right there at the scene .

• Record audio or video if possible.

  • Use your phone to record their statements as evidence.

  • Write down their names and phone numbers so you can contact them later, as many people won't show up after they leave.

• Specify the witness's location.

  • Write down where they were standing when the accident happened.

  • If possible, take a photo from that location to show their perspective.

  • Note any obstructions such as trees, utility poles, signs, etc., that block your view.

Part 2: How to describe a traffic accident objectively and accurately.

Step 1: Record the full information of all relevant individuals.

• Your personal information

  • Record: full name, address, phone number, driver's license number, and insurance information.

• Other driver information

  • Gather all the above information from other drivers involved in the accident.

• Passenger or pedestrian information (if applicable)

  • Record the full names, ages, and genders of other relevant individuals.

• Information about the rescue team.

  • If possible, record the ambulance/police vehicle number and the name and badge number (code) of the emergency personnel or police officer present.

Step 2: Record the conditions at the time of the accident.

• Specify the weather, lighting, and road conditions.

  • Factors such as rain, slippery roads, and poor lighting can affect the determination of who is at fault.

  • Record it from memory or based on photos you've taken.

• Don't guess if you don't remember clearly.

  • If you didn't take a picture and don't remember exactly, leave this section blank – don't guess or look up old weather forecasts.

  • Every detail you include in the report must be based on facts.

• Submit photos/videos as evidence.

  • If you have photos or videos clearly showing the weather conditions, lighting, and road surface, keep them as evidence if needed.

Step 3: Clearly state the location where the accident occurred.

• Determine the exact location

  • Specify the exact location of the accident, depending on the type of road (highway, city road, etc.).

• If it happens on the interstate

  • Write down the name and direction of the highway.

  • Record the nearest mile marker or exit before and after the accident site.

  • Estimate the distance from the accident site to the nearest landmark.

• If on the street

  • Write down the street name, and describe if there are sidewalks, bicycle lanes, or landmarks (near markets, schools, traffic lights, etc.).

• If there are other related assets

  • Describe the location and type of property affected (e.g., residential fences, lampposts, signs, etc.) relative to the road surface.

Step 4: Record the events of the accident in chronological order.

• Describe the steps that occurred.

  • Write down clearly what you and the other driver did immediately before, during, and after the accident.

  • The more detail the better, but maintain a neutral tone , stating only the facts and avoiding personal opinions.

  • Correct example : "I was driving straight and had the right of way when the other car suddenly emerged from the side road and collided with the side of my car."

  • An inappropriate example would be : "The other driver wasn't paying attention and hit me." (because this is speculation)

• If there are any details you don't remember clearly...

  • Please write: "I don't remember this part exactly." This will allow you to add it later if you remember.

• If pedestrians are involved

  • Record what they are doing: crossing the road at the designated crosswalk, running into the middle of the road, or standing on the sidewalk.

Step 5: Record witness information

• Identify the witness.

  • Record the names, ages, and genders of those who witnessed the accident and provided statements or contact information to you.

• Describe the witness's position and point of view.

  • For example: "This person was standing at the street corner waiting to cross when the accident occurred" or "This person arrived later and saw the scene."

• Attached are audio and video evidence.

  • If you have audio or video recordings of witness statements, please attach them to the report.

  • If witnesses are unwilling to testify, these video recordings can be used as alternative evidence.

Step 6: Describe the events that unfolded after the accident.

• Things that happened immediately after the collision.

  • Provide a detailed description of what happened after the collision, for example: was the vehicle still drivable, and was it towed to the side of the road?

• Call emergency services if needed.

  • Record the time you or someone else called 911 (or the local emergency number).

  • Describe the rescuers, police officers, or medical personnel who arrived at the scene.

• Medical care status

  • If medical personnel arrive, indicate who receives first aid at the scene or who needs to be transported to the hospital.

Step 7: Clearly state the injuries and property damage.

• Describe the injury

  • Provide detailed information about your injuries and those of others (if any), including a treatment plan if known.

  • Clearly state the location of the injuries on the body and the role of the injured person in the accident.

• Describe property damage.

  • Describe the damage to the vehicle and related property, along with a preliminary estimate of repair costs.

  • If the vehicle is so severely damaged that it is beyond repair (totaled), this must be stated.

• If there are fatalities

  • List the names, ages, and genders of each deceased person separately.

• Medical information

  • If anyone was taken to the hospital immediately after the accident, specify the name of that hospital.

Part 3: How to create a traffic accident diagram in a report (Practical example)

Step 1: Draw a diagram of the accident scene.

• Sketch of the accident site

  • Use the space on the report template to draw a diagram of the accident's sequence of events.

  • Use photographs as a reference to draw more accurately.

• Focus on the area where the accident occurred.

  • Only draw the section of road or area where the collision occurred; do not include adjacent roads or alleys if they are not involved.

• Draw the line in the correct detail.

  • Ensure the correct number of lanes, traffic light locations, signs, or road markings.

Step 2: Orienting the accident diagram

• Indicates the direction of vehicle movement.

  • Draw arrows to indicate the direction of travel of each vehicle in the accident.

• Mark the directions: North, South, East, West

  • Determine the direction of North by drawing the street lines, then mark all four directions—North, South, East, and West—on the map.

• Example

  • If the accident occurs at an intersection, and you are traveling north while the other vehicle is traveling west, draw corresponding arrows and clearly indicate the directions on the drawing.

Step 3: Position the vehicle on the diagram.

• Draw rectangles to represent the cars.

  • After drawing the street, use rectangles to represent the location of your car and other cars in relation to it.

  • Number the cars sequentially; your car will always be number 1.

• Draw more cars if needed.

  • If there are other vehicles nearby that are not directly related, you can draw them to represent them if you deem it necessary.

  • No need for excessive detail, just note which vehicles affect your or others' ability to avoid a collision.

Step 4: Record collision information on the diagram.

• Specify the point of impact.

  • On the diagram, mark the locations where vehicles collide with each other or with other property.

• Record the estimated speed of the vehicles.

  • Write down the predicted speed of each vehicle at the time of the collision.

• If there is a dispute about speed

  • Clearly state the difference in speed: "I think the other car was going about X km/h, but they said it was Y km/h."

  • Maintain a neutral tone, only stating the facts you know.

Step 5: Mark the witness's location on the diagram.

• Mark the witness's location.

  • If there are witnesses at the scene, mark their location with an "X" on the diagram.

  • Write the full name and note "witness" next to the "X".

• Witnesses in another vehicle

  • If the witness was in a different vehicle but was not directly involved, draw a rectangle representing that vehicle.

  • Place an "X" inside the vehicle, clearly indicating whether they are the driver or a passenger and their seating position.

• Note any obstructions to visibility, if any.

  • If the witness's view is partially obstructed, show that obstruction on the diagram.

Step 6: Sign and date the accident report.

• Review the report.

  • Read the entire report carefully to ensure all information is accurate, objective, and complete.

• Sign and date

  • Sign and date the report.

• Keep a copy

  • Keep a copy of the report for yourself before submitting it to the competent authority.

• Submit reports promptly.

  • Submit the report as soon as possible.

  • Ask the receiving unit for clarification on the submission deadline to avoid delays.

Author: Lahaina Araneta .