Accident

Preparedness Guide

For Fleets and Drivers

Accident Preparedness 01

Guide for Fleets and Drivers

Accident preparedness should be top of mind for
every trucking organization.

Whether you’re an owner/operator of a single truck or one
of the largest fleets on the road, it’s critical to have the right
tools and resources in place – before an accident occurs.

A truck-involved accident is usually a serious event, and one
that can be very stressful for the driver. When accidents
happen—and unfortunately, they will— the proper training can
help drivers know what to expect in the immediate aftermath.

From making sure your company and driver policies are up to
date to incorporating accident preparedness into your regular
safety training offerings, HDVI can help ensure your team is
ready to handle any accidents that may occur.

Our team of commercial truck insurance and
accident preparedness experts has developed
a series of checklists that will help your drivers
and in-house teams take the appropriate steps
immediately following an accident.

01

AT THE ACCIDENT SCENE

Immediate Actions for Drivers

Immediately following an accident, do the following:

Call Police: Call 911 and request that an accident report be completed.

Ensure safety: Make sure you and others involved are safe. Set emergency signals to prevent
further damage or injury.

Contact company: Contact your dispatcher or safety manager to report the accident
to your company.

Document the scene: Take photos, videos, and exchange information with other drivers
involved. Only speak with your company representatives, the police, or your insurance provider
about the accident.

Report to your insurance: You may report claims 24 hours a day, 7 days a week, 365 days a
year. Report your claim in the HDVI Fleet Portal, via email at claims@hdvi.com or by calling
708-816-4384.

Download this form fillable PDF document, complete it, and return it along with any
attachments to our team by email at claims@hdvi.com.

Do NOT:

Admit fault or say “I’m sorry.” This can be taken as an admission of guilt.

Overreact: Try your best to remain calm.

Documenting the Accident Scene

The most important part of documenting an accident scene is keeping yourself safe. Never put yourself at risk of injury in order to document the scene.

• Take photographs of all vehicles involved in the accident.
• If possible, photograph all four sides of each vehicle.
• Photograph any landmarks that can help identify the accident location, such as mile markers, billboards, road signs, buildings and on/off ramps.
• If possible, take photos of the accident scene from a distance to show the resting positions of vehicles in relation to landmarks.
• Photograph any debris from the accident before it is moved by first responders.
• Photograph any skid marks if it is safe to do so.
• Obtain and document information from all other parties involved in the accident.
• Document the make, model, and year of all vehicles involved.
• Identify any potential witnesses to the accident and obtain their names and contact information.
• Do not discuss the details of the accident with witnesses.
• Draw a diagram of the accident scene while it is still fresh in your mind.
• Capture or document any admission of guilt by other parties.
• Document the names of any towing companies or ambulances used to transport damaged vehicles or injured people.
• Obtain the responding law enforcement officer’s name, agency and badge number, as well as the report number for the accident.

In the Office

Report to insurance company

• Call 708-816-4384
• Email claims@hdvi.com
• Verify whether other parties require emergency services
• If an accident is not DOT recordable, establish and follow company guidelines for post-accident testing or procedures.
• If an accident is DOT recordable, take necessary actions for drug and alcohol testing:
• Driver must be alcohol tested within two hours of the crash. If this is not possible, the reason must be documented.
• Drivers not able to test within two hours of the crash must be tested within eight hours. If this cannot be accomplished, the reason must be documented. Testing attempts must cease.
• A DOT drug test must be completed within 32 hours of the accident.

DOT Recordable Accident

Quick Decision Chart

DOT RECORDABLE ACCIDENT

The accident resulted in at least
one injury to a person that receives
immediate medical treatment away
from the accident scene.

YES immediate medical treatment away

The accident results in at least one
vehicle with disabling damage
requiring a tow truck to move the
vehicle from the scene.

Drug and Alcohol Testing Requirements

Data to Preserve

If an accident involves a third party, it is always a best practice to think and
act like it will be a worst-case scenario and secure all relevant information.

If the accident was serious, keep an eye out for legal hold notices from the other party’s
attorney. This will require that you must retain certain documents regarding the accident.

These documents could include (but are not limited to):

• Driver’s logs and timecards for the
  previous year (note: FMCSA only requires 6-month log retention).
• Titles of all units involved in the crash.
• Maintenance files for both the truck and
  the trailer for the lifetime of the units.
• Driver’s personnel file, qualification file,
  drug and alcohol testing history.
• Copies of all correspondence mentioning
  the crash, including written notes.
• GPS trip reports from ELDs.
• Dash camera data and videos from the day
  of the accident.
• Pay records for the previous year.
• Dispatch records for the day of the event
  and the previous month—trip reports, fuel
  summaries, etc.
• Driver’s safety training records.
• Documentation of your company’s safety
  training program, including records of
  training and coaching sessions completed.