Does it replace an accident report to the police or insurer?

No. In many cases you must notify the police or your insurer, so check your obligations.

Can several people use the same form?

Yes. Every driver submits their own report, and each is recorded separately.

Is the photo compulsory?

The first photo is required in this template, so there is always some visual evidence.

Vehicle damage report form for rental and company cars

After a scratch or a collision, details matter. This form asks for the driver's contact details, the registration plate, the date and place of the incident, what happened, whether another vehicle or person was involved and their details, up to two photos (the first is required) and a signature.

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Who it is for

Car rental and van hire businesses
Companies with a fleet or pool cars
Drivers who want a clear record after an incident

When to use it

Ask drivers to complete it as soon as possible after the incident, on their phone at the scene if it is safe. Photos taken at the time are the most convincing evidence, and a written account made the same day is more reliable than one written weeks later.

What the form asks

Questions

Full name · requiredShort text
Email address · requiredEmail
Phone numberPhone
Registration plate · requiredShort text
Date of incident · requiredDate
Where did it happen? · requiredShort text
What happened? · requiredLong text
Was another vehicle or person involved? · requiredYes / No
Details of the other partyLong text
Photo 1 (PNG or JPEG) · requiredImage upload
Photo 2 (PNG or JPEG)Image upload
Signature · requiredSignature

Every question can be changed, removed or reordered before you publish.

The PDF your respondents receive

The PDF holds the account, the details of the other party and the photos, with the signature and the date. It can be passed to an insurer or a fleet manager. It is not an official accident report and does not replace one when the law requires it.

First page of the sample PDF made by the Vehicle damage report template, filled with invented data — A sample of the PDF this template produces, filled with invented data. Your logo, colours and wording replace the sample ones.

Questions people ask

Does it replace an accident report to the police or insurer?: No. In many cases you must notify the police or your insurer, so check your obligations.
Can several people use the same form?: Yes. Every driver submits their own report, and each is recorded separately.
Is the photo compulsory?: The first photo is required in this template, so there is always some visual evidence.

Start from this template

Create an account, adapt the questions and the document to your business, then share the link. Your respondents get their PDF the moment they finish.

Use this template