Filing an Accident Report: Essential Steps and Documentation

An accident—whether on the road, at work, or on your property—requires accurate and timely reporting. Getting it right ensures smoother claims, fair settlements, and less stress. This guide outlines the essential steps and paperwork involved, and explains how THAgency supports you from start to finish.

1. Ensure Safety & Preserve the Scene

• Prioritize safety first: assess injuries, move to a safe location, and call emergency services if needed

• Leave vehicles or objects undisturbed until documentation is complete—unless they’re impeding safety

• Capture detailed photos or videos of the scene, damage, and surroundings, including license plates, injuries, weather, and street signs

This evidence forms the foundation of a strong report.

2. Exchange Information

Collect information from all parties:

• Names, addresses, phone numbers

• Vehicle details or property descriptions

• Insurance company names and policy numbers

• License numbers and plate details

• Contact info for any witnesses

Accurate information exchange prevents future disputes and eases claim processing.

3. Notify Authorities & Obtain an Official Report

• Always call the police or appropriate authority and request them to file an official accident report

• Record the report number, officer’s name, and contact information—you’ll need this for insurance or legal purposes

• Ask how to obtain a copy of the report, or get instructions from your agent

An official report adds credibility and clarity to subsequent claims.

4. Inform Your Insurance Provider

• Contact your insurance company—or THAgency—as soon as possible; insurers generally require notice within 24–48 hours

• Provide the basic facts: time, date, location, parties involved, and a preliminary description of damage or injuries

• Ask about policy-specific deadlines and your obligations

Early notification triggers important claim-filing timelines and expectations.

5. Gather Every Relevant Document

Create a claims folder (physical or digital) containing:

• Photos or videos of the accident

• Official accident report

• Contact information of all involved and witnesses

• Repair estimates from reputable sources

• Medical records and bills if injuries occurred

• Receipts for towing, repairs, rentals, or medical expenses

• Notes on conversations with insurers or witnesses

Thorough documentation helps you stay organized and strengthens your position.

6. Assist with Claim Adjuster Inspections

Once notified, an adjuster may:

• Visit the scene for inspection

• Interview you or witnesses

• Evaluate the damage and verify estimates

Cooperate fully and provide additional documentation promptly. THAgency keeps track of deadlines and ensures you get timely inspections and responses.

7. Review and Authorize Repairs

After the adjuster’s review:

• Review detailed repair estimates carefully

• Ask questions about scope, parts, labor, or depreciation

• Approve repairs or, if necessary, appeal adjustments

• Keep track of repair timelines and follow-up inspections

THAgency will support you if there are discrepancies or delayed responses.

8. Manage Injury or Damage Settlements

If injuries are involved, or property damage requires negotiation:

• Track medical treatments and progress

• Document lost income or other expenses

• If a settlement offer seems low, consult THAgency before accepting

• We’ll help you gather extra estimates or evidence to strengthen your claim

Final Takeaway

Filing an accident report is more than paperwork—it’s your path to a fair outcome. Quick action, solid documentation, and proactive communication minimize delays and maximize your recovery. With THAgency guiding you, you’ll have expert support from report to resolution.

Need Help Filing an Accident Report?

Contact THAgency for a free consultation. We’ll guide you through the entire process—scene documentation, report submission, insurer follow-up, repair coordination, and settlement—so you get the resolution you deserve, stress-free.