Page 17 - Fleet

Incident Reporting: Vehicle Incidents

This is an instructional document for all company car drivers and all company commercial vehicle drivers.
Contain within this instructional document is:

• Section 1 - Vehicle incident reporting guidance
• Section 2 - Instruction on how to use the incident reporting app
• Section 3 - Company vehicle incident log book
• Section 4 – Serious Vehicle Incident Procedure – Legal Assistance

Section 1 – Vehicle incident reporting guidance

Whilst it can be a shock when you’re involved in a vehicle incident, it is important to stay calm and react quickly
and correctly.

These are the most important steps

1. Always stop at the scene of an incident if you have collided with another vehicle, person or property
2. Call 999 if people are injured, if the incident is causing an obstruction to other road users or if there is
suspicion of a criminal act (drink/drug driving, crash for cash etc)
3. Exchange insurance details with any other parties involved
4. Report the incident to our Accident Management partner (AA), ideally from the scene of the incident if safe to
do so or as a minimum the same day.

Exchanging details

A professional exchange of details at the scene of an incident will reduce potential costs. The HSS Incident Log has
been designed to assist with this process and requires you to gather the information below:

• Name and contact details for HSS Hire’s insurance company and the details of the other parties involved
• Names and contact details for all people involved in the incident
• Make, model and vehicle Registration Numbers for all vehicles involved in the incident

Any failure to do this, increases the likelihood of other parties getting involved in the claim and inflating the cost

Reporting Incidents

A large proportion of the insurance premium that HSS pays is based on how quickly we report incidents to our
accident management company. The earlier our insurer can become involved in an incident, the more opportunity
they have to manage the costs involved.

• All incidents should be reported on the same day that they happened, ideally directly from the scene of
the incident
• You should look to provide a detailed description of the incident scene. This can involve photos or videos
of the scene/vehicles involved or a handwritten diagram
• The Incident Reporting App has designed to assist with this process and can be used to report the incident
from the actual scene, if safe to do so
• This device has been pre-installed on all driver smartphones and can be downloaded from Google
Play/App Store for any other devices