Seconds After Impact: Responding to a Company Vehicle Crash

Vehicle crashes involving company-owned vehicles or employees on duty can have significant consequences, including legal liability, financial losses, and reputational damage. A well-defined crash response plan can help protect employees, minimize risks, and ensure compliance with legal and insurance requirements.

“An employee can be left vulnerable following an accident, feeling panicked and unsure of what to do next,” said Vik Ramaswamy, Risk Control Director – National Liability and Complex Risk Leader at Safety National. “When an organization has outlined and communicated a definitive crash response plan with its employees, it can alleviate that burden of the unknown for the involved employee, while protecting the company in the process.”

Here are a few best practices for effectively handling a crash involving a company vehicle.

1. Prioritize Safety First

The immediate priority after a crash is ensuring the safety of employees and others involved in the accident. Move the vehicles out of traffic when possible. If the vehicles cannot be driven to a safe place, then it is critical that employees wait in a safe place until emergency personnel arrive on the scene. For supervisors responding to notice of a crash, the first step should always be to call 911, if someone has not already. This allows first responders to document injuries and crash circumstances while prioritizing care.

2. Follow Proper Documentation Procedures

Accurate documentation is crucial for insurance claims, legal protection, and internal investigations. The incident should be reported immediately to a fleet manager, risk manager, and any other designated contacts within the company. As is the case with any accident, names, phone numbers, and insurance details should be exchanged between all parties. Photos and videos should also be taken to capture damage, vehicle positions, road conditions, and any relevant signage. If bystanders witnessed the crash, their statements can be valuable.

3. State the Facts

Employees should remain calm and professional and avoid making statements assigning fault or implying liability. Simply state the facts as to what happened and allow the police to fully investigate the accident. Even apologizing can be interpreted as an admission of guilt. Employees should provide objective information without speculation. Discussions should be limited to police, insurance representatives, and company officials.

4. Notify the Company and Insurance Carrier

A structured reporting process contributes to quick response and claim processing. After safety and care have been prioritized, employees should inform their supervisor or fleet manager of the accident as soon as possible and complete a crash response form. This form can help provide notice to the insurance provider, allowing for a smoother claims process and legal compliance.

5. Conduct a Post-Crash Investigation

Crash investigations can help companies understand what happened and implement corrective actions. When available, video evidence via a dashcam or other device can clarify the sequence of events and preserve critical crash data. Contributing factors like weather, road conditions, driver behavior, and vehicle conditions might be considered in the analysis. If driver error is a factor, additional training may be necessary.

6. Provide Employee Support

A crash can be a stressful experience, and it can drastically impact an employee’s well-being. Ensure employees receive necessary medical attention and emotional support. If necessary, provide legal assistance to employees involved in the crash. If injuries are involved, coordinate with human resources on the injured worker’s work status and recovery time.