Forms & letters
Accident Scene Checklist and Report Form Template
By Sipho Dlamini · 6 min read · Updated 24 June 2026
- Report to SAPS
- Within 24 hours (injury, death or major damage)
- You will need
- SAPS case number for the claim
- Don't say
- "It was my fault" - let the evidence decide
At a crash scene, record both drivers' details, every vehicle, witnesses, the exact damage and a full set of photos before anyone leaves - this is the information your insurer and the SAPS will need. Working through a fixed checklist stops you forgetting something while you are shaken.
Keep this template saved on your phone. In South Africa you must report an accident to the SAPS within 24 hours if there is injury, death or significant damage, and you will need a case number for your claim.
Stay calm, stay safe, do not admit fault at the scene, and gather facts. Fault is decided later from evidence, not from what anyone says in the moment.
First 5 minutes: safety before paperwork
Before you write anything, make the scene safe:
- Switch on hazard lights, put out a warning triangle if you have one.
- Check everyone for injuries. Call 10111 (SAPS) or 112 from a cell for emergencies.
- Do not move seriously injured people unless there is fire or danger.
- If the cars are drivable and it is safe, move them off the road - but photograph their positions first.
- Never leave the scene of an accident involving injury or another vehicle. Leaving is a criminal offence.
Copy-paste scene record
Fill this in on your phone or on paper. The more complete it is, the easier your claim.
ACCIDENT SCENE RECORD
Date: [DD/MM/YYYY] Time: [HH:MM]
Location: [STREET / ROAD, SUBURB, NEAREST LANDMARK OR GPS PIN]
Weather / road: [DRY / WET / DARK / FOG ...]
DRIVER A (ME)
Full name: [YOUR NAME]
ID number: [YOUR ID]
Cell: [YOUR CELL]
Vehicle make/model/colour: [MAKE MODEL COLOUR]
Reg number: [ABC 123 GP]
Insurer & policy no: [INSURER, POLICY NUMBER]
DRIVER B (OTHER)
Full name: [OTHER DRIVER NAME]
ID number: [OTHER ID]
Cell: [OTHER CELL]
Vehicle make/model/colour: [MAKE MODEL COLOUR]
Reg number: [OTHER REG]
Insurer & policy no: [OTHER INSURER / "unknown"]
Is driver the owner? [YES / NO - if no, owner name]
WHAT HAPPENED (facts only, no blame):
[SHORT FACTUAL DESCRIPTION - DIRECTION OF TRAVEL, SPEED, WHAT EACH CAR WAS DOING]
DAMAGE
My vehicle: [WHERE AND HOW BAD]
Other vehicle: [WHERE AND HOW BAD]
Other property (wall, pole, animal): [DESCRIBE]
Injuries: [NONE / WHO AND HOW]
SAPS
Attended? [YES / NO]
Officer name & station: [NAME, STATION]
Case / accident report (AR) number: [NUMBER]
Witnesses - capture them before they drive off
Independent witnesses can decide who pays. Get their details fast:
WITNESS 1
Name: [NAME] Cell: [CELL]
What they saw: [ONE LINE]
WITNESS 2
Name: [NAME] Cell: [CELL]
What they saw: [ONE LINE]
Also note any traffic cameras, shop CCTV or dashcams nearby - footage can be requested later.
Photo checklist
Take more photos than you think you need. Tick these off:
- Wide shot of the whole scene from 2 to 3 angles
- Both vehicles' positions before anything is moved
- Close-ups of all damage on every vehicle
- The other car's number plate (clear and readable)
- The other driver's licence and licence disc
- Road markings, traffic lights, signs, skid marks
- Any debris, fluid trails or broken glass
- Injuries (with consent) and any other property damaged
What to do in the next 24 hours
- Report to the SAPS within 24 hours if there was injury, death or notable damage. Get the case / AR number.
- Phone your insurer or use the app to lodge the claim - most policies require notification within 24 to 48 hours.
- Do not authorise repairs or accept a third party's cash offer before your insurer has assessed the damage.
- Keep all photos, the scene record and the case number together in one folder.
Common mistakes that hurt a claim
- Admitting fault at the scene. Apologise for the situation, not for blame.
- Letting the other driver leave without their details and reg number.
- Driving off after hitting a parked car or wall (hit-and-run is a crime, even against property).
- Reporting late and missing the 24-hour SAPS window.
- Getting repairs done before the assessor sees the car, which can void the claim.
Frequently asked questions
Do I have to report every accident to the SAPS?
You must report to the SAPS within 24 hours if anyone is injured or killed, or where there is significant damage or another vehicle or property involved. For a tiny solo scrape with no other party you may not need a case number, but check your policy - many insurers still ask for one.
What if the other driver has no insurance?
Record their full details anyway (ID, cell, reg, address). If you have comprehensive cover, claim from your own insurer and they may recover from the other driver. If you only have third party cover, your own car's damage is not covered, but you can pursue the other driver directly - see our demand letter template.
Should I admit fault if I think I caused it?
No. Stay factual and never say it was your fault. Fault is decided by your insurer and, if needed, the law, based on evidence. An admission at the scene can prejudice your claim even if the full picture later shows shared blame.
How long do I have to tell my insurer?
Most South African motor policies require you to notify a claim within 24 to 48 hours, even if you are still gathering documents. Lodge first, then send supporting documents. Late notification is a common reason claims are rejected.
What is an AR number?
An Accident Report (AR) number is issued by the SAPS when you report a collision. Insurers ask for it to verify the incident. Keep the officer's name and station with the number.
Can I move the cars before the police arrive?
If the vehicles are drivable and blocking traffic or in danger, photograph their exact positions first, then move them to safety. If anyone is seriously injured, leave everything as it is and wait for emergency services unless there is fire or further danger.
What if it was a hit-and-run?
Report it to the SAPS as soon as possible and get a case number. Note any partial plate, vehicle description and direction of travel, and look for witnesses or CCTV. Comprehensive cover usually still pays, though some policies apply a higher excess for unidentified-third-party claims.
