How to Handle Damage to Others’ Property & Company Property

If there’s an incident involving company or customer property, a quick response is critical. A mishap can increase your expenses, including higher insurance premiums, out-of-pocket deductibles, and wages for employees to document and oversee the claim. Moreover, it could damage your business’s reputation.

Avoid legal issues involving customers or employees by taking the right steps before and after an incident. Look at your current insurance and staff policies, ensure your team knows what to do, and learn how to write an accident report for property damage.

Property Damage: Policies and Employee Reporting

Clearly define your accident review procedures so your crew knows what to do after an accident, how it’ll affect their safety record, and potential disciplinary actions they could face.

Provide in-vehicle accident report envelopes, including reporting forms, a writing implement, and instructions for taking photos with a company-issued or personal cell phone.

Immediately after an accident, your driver should check for injuries and secure the scene. They should note the property address, exact location on the property, and the time and date it occurred. Next, get the names and contact information for involved parties and witnesses.

Ask employees to describe hazards potentially contributing to the event, including weather, structures, or property layout. Also, mention if any dash or security cameras may have captured the accident. Drivers should take photos and videos of the environment and property from multiple angles, including their view during the accident.

How to Write an Accident Report

The final accident report should verify information from the driver’s initial report, include property damage costs, and sum up your investigation. Define the what, where, why, and how. Add photos and diagrams with annotations that explain the image or graphic. Plus, confirm the spelling of names and proofread the document.

Here are the main sections of a property damage report:

• Introduction: Include key facts about the incident, such as the time, date, names of involved parties, and precise location. Any names included in your body paragraphs should appear in the introduction.
• Body: Use chronological order to describe what occurred, who was involved, and what property was affected. This should be comprehensive and unbiased. You may need to talk to your employee, witnesses, and driver to fill in the missing details. Include quotes from witnesses and attach signed witness statements to your report.
• Conclusion: Describe if and how the incident was resolved, including any employee disciplinary actions or safety incentive Explain how you will prevent future property damage and share any insights learned from the incident.
• Sign off: Ensure accountability by requiring the report writer and the business owner or upper management to sign and date it. You may also include a management note reinforcing a message on prevention.

Increase Awareness With Accurate Reporting

Completing an accident report for property damage, near-misses, and other incidents is a vital step for preventing future issues. It also serves as a legal document showing that your company takes accidents seriously, which can help if you face a lawsuit or insurance claim. Create a repeatable process, train your team on essential steps, and be ready to respond immediately.

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