Good documentation can make or break an insurance claim. The more evidence you gather at the scene and afterward, the stronger your position when dealing with insurance companies.
Why Documentation Matters
Insurance companies make decisions based on evidence. Without proper documentation:
- Your word against theirs becomes harder to resolve
- Details get forgotten or confused over time
- Fault determination may not go in your favor
- You may receive less compensation for damages
Photographs to Take
Your Vehicle
- All four sides of your vehicle
- Close-ups of all damage areas
- Wide shots showing extent of damage
- Interior damage if any
- Odometer reading
- License plate
Other Vehicles
- All damage to other vehicles involved
- License plates of all vehicles
- Overall condition of other vehicles
The Scene
- Wide shots showing vehicle positions
- Road conditions and surface
- Traffic signs and signals
- Skid marks or debris
- Weather conditions if relevant
- Visibility factors (sun glare, obstructions)
Take More Than You Think You Need
You can always delete photos later, but you can't go back to the scene. Take dozens of photos from multiple angles.
Information to Collect
From Other Drivers
- Full legal name
- Phone number and address
- Driver's license number and state
- Insurance company name
- Policy number
- Take photos of their license and insurance card
From Witnesses
- Names and phone numbers
- Brief notes on what they saw
- Ask if they'd be willing to provide a statement
From Police
- Officer's name and badge number
- Police report number
- How and when to obtain the report
- Which department responded
Written Notes
As soon as possible after the accident, write down:
- Exact time and date
- Precise location (street addresses, landmarks, mile markers)
- Weather and lighting conditions
- Direction each vehicle was traveling
- Speed estimates
- What you saw happen, in sequence
- What was said at the scene
- Any injuries noted
Creating a Scene Diagram
A simple sketch can help explain the accident:
- Draw the road layout and lanes
- Show positions of vehicles before impact
- Show point of impact
- Show final positions of vehicles
- Mark traffic signs and signals
- Include compass direction if possible
Medical Documentation
If there are any injuries:
- Seek medical attention promptly
- Tell doctors the injury is from an accident
- Keep all medical records
- Document all appointments and treatments
- Keep receipts for all medical expenses
- Note how injuries affect daily activities
Ongoing Documentation
Keep a Claim Journal
Track everything related to your claim:
- Dates and times of all phone calls
- Names of everyone you speak with
- What was discussed and agreed upon
- Reference numbers provided
Save All Communications
- Emails to and from insurance companies
- Letters received
- Text messages if relevant
- Voicemails
Financial Records
Document all costs related to the accident:
- Repair estimates and final bills
- Rental car costs
- Towing charges
- Medical bills
- Lost wages documentation
- Any other out-of-pocket expenses
Digital Organization
Keep your documentation organized:
- Create a dedicated folder for all documents
- Back up photos to cloud storage
- Scan paper documents
- Name files clearly with dates
- Keep originals of everything
What Not to Document
Avoid documenting admissions of fault or apologies. Focus on facts, not opinions about who caused the accident.
Using Documentation in Your Claim
When filing your claim:
- Provide photos promptly when requested
- Reference your notes during adjuster calls
- Submit expenses with documentation
- Keep copies of everything you submit
- Follow up in writing after phone conversations
Thorough documentation protects you throughout the claims process. Take the time to gather and organize evidence, and your claim will be stronger for it.