Vehicle & Property Incident Report

Documenting Incidents in Pool Service

Vehicle accidents, property damage, and equipment incidents require immediate, thorough documentation. A standardized incident report form ensures that all relevant details are captured while the information is fresh — before memories fade and details are lost. This documentation is essential for insurance claims, legal defense, and internal process improvement.

Report Sections

• Incident Details — date, time, location, weather conditions, and description of what happened
• Personnel Involved — employee name, position, and statement of events
• Third Party Information — property owner or other driver's name, contact info, insurance details, and vehicle information
• Witnesses — names, contact information, and brief statements
• Photo Documentation — checklist of required photos (damage, scene, surroundings, license plates)
• Immediate Actions Taken — first aid, emergency services called, area secured, supervisor notified
• Insurance Information — your policy numbers, carrier contact, and claim filing status

When to Complete This Form

Complete an incident report for any vehicle accident (regardless of severity), any damage to customer property (gates, fences, landscaping, pool equipment), any personal injury, and any chemical spill or exposure. File the report within 24 hours of the incident. Provide copies to your insurance carrier and retain the original for your records.