FleetGuard — New Report

For dispatch and managers. This form is filed by dispatch or a manager based on what the driver reported. You'll capture both your own dispatch summary and the driver's statement separately. You don't need every field filled in to submit — focus on the facts you have.

Incident Basics

Capture the when, where, and what dispatch knows so far. You can refine details on later steps.

Incident date *

Incident time *

Street address or nearest mile marker *

City *

State *

ZIP *

Road conditions at time of incident

Weather at time of incident

Dispatch summary of incident *

Factual summary written by dispatch based on the driver's report and any other information available. Stick to facts; avoid speculation about fault.

Driver statement (as relayed)

The driver's account in their own words. Copy-paste from text messages if available, or paraphrase from the phone call. Leave blank if not yet received — you can edit later.

Vehicle / Asset Details

Identifying details for the WCW vehicle involved.

Unit # *

Year

Make

Model

VIN

License plate

Ownership type *

Was the WCW vehicle towed from the scene? *

Yes — towed No — drove off scene Unknown

Driver / Compliance

WCW driver involved + post-accident compliance steps.

Driver Identity

Driver name *

Employee ID

Phone

Years with WCW

Hours driven today

License

License type *

License #

License state

License expiration date (optional)

Useful for the carrier if the license was expired or close to expiring at the time of the incident.

Post-Accident Compliance

Per company policy, drivers must be drug and alcohol tested following an accident. Confirm the test has been scheduled or completed and capture the details below.

Drug & alcohol test status *

Testing facility / collection site (if known)

Other Parties Involved

Add each other vehicle / driver involved

Party 1

Name

Phone

Street address

City

State

ZIP

Insurance company

Policy #

Vehicle year/make/model

License plate

Injuries reported?

Yes No

Witnesses

Anyone who saw the incident

Witness 1

Name

Phone

Statement

Police & Citations

Document law enforcement involvement. Some incidents are reported later — that's normal.

Police involvement *

On scene Filed later Not involved

On scene: officers responded and a report was started. Filed later: no officer at the scene, but a report was or will be filed at the station / online. Not involved: no police report (e.g., minor parking-lot incident).

Damages & Injuries

One card per vehicle involved. Cards auto-populate from the Vehicle and Other Parties steps.

Property & Injuries

Damage to anything that isn't a vehicle, plus any injuries.

Property damage description

Guardrail, signage, building, dock, fence, landscaping, etc. Leave blank if none.

Injuries description

Who is injured, what body part, severity. Leave blank if none reported. Note: a driver claiming "I'm fine" is still worth noting.

Ambulance called?

Yes No

Hospital (if known)

Product / Load

Capture what was on the truck. Detailed product-loss fields appear only if product was actually affected.

Load type *

Was product damaged or discarded as a result of this incident? *

Detailed product info (temperature, categories, dollar loss, condition) is only required if the answer is Yes — that's what an insurance carrier needs to evaluate a product-loss claim.

Yes — damaged or discarded No — load intact Unknown — still assessing

Photos & Documentation

Organized uploads make claims process faster. Use the right category for each file — it tells Sterling Thompson exactly what they're looking at.

What to ask the driver for:

Wide shots of the scene from multiple angles (before any vehicles move, if safe)
Close-ups of damage on every vehicle involved
Photos of the other vehicle's license plate, insurance card, and driver's license
The police report (or report number) once available
Photos of any property damage (guardrails, signs, etc.) or injuries

📍 Scene Photos

Wide shots showing all vehicles, road conditions, signage, and surroundings. Take from multiple angles before vehicles are moved.

+ Add Scene Photos

🚛 Damage Close-Ups

Close-up shots of damage on each vehicle. Label which vehicle in the file name if possible (e.g., "WCW-truck-rear-bumper.jpg").

+ Add Damage Photos

🚗 Other Vehicle / Driver

Other vehicle's license plate, insurance card, driver's license, and any visible damage to their vehicle. Critical for the claim.

+ Add Other-Party Photos

📄 Documents

Police report, citation, repair estimates, tow receipts, BOL, driver's statement (if written), medical records. PDFs and photos both work.

+ Add Documents

📎 Other / Property / Injury

Property damage (guardrails, buildings, signs), injury photos (with consent), or anything else that doesn't fit the categories above.

+ Add Other Files

Review & Submit

Confirm everything before sending

On submit, this report will be sent to:

External: cgclaims@sterlingthompson.com
Internal: ehailey@whatchefswant.com, cplummer@whatchefswant.com, vmckay@whatchefswant.com, dispatch-atlanta@whatchefswant.com