DOT Audit Prep

Accident Register Checklist

A concise accident register checklist for organizing reportable crash records before a DOT audit.

Who this is for
Motor carriers, Safety contacts, Small fleets
Written by
Dale Whitfield
Reviewed by
DOT Audit Prep Editorial Team
Last reviewed
2026-05-12
Source confidence
High

Quick checklist

  • Keep a register for crashes that meet the FMCSR accident definition.
  • Check whether the event involved injury, fatality, a vehicle towed from the scene, or certain hazardous materials release details.
  • Record date, location, driver name, number of injuries or fatalities, and hazardous materials release details when applicable.
  • Save copies of accident reports required by state or other agencies.
  • Link each crash to follow-up actions.

Why this matters

An accident register gives the auditor one place to review crash history and related documents. It also helps the carrier see whether follow-up actions were actually completed.

What to prepare

Area Records to gather
Threshold check
  • Injury requiring immediate medical treatment away from the scene
  • Fatality
  • One or more vehicles disabled and transported away by tow truck or other vehicle
  • Hazardous materials release information when applicable
Register fields
  • Date
  • City or nearest city and state
  • Driver name
  • Number of injuries
  • Number of fatalities
  • Hazardous materials release information if applicable
Supporting file
  • Police or state reports where available
  • Insurance claim notes
  • Driver statement
  • Post-accident testing records if applicable
  • Corrective action notes

Common gaps

  • A tow-away crash is discussed in email but never entered in the register.
  • The register omits injury or fatality counts.
  • Post-accident testing records are filed separately with no cross-reference.
  • Corrective actions are not documented.

Before / During / After audit

Before

  • Compare insurance claims, dispatch notes, and the accident register.
  • Update missing fields.
  • Collect state reports if available.

During

  • Provide the register first, then supporting records.
  • Explain follow-up from the saved documents.

After

  • Add a crash intake checklist.
  • Review register entries monthly.
  • Keep accident documents together.

Download

Use the print button to create a paper or PDF copy from your browser. No account or upload is needed.

Sources

eCFR · regulation

49 CFR 390.5T - Definitions

Definitions used in the FMCSRs, including accident definition context.

Last checked: 2026-05-13

Related resources

DOT Compliance Review ChecklistA preparation checklist for trucking companies facing a DOT or FMCSA compliance review.DOT Audit ChecklistA practical DOT audit preparation checklist for trucking companies organizing driver, vehicle, HOS, insurance, and safety records.Audit Document PacketBuild a DOT audit document packet with the driver, vehicle, HOS, drug testing, accident, and authority records auditors often request.After a DOT AuditA post-audit closeout guide for result notices, record storage, rating follow-up, and process updates.