Accident with company car or service car: who reports the damage, and what must be included in the damage report?

Company cars and service cars make daily life easier, but an accident during working hours often raises extra questions: Who “owns” the case, who should report, and what must actually be included in the damage report for the insurance company to process it quickly? In 2026, the same basic principles still apply: secure the scene, document well, and provide a clear and consistent damage report – preferably while you are still on site.

Who reports the damage in case of an accident with a company car?

In practice, there are often two “tracks”: the damage report that describes the incident, and the formal notification/follow-up with the insurance company or leasing company.

1) The driver fills out the damage report on the spot

The person who was actually driving the car when the accident occurred is usually the one who can provide the best explanation and should therefore fill out the damage report together with the other party as soon as possible. This also applies to service driving in a private car, but here the employer and insurance setup may vary.

2) Employer or fleet/leasing responsible reports the case further

In many businesses, the car is insured through the company's agreements (possibly via leasing). Then it is often the employer, vehicle responsible or fleet administrator who formally reports the damage to the correct insurance company, orders assessment/workshop, and handles dialogue about deductibles, rental cars, and repairs.

Note: Who has the “right” to report digitally in the insurance company's portal may be governed by agreements and roles. But a good damage report from the driver is nevertheless key to rapid processing.

First step after the accident (safety and obligations)

Always start with safety. The Norwegian Public Roads Administration summarizes basic advice on what you should do in case of a traffic accident, including securing the scene and notifying if necessary: Norwegian Public Roads Administration.

• Secure the area: Turn on hazard lights, set up a warning triangle, and get people to safety.
• Check for personal injury: Call 113 if there is injury or suspicion of injury.
• Document before moving (if safe): Take pictures of the position, damages, road markings, and surroundings.

When should the police be contacted?

The police have their own pages for reporting traffic accidents and guidance on when they should be notified. See: Police - report traffic accident. Typical situations where the police should be involved include:

• Personal injury or serious accident
• Suspicion of intoxication
• Disagreement over the sequence of events/culpability, or the other party will not provide information
• Damage to third party (fences, railings, signs) where the owner must be notified

What must be included in the damage report? (checklist)

A damage report is more than “what happened”. It should provide the insurance company with a solid basis for liability and damage assessment. This should always be included:

Identity, vehicle, and insurance

• Names, telephone numbers, and addresses of both drivers
• Date of birth (often requested) and driver's license class
• Registration number, make/model, and owner (company/private)
• Insurance company and policy number (if available)

Time, place, and conditions

• Date and time
• Exact place (street/road, direction, possibly GPS)
• Weather and road conditions, visibility, lighting conditions
• Signage regulation, right of way, roundabout, lanes, speed limit

Sequence of events - brief, specific, and similar on both sides

Write simply and factually: what you did, what you observed, and what happened. Avoid speculation. The most important thing is that both parties agree on the facts that can actually be documented.

Sketch and damages

• A clear sketch showing lanes, direction, and point of collision
• Mark damages on the cars (right/left, front/back)
• Pictures: overview + close-ups of damages, signs, traces, and glass remnants

Witnesses and other documentation

• Names and phone numbers of witnesses
• Any dashcam recordings (keep the original file)
• Information about towing/recovery and workshop if the car cannot be driven

Digital completion and signing: fewer misunderstandings

In a collision between two parties, it is a classic that each party is left with their own “version”. This can cause delays, extra questions, and unnecessary conflict. With Skademeldinger.no you can fill out the same damage report together, attach pictures, and sign digitally – so that both get an identical copy that is easy to share further with the employer, leasing responsible, or insurance company.

Company car, deductible, bonus, and internal follow-up

What the accident “costs” you depends on the agreement the company has: full coverage/partial coverage, deductibles, bonus schemes, and any fleet discounts. Conditions vary between companies, and some employers have internal routines for when the driver is charged a deductible (for example, in the case of negligence or breach of guidelines).

• Clarify early: Who orders workshop, and who approves costs?
• Report internally: Many businesses require a HSE deviation/report in addition to the damage report.
• Rental car: Whether a rental car is covered and for how long is dictated by insurance conditions/lease agreement.

Common mistakes that prolong the case

• Incomplete data (missing reg.no., phone, place, or time)
• No pictures or pictures that do not show the whole (take both overview and close-ups)
• Different explanations because each filled out their own report separately
• Missing signature from the other party where it was possible to get it on site

Practical template: what you should always take with you before you drive on

• Other party's name, phone, reg.no., and insurance company
• Pictures of both cars, damages, and the situation
• Sketch and brief description of the incident
• Witnesses (if relevant)
• Note on whether the police were notified and possibly case/incident number

Tip: If you often drive a company car, have a set routine: stop safely, document, fill out the damage report together with the other party, and send it to the right contact person in the company immediately. It is the simplest way to get the car back in operation quickly – while also avoiding unnecessary discussions afterward.