DETAILED ACCIDENT DOCUMENTATION CHECKLIST Use relevant sections only. This is an organizer, not a legal or medical assessment. You do not need to complete it before seeking advice. 01 SAFETY AND IMMEDIATE NEEDS Start here if the accident just happened. Skip any task that cannot be done safely. [ ] Address immediate danger Call 911 for an emergency. Do not remain in traffic, approach an unstable vehicle or reenter a dangerous scene to gather documents. [ ] Arrange appropriate medical attention Get medical help when needed. This checklist does not assess symptoms or replace a clinician’s advice. [ ] Record the responding agency Note the police or emergency agency, officer name if available, and incident or report number. Keep any information sheet provided. [ ] Document where your vehicle went Keep the tow company, storage facility, destination and contact details. Save receipts and written storage or release information. [ ] Identify an immediate practical need Arrange a safe way home and necessary help for dependents. Record accident-related out-of-pocket costs without assuming they will be reimbursed. [ ] Separate urgent tasks from later paperwork Do not wait to obtain care or address danger because this checklist is incomplete. Return to records when you can safely do so. 02 YOUR ACCOUNT OF THE ACCIDENT Write facts while they are fresh. Mark uncertainty clearly rather than guessing. [ ] Record date, time and location Include the intersection, roadway, direction of travel or nearby landmark. Label an approximate time as approximate. [ ] Describe the sequence in order Write what happened immediately before, during and after the collision. Separate your observations from statements made by other people. [ ] Note conditions you actually observed Record weather, visibility, road surface, lanes and signals only to the extent you remember them. Do not recreate missing details as facts. [ ] Identify vehicles and occupants List available names and contact details, vehicle descriptions and plates. Keep identification documents secure rather than posting them online. [ ] Record relevant conversations accurately Note who spoke, when and what you remember. Use quotation marks only if you recall the actual words; otherwise label the entry as a summary. [ ] Keep the original account and later corrections Date additions or corrections instead of silently rewriting the first version. Tell your attorney about earlier statements you gave. 03 PHOTOGRAPHS VIDEO AND WITNESSES Preserve originals and document where information came from. [ ] Save original photographs and video Keep original files as well as a backup. Avoid editing, overwriting or discarding originals; work from copies if you need to annotate an image. [ ] Organize available scene images Group images of vehicle damage, plates, road layout, signs and relevant conditions. Do not return to a dangerous location for missing photographs. [ ] Record witness contact information Keep names, phone numbers or other available contact details. Note what each person says they saw without coaching a statement. [ ] Identify possible cameras Note nearby businesses, residences, traffic cameras or dashcams and the relevant time window. Tell counsel promptly; do not assume footage exists or remains available. [ ] Protect evidence you already control Back up dashcam footage and relevant messages without changing the originals. Do not access another person’s devices, accounts or property. [ ] List missing records for discussion Examples include a report, footage or additional photographs. Ask an attorney about lawful preservation and access rather than assuming a request will secure them. 04 INSURANCE DOCUMENTS AND COMMUNICATIONS Keep each insurer and claim separate so requests do not get mixed together. [ ] Gather your accident-date policy documents Save declarations, policy terms, endorsements and any relevant coverage rejection forms you have. A shorthand phrase such as full coverage does not identify the terms. [ ] Create a separate contact sheet for each claim Record the company, whose policy is involved, claim number, adjuster, phone and email. Keep property-damage and injury claim references distinct. [ ] Record reporting and notification dates Keep confirmation of when you notified an insurer. Ask about applicable policy obligations if unclear; do not use this checklist to decide that no notice is required. [ ] Maintain a communication log For every call or email, record the date, person, subject and promised next step. Keep the written correspondence alongside your notes. [ ] Save requests recordings and authorizations Keep copies of forms you are asked to sign and statements you provided. Discuss questions about recordings or authorizations with counsel while attending to any applicable obligations. [ ] Preserve offers denials and stated deadlines Save the full documents and envelopes or electronic delivery information. Flag any response date for attorney review; do not calculate legal deadlines with this checklist. 05 TREATMENT AND MEDICAL BILLING RECORDS Keep this information private. The purpose is accurate organization, not self-diagnosis. [ ] List providers and visit dates Include available emergency, hospital, primary-care and other treatment information. Follow appropriate clinical guidance for treatment decisions. [ ] Keep visit instructions and referrals Organize discharge papers, referral information and follow-up instructions. Discuss medical questions with the treating clinician. [ ] Record symptoms and limitations factually Date brief observations in your own words. Distinguish a symptom you experience from a diagnosis made by a clinician; do not exaggerate or fill gaps. [ ] Match bills with insurance explanations Keep itemized statements, explanations of benefits, adjustments and payment receipts together. Flag duplicate-looking bills for clarification. [ ] Track outstanding balances and notices List provider, service date, billed amount, payments and current stated balance. Save collection or reimbursement correspondence for review. [ ] Prepare a secure sharing plan Ask the attorney how to send medical records. Do not place diagnoses, records or sensitive identifiers in a public comment, advertising form or unsecured shared folder. 06 MISSED WORK EXPENSES AND DAILY IMPACT Document actual changes and costs. Keeping a record does not establish that an item is recoverable. [ ] Record missed work dates and hours Separate full days, reduced hours and leave used. Keep the relevant schedule or attendance records if available. [ ] Keep income documentation Save applicable pay statements, employer verification and other records of earnings. Self-employed people can discuss appropriate business records with counsel. [ ] Organize employer communications Keep notices about absences, restrictions or schedule changes. Do not ask anyone to create a false or inflated statement. [ ] Keep accident-related receipts Examples may include transportation, parking, prescriptions or assistance. Record the date and reason, and distinguish paid expenses from estimates. [ ] Describe concrete effects on daily activities Use dated examples of tasks you could not do or needed help with. Avoid relying only on a general statement that everything changed. [ ] Record assistance actually received Note the task, date and whether help was paid or unpaid. Ask counsel what supporting documentation may be useful. 07 VEHICLE DAMAGE TOWING AND REPAIRS Coordinate practical decisions with the relevant insurer, repair provider and attorney when needed. [ ] Save inspection and repair records Keep photographs, estimates, inspection notes and correspondence. Make clear whether an amount is an estimate or an actual charge. [ ] Document tow and storage charges Record location, daily charges if provided, release requirements and notices. Address accumulating charges promptly through the appropriate contacts. [ ] Keep rental and transportation paperwork Save agreements, receipts, coverage discussions and return dates. Do not assume a rental is covered indefinitely. [ ] Preserve information before major changes Ask counsel promptly whether inspection or preservation is needed before disposal or major alteration. Do not let this checklist delay a necessary safety decision. [ ] Organize ownership and financing documents Keep title or ownership information, loan or lease details and relevant lender correspondence in a secure place. [ ] Read proposed releases carefully Identify whether a document resolves property damage, injury claims or both. Ask counsel about the scope before making a decision you do not understand. 08 ADDITIONAL ITEMS FOR A COMMERCIAL TRUCK COLLISION Use this section when relevant. It identifies questions to discuss, not a complete trucking investigation. [ ] Record tractor and trailer identifiers separately Use available photographs of plates, vehicle numbers, company names and markings. A displayed name is a lead to verify, not proof of responsibility. [ ] Note available carrier identifiers If visible in existing images, note DOT or other identifying numbers and where they appeared. Do not approach a truck in an unsafe location to obtain them. [ ] List potentially involved businesses Record names shown on the tractor, trailer, cargo documents or correspondence you already have. Counsel can investigate relationships rather than assuming ownership. [ ] Flag potentially time-sensitive electronic records Discuss possible dashcam, dispatch, vehicle-data or other records promptly. Their existence, retention and availability depend on the circumstances. [ ] Identify inspection or preservation questions Ask counsel about the vehicles, relevant maintenance information and other potentially useful material before assuming what must be obtained. [ ] Keep all claim contacts together Record communications from drivers, carriers and insurers, including who they say they represent. Do not confuse contact with one company with review of every possible claim. 09 ADDITIONAL ITEMS FOR AN UNINSURED DRIVER OR HIT-AND-RUN Coverage needs the actual policy and facts. This section does not determine eligibility. [ ] Record the basis for the insurance concern Keep the message or document saying coverage is absent, insufficient or disputed. Distinguish a confirmed denial from something said at the scene. [ ] Collect UM UIM PIP and MedPay information Gather relevant policy documents and written rejection forms if available. Ask counsel which coverages and policies need review. [ ] Preserve hit-and-run observations Record the vehicle description, direction, witnesses and available video. Clearly mark anything you do not know; do not guess identifying information. [ ] Keep reporting records Save police and insurer report information and notification confirmations. Ask about policy-specific requirements promptly. [ ] Save written coverage explanations Keep the insurer’s stated policy basis, requests and deadlines. Discuss coverage questions without assuming that one denial resolves every potential source. [ ] Flag proposed settlements for review Tell counsel about any offer or release involving another party or insurer. Ask about effects on other potential claims before deciding. 10 PREPARE FOR AN ATTORNEY CONSULTATION You do not need every item to seek advice. A compact overview helps the first conversation. [ ] Prepare a one-page overview Include date, location, people involved, a brief factual sequence, current treatment and your three main questions. [ ] List prior representation and pending matters Tell the attorney if you already have counsel, a lawsuit is pending or you have signed any agreement related to the accident. [ ] Flag urgent documents at the start Mention court papers, written response dates, notices and proposed releases promptly. Do not wait to finish this checklist before getting them reviewed. [ ] Ask about representation and costs Discuss scope, communication, fees, expenses and how an engagement would begin. Do not assume that a website visit or initial call means the firm represents you. [ ] Ask how records should be shared Confirm the secure channel, who needs access and what is useful initially. Do not send an entire sensitive file through an unsecured link. [ ] Confirm the agreed next step Write down who will do what and when you should follow up. An inquiry is not attorney acceptance; obtain clarity about representation. YOUR RECORDS Insurance log: Date / Company and contact / Request / Next step Expense log: Date / Reason / Amount paid / Receipt location Missing records: Document / Record holder / Date requested / Status Consultation questions: ____________________________________ The Law Office of Bryan A. Rodriguez (832) 975-2025 General information, not legal or medical advice.