Even the most careful fleets can face a crash or roadside event.
When that happens, understanding your reporting responsibilities under FMCSA rules determines how smoothly your team recovers — and how well your company avoids compliance penalties.
Knowing what qualifies as a DOT reportable incident and documenting it correctly can protect both your drivers and your business.
What Counts as a DOT Reportable Incident?
Under 49 CFR §390.5, the FMCSA defines DOT reportable incidents as crashes involving a commercial motor vehicle operating on a public roadway that result in one or more of the following:
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A fatality: Any death resulting from the crash.
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An injury requiring immediate medical attention away from the scene.
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Disabling vehicle damage: Any vehicle requiring towing from the scene.
It’s important to remember that fault does not matter. Even if your driver wasn’t responsible, the event is still reportable if one of these conditions applies.
For more details, review FMCSA accident register requirements.
What to Do After a DOT Reportable Incident
When a DOT reportable crash occurs, carriers must act quickly and follow FMCSA recordkeeping standards.
Here’s what your team should do next.
1. Document the Incident
Accurate documentation is your first step toward compliance. Gather the following:
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Driver’s name and CDL number
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Date, time, and location of the crash
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Vehicle details (unit number, license plate, VIN)
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Type of incident (fatality, injury, tow-away)
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Police report or case number
These details form your accident register, which must be maintained for three years following each incident.
2. Update the Accident Register
Your register should include:
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The above crash details
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Any hazardous material releases
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Citations issued (if applicable)
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Insurance or settlement notes (recommended for internal reference)
Auditors often review this record first, so make sure it’s complete and easily accessible. You can learn more about maintaining driver files through DQM Connect.
3. Conduct a Post-Accident Drug and Alcohol Test
Under 49 CFR Part 382, drug and alcohol testing is required when:
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The crash involves a fatality, or
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The driver receives a moving violation citation after an injury-related or tow-away crash.
Testing timelines are critical:
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Alcohol testing must occur within 8 hours.
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Drug testing must occur within 32 hours.
If testing cannot be completed on time, document the reason to demonstrate compliance.
Why Proper Documentation Matters
Documentation does more than satisfy FMCSA requirements — it protects your fleet from liability and financial loss.
Thorough records help you:
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Defend your drivers and your company in investigations.
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Spot trends in preventable incidents.
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Improve training and reduce future risks.
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Strengthen your safety reputation with insurers and regulators.
Incomplete or delayed records, however, can increase your CSA Crash Indicator BASIC score, trigger audit findings, or lead to civil penalties.
How DQM Connect Simplifies DOT Reportable Incident Management
[Insert internal link to DQM Connect homepage] helps fleets manage every DOT reportable incident with less stress and more structure.
With DQM Connect, you can:
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Log each incident directly in the driver qualification file.
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Attach supporting documents like police reports, photos, or post-accident tests.
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Track corrective actions, retraining, or disciplinary steps.
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Integrate with MVR monitoring to catch suspensions or downgrades early.
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Generate instant compliance reports for audits or insurance partners.
Every record is securely stored, timestamped, and easy to retrieve — giving your compliance team total visibility and control.
Stay Prepared — Not Panicked
Accidents are sometimes unavoidable, but disorganization doesn’t have to be.
When you understand what qualifies as a DOT reportable incident and have a reliable system to track each one, you safeguard your fleet, your drivers, and your compliance standing.
With DQM Connect, fleets gain the confidence to handle any incident calmly, compliantly, and completely.
