How to Document Damage and Gather Evidence for a Car Insurance Claim

Last Updated on December 28, 2025

After a car accident, the decisions you make in the first minutes and days can affect your health, your recovery, and whether your insurer pays your claim. Start with safety and medical care. Then document everything you can—because strong evidence can help support a successful car insurance claim and reduce the odds of a claim denial that leaves you paying out of pocket.

Use this checklist to comprehensively document an auto accident—from the scene to medical care to repairs.

Key Takeaways

• Prioritize safety and medical care first, then document the scene before vehicles move (if it’s safe).
• Use photos/video to capture vehicle positions, damage, road conditions, injuries, and any skid marks or debris—then back up the original files.
• Collect witness contact info and statements, plus the police report number and responding agency details.
• Keep a dedicated folder for medical records, bills, repair estimates, and lost-wage proof to support your settlement.

1) Photograph and Video the Accident Scene

If you can do so safely, capture the scene before vehicles are moved. Use your phone camera (photos and video). If you don’t have a smartphone, write or sketch what happened and note details as soon as possible.

What to capture

• Wide shots of the whole scene (all vehicles, lanes, traffic lights/signs, and road layout).
• Vehicle positions and any skid marks, debris, fluid trails, or broken glass.
• Damage close-ups on every vehicle (multiple angles) and any damaged property (guardrail, mailbox, fence, etc.).
• License plates and VINs (VIN is often visible at the base of the windshield on the driver’s side).
• Injuries (bruising, swelling, cuts) as soon as they appear—and again over the next several days if they worsen.
• Road and weather conditions (rain, snow, glare, potholes, construction zones, poor lighting).
• Dashcam footage if you have it—save a copy immediately so it isn’t overwritten.

Tip: Don’t edit photos or apply filters. Save originals and back them up (cloud storage or email them to yourself) so the timestamps/metadata remain intact.

2) Write Down Driver and Insurance Information

Exchange information with the other driver(s). Take a photo of each card/ID when possible.

• Full name, phone number, and address
• Driver’s license number and issuing state
• Insurance company name, policy number, and expiration date
• Vehicle make/model/year and license plate number

Keep your notes factual. Avoid apologizing or guessing about fault at the scene—even a casual “I’m sorry” can be misinterpreted later.

3) Get Witness Names and Statements

Witnesses can make a big difference if there’s a dispute about what happened. Ask for names and contact info, and (if they’re willing) record a brief statement in their own words. Here’s a step-by-step guide on getting witness statements after a car accident.

Even if police respond, don’t assume they’ll capture every witness. If someone saw the crash, politely ask them to stay long enough to share their info.

4) Seek Medical Care and Save Every Record

Get checked out as soon as possible—especially if you hit your head, feel dizzy, have neck/back pain, or your airbags deployed. Many injuries (like whiplash) can take hours or days to show up. If you’re unsure about your next steps, follow these steps to take immediately after a car accident.

Request and keep copies of:

• ER/urgent care visit summaries
• Doctor notes and referrals
• Imaging results (X-ray/CT/MRI reports)
• Prescriptions and pharmacy receipts
• Physical therapy and chiropractic records
• Medical equipment receipts (braces, crutches, etc.)

Insurers often challenge whether symptoms are accident-related. Detailed documentation helps support the connection—especially for pain and suffering claims in cases where those damages apply.

If your injuries are serious or liability is disputed, it may be worth consulting an auto insurance attorney to help protect your interests.

5) Request the Police Report

When police respond, ask how to obtain the report and write down the report number (or incident number), the officer’s name, and the responding agency. The report can be valuable when sorting out fault and coverage questions—especially if you end up disputing what happened.

If you’re unsure whether you should notify your insurer for a minor crash, read this guide on reporting every accident to your insurance company. If you need to create one after the fact, here’s how to file a police report after an accident.

6) Organize Bills, Receipts, and Repair Estimates

Create a dedicated folder (paper or digital) for everything related to the crash. Include:

• Medical bills and receipts (including copays)
• Prescription and mileage/transportation costs (rideshares, parking, etc.)
• Towing, storage, and rental car invoices
• Body shop estimates and final repair invoices
• Any out-of-pocket purchases tied to the crash

Coverage can get confusing when multiple policies are involved. If you’re not sure which insurer pays first, this explainer on health insurance vs. car insurance after an accident can help. For the vehicle side, here’s what to know about getting repairs done through your insurance company.

7) Keep a Treatment and Symptoms Journal

You’re the best source for documenting how the accident changed your day-to-day life. A simple journal can strengthen your claim by showing a consistent timeline of symptoms and limitations.

What to log

• Pain level and where it hurts (and what makes it worse)
• Sleep disruptions, headaches, dizziness, anxiety, or other symptoms
• Missed activities (work, childcare, exercise, errands)
• Appointments (date/time, provider name, what was done)
• Medication side effects and functional limitations

Keep it honest and specific. Short daily entries are better than trying to recreate everything weeks later.

8) Document Lost Wages and Time Off Work

If you miss work, save pay stubs, time sheets, and any employer documentation showing missed hours or reduced duties. If you’re self-employed, keep invoices, canceled jobs, and proof of reduced income.

This evidence supports a claim for lost wages after a car accident and can be important if your ability to work is affected long-term.

9) Create a Simple Claim Communication Log

Start a running log with dates, names, and summaries of every call or email with insurance adjusters, body shops, medical providers, and rental/tow companies. Save claim numbers, email threads, and any documents you submit.

When in Doubt, Document It

If it relates to the accident, keep it. The safest approach is to store originals digitally and keep at least two backups (for example: one on your phone/computer and one in the cloud). Thorough documentation can make the difference between getting paid fairly and facing delays, disputes, or denials.

FAQs on Documenting a Car Accident