vehicles.accident·version 1.0.0·draft4 to verify
Handle a road accident with a company vehicle
Everyone is safe, the facts and photos are captured, the insurer and (where required) the Latvian police are notified, and the vehicle and costs are recorded.
When to use
A company vehicle (owned or leased) was in a road accident in Latvia, however minor. Not for a parking or traffic fine with no accident — use vehicles.traffic-fine. Not for damage discovered without an accident (vandalism, hail) — that is an insurance claim, not this playbook. If the vehicle is a total loss and must be replaced or sold, continue afterwards with vehicles.sell-vehicle.
Before you start
- The driver is safe and off the road; if anyone is injured, call 112 first — everything else waits.
- The vehicle's OCTA policy number and insurer are known (they are in the vehicles module).
- The driver has a phone with a camera and the accident-statement form in the glovebox.
What a run requires2
- Approval · S3 · ownerthe run stops until a named person records the decision
- Approval · S5 · ownerthe run stops until a named person records the decision
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail8 steps
Guide the driver through the scene checklistagent
Send the driver the checklist: warn traffic, photograph all vehicles with plates and positions from four angles, photograph the road, damage close-ups, the other driver's licence, OCTA certificate and plates. Record the time, place, weather and witnesses. Do not move vehicles before photographing unless traffic safety requires it.
Done when a photo set and the other party's data are in the agent's hands.
⛔ Never let the driver admit fault at the scene — fault is decided by the statement, the police or the insurers.
Determine the path: police or accident statementagent
Police must be called if anyone is injured, a driver appears drunk or refuses data, a vehicle is unregistered/foreign and data cannot be established, or the parties disagree on circumstances. Otherwise both drivers fill and sign the European Accident Statement (Europrotokols), one copy each. ⚠ verify the current property-damage limit for settling without police, at ltab.lv.
Done when the path is recorded with the reason: "police — <reason>" or "Europrotokols — signed by both".
Decide on police involvementownerneeds approval · owner
Approval · S3 · owner — the run stops until a named person records the decision
If the police path applies, the owner (or the driver on the owner's instruction) calls 112 and waits for the patrol; an agent never files with the state without this approval.
Done when the police report number exists, or the owner has recorded "no police — Europrotokols path" with the reason.
Notify the insureragent
If the company's driver may be at fault or fault is unclear, notify the company's OCTA insurer; if the other driver is at fault, the claim goes to the other driver's insurer — the agent prepares the notification either way, attaching photos, the statement and the policy number. ⚠ verify the notification deadline in the policy conditions (days, not months — check before S4).
Done when a claim number exists and is recorded.
⛔ Do not sign repair-shop or insurer documents the agent has not read to the owner line by line.
Decide the repair pathownerneeds approval · owner
Approval · S5 · owner — the run stops until a named person records the decision
Present: insurer's assessment route, the repairer's quote, the expected payout, the company's share and whether a replacement vehicle is needed meanwhile.
Done when the owner has named the repairer (or written-off decision) and the spending limit.
Arrange repair or write-offagent
Book the vehicle in, hand over the insurer's claim number, and if the vehicle is not drivable, arrange the replacement and record its cost against the claim where the policy allows.
Done when the vehicle is at the repairer with a written order, or the write-off decision is recorded.
Record the accidentagent
Create the accident record in the vehicles module: date, place, driver, counterparty, fault assessment as stated by insurers/police, photos, statement, claim number, costs and payout. Link costs to the vehicle and, if the counterparty's insurer pays, track the incoming amount.
Done when the record is complete and every document is attached.
Hand backagent
Send the owner a summary: what happened, fault as decided, claim number, expected payout, vehicle status and return date. If the vehicle needs a new technical inspection after repair, note it — see
vehicles.technical-inspection.Done when the owner has the summary and any needed follow-up inspection is noted for
vehicles.technical-inspection.
Checks — how we know it worked
- The photo set shows plates of all vehicles and the road positions (read the filenames, not "photos exist").
- The accident statement is signed by both drivers, or the police report number is recorded.
- The claim number from an insurer is recorded, and the notification date is within the policy deadline.
- The accident record in the vehicles module has all documents attached and the cost total matches the invoices.
- The vehicle is back on the road with a valid inspection and the damage repaired or a write-off recorded.
If it goes wrong
| Symptom | Response |
|---|---|
| Other driver leaves the scene | Record plate, make, colour, direction; call 112 immediately — a hit-and-run is a police matter, not an insurance exchange. |
| Drivers disagree on circumstances | Stop the Europrotokols path, call the police (back to S3), do not sign anything under pressure. |
| Insurer refuses or lowballs the claim | Read the refusal reason against the policy conditions; if the refusal is wrong, complain to the insurer in writing and to LTAB's ombudsman — ⚠ verify current LTAB complaint route at ltab.lv. |
| Vehicle not drivable and no replacement budgeted | Raise it in S5; do not rent first — the owner decides the spending limit there. |
| Driver photographed only after moving the cars | Note it in the record immediately; fault assessment now leans on witnesses and the statement — say so plainly to the owner. |
What each step leaves behind
- S1a photo set and the other party's data are in the agent's hands.
- S2the path is recorded with the reason: "police — <reason>" or "Europrotokols — signed by both".
- S3the police report number exists, or the owner has recorded "no police — Europrotokols path" with the reason.
- S4a claim number exists and is recorded.
- S5the owner has named the repairer (or written-off decision) and the spending limit.
- S6the vehicle is at the repairer with a written order, or the write-off decision is recorded.
- S7the record is complete and every document is attached.
- S8the owner has the summary and any needed follow-up inspection is noted for
vehicles.technical-inspection.
Evidence to keep
Photo set with timestamps · signed Europrotokols or police report number · insurer claim number and notification date · repair order and invoices · payout records · the owner's decisions in S3 and S5 (who, when) · the accident record id in the vehicles module.
How this playbook improves
After every accident (or every 10 runs if rare): how many minutes from the driver's call to insurer notification, and did any step wait on missing data? Did any claim get refused for a reason this playbook could have prevented (late notice, missing photos, signed admission)? Was the Europrotokols limit verified against ltab.lv this year? A new version fixes the step that caused the wait or the refusal, and says so in its change note.
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