How to File a Commercial Auto Insurance Claim Step-by-Step

1. Commercial vehicles earn their keep on the road, which means accidents, theft, and damage interrupt more than a day’s schedule. They hit revenue, customer commitments, and safety posture. A clean, timely claim is your best shot at softening the blow. The mechanics are not complicated, but they do require discipline, documentation, and a sense for how carriers actually process losses. I have managed claims as a broker and as an operations lead, and the difference between a headache and a routine reimbursement often comes down to what happens in the first 24 hours and how you handle the next two weeks. This guide walks through the claim process as it actually unfolds, from the moment a driver calls in a crash to the day a check lands in your account. It also covers the small decisions that shape outcomes: what to say at the scene, who should talk to the adjuster, where to repair, and when to push back. The steps vary a bit by policy and state, but the rhythm is consistent across most commercial auto programs in the United States and Canada. Why speed and accuracy matter Two clocks start ticking after a loss. One is contractual, based on policy conditions that require you to notify the carrier “promptly” and to cooperate. The other is practical, tied to tow fees, storage charges that accumulate by the day, parts lead times, and drivers waiting on direction. If you get the report in fast, with enough detail to assign liability, the carrier can authorize repairs sooner and reserve the right amount. If you wait, storage fees balloon, third parties hire attorneys, and witness memories fade. The most common regret I hear from fleet managers is, “We thought the damage was minor and tried to fix it out of pocket.” A week later the other driver’s chiropractor is in the mix and you have no claim on file. Late notice does not automatically kill coverage, but it makes the carrier suspicious and sometimes triggers avoidable fights over liability and bodily injury exposure. Filing early secures your position, even if you later decide not to pursue payment for minor damage. What to do at the scene Your driver’s behavior in the first hour determines the quality of your claim file. Training helps, but in the moment clear steps beat general advice like “be careful what you say.” Keep it simple and repeatable. I encourage teams to laminate a glove-box card and rehearse it during quarterly safety talks. It should cover essentials: life safety, law enforcement, photos, and contact info. Only one short list belongs in this article, because it compresses the action items your driver needs when stress runs high. Check for injuries and call 911 if anyone is hurt or traffic is blocked. Move to a safe location if possible without leaving the scene. Exchange information: names, phone numbers, license plates, VINs if visible, and insurance details from the other party. Take photos of ID cards rather than writing numbers in a rush. Document the scene: wide shots of the vehicles, close-ups of damage, skid marks, traffic signs, weather, and any cargo involved. Capture the entire vehicle from each corner. Photograph driver license and registration if offered. Gather witnesses. Ask for names and cell numbers of bystanders who saw the impact. A 10‑second voice memo from a witness recorded on your phone beats a vague written statement a week later. Avoid admissions. Be polite, stick to facts, and do not speculate on fault or injuries. Notify your company as soon as practical. Many drivers want to “just settle it” in the parking lot, especially for low-speed scrapes. That temptation is strongest when schedules are tight. Resist it. Commercial vehicles magnify property damage, and the other party still has the right to file a claim later. A quick call to dispatch or your claims line protects both sides. If fuel, chemicals, or cargo spill, escalate immediately. Carriers maintain environmental emergency vendors on call, and early containment limits costly remediation. For refrigerated loads, capture temperature logs and door-open times. These details matter later if you claim cargo spoilage or if the consignee refuses the load. Call your insurer or broker quickly, and have the right details Most commercial auto policies include a 24/7 claims number. Some fleets prefer to route all calls through a risk manager who pre-screens losses. Either path works as long as the first notice includes enough data to open a file without back- and-forth. I keep a one-page form for drivers and supervisors so they collect the same fields every time. Here is what adjusters need within the first day:

2. Policy number and named insured, driver’s full name, license number, and contact information. Vehicle year, make, model, VIN, and unit or asset ID used internally. Date, time, exact location, direction of travel, and a short factual description. Police report number and responding agency if available. If no police responded, say so. Third- party details: names, phones, insurers, and a quick sense of injuries or tow status. Photos, dashcam clips, and telematics data if you have it. If files are large, ask for the carrier’s upload portal rather than emailing. That is our second and final list for the article. It earns a spot because it doubles as a checklist you can paste into your claim intake script. Everything else should live in your narrative notes. If you work through a broker with a claims desk, loop them in early. A good broker monitors response time, helps with coverage questions, and nudges the adjuster if the file stalls. In disputed liability cases, they can also coordinate recorded statements to avoid mixed messages. Understand what parts of the claim your policy covers Commercial auto programs are modular. Most policies combine liability, physical damage, medical payments or personal injury protection, and sometimes coverage for hired and non-owned autos. The loss scenario dictates which buckets pay. Liability is the big one. If your driver is negligent and damages a third party, bodily injury and property damage flow through your liability limit. The adjuster will ask about your dispatch instructions, maintenance, and driver logs if the crash is severe. For many fleets the liability limit sits at 1 million dollars per occurrence, sometimes higher if a commercial umbrella sits over it. Collision covers your own vehicle if it hits or is hit by an object. Comprehensive covers non-collision losses like theft, fire, vandalism, and glass. Both usually carry deductibles ranging from 500 to 5,000 dollars, sometimes higher on heavy units. The deductible applies per occurrence and per vehicle. It is common for fleets to self-insure minor dings and carry higher deductibles to lower premium, but you still want the claim on file when a third party is involved. Uninsured or underinsured motorist coverage comes into play if the other driver is at fault and lacks adequate insurance. The scope depends on state law and your policy selection. In some states it includes bodily injury only, in others property damage as well. Ask your broker to explain how your state handles UIM PD. I have seen surprised faces when an owner assumed UM would pay for their truck damage and learned only BI was available. Medical payments or PIP varies widely by state. No-fault states require PIP and impose tight deadlines for forms and treatment. Missed windows can reduce benefits. If you have drivers in no-fault states, set up a standing process with your HR or safety team to help them submit wage verification and medical authorizations. Cargo coverage usually lives on a separate motor truck cargo policy, not the auto policy, and it has its own notice and salvage requirements. If a load is compromised, call both carriers. Keep rejected product if safe to do so until the cargo adjuster instructs you to dispose or salvage. Dumping cargo without approval jeopardizes recovery. Rental reimbursement or loss of use is often an endorsement with specific top business vehicle insurance plans daily limits and maximum days. Heavy trucks and specialized bodies can exhaust those limits fast, so plan for the gap. If your policy excludes loss of use, document downtime costs anyway. It strengthens your subrogation claim against an at-fault third party. Assign a single point of contact Carriers love clarity. If five people call with updates, information scatters and tasks go stale. Designate one internal claim owner per loss, even if you have a risk manager overseeing all files. That person gathers documents, schedules statements, confirms repair paths, and updates leadership. Drivers, dispatch, and safety can funnel new facts to that owner. On severe claims, especially those involving injuries, consider looping in counsel early. A short consult helps you avoid casual remarks that complicate liability. Your carrier may assign defense counsel later if litigation starts, but an early half-hour with your own attorney can set tone and boundaries for all communications. Recorded statements, telematics, and dashcams Adjusters often ask for a recorded statement from your driver within a few days. These are normal and useful when memory is fresh. I prepare drivers with two points: stick to facts, and do not fill silence with speculation. If you do not

3. know speed or distance, say so. If your driver is shaken or on medication after a crash, request to schedule the statement a day later. Adjusters will accommodate reasonable timing. Telematics and dashcam footage now shape many outcomes. If you have speed, hard-braking data, or forward-facing video, preserve it immediately. Clip the ten minutes before and after the incident. Most systems overwrite files within days. If the carrier wants a different format, ask them for a secure upload link. Sending raw files protects metadata and image quality. Video that shows a green light or a merging pattern can end a liability dispute in a single viewing. Do not cherry-pick. If the clip shows your driver rolling a stop, your carrier still needs to see it to set fair reserves and plan a defense. Hiding adverse evidence often backfires when litigation starts and discovery pulls server logs. Choosing a repair path that balances speed and control After the vehicle is towed and the claim number assigned, you face a practical choice: use a preferred shop in the carrier’s network or your own vendor. Networks offer streamlined estimates, faster approvals, and sometimes negotiated rates for parts and labor. Your own vendor may know your fleet’s quirks and can schedule bodywork around your dispatch deadlines. A reasonable rule: for routine damage on common models, the network saves time. For specialized bodies, PTO equipment, liftgates, or aftermarket telematics, your vendor likely understands the wiring and mounts better. Tell the adjuster upfront if you plan to use a non-network shop. The carrier will still send an independent appraiser or ask the shop for photos and an estimate. Expect a supplement once the shop tears down the truck and finds hidden damage. That is normal on 30 to 50 percent of collision files. Storage fees accrue quickly. If the vehicle sits in a tow yard while you debate shop selection, ask the adjuster to authorize a move. Some carriers arrange it; other times you pay and claim it later. Keep invoices and time stamps. A day or two is common, a week is unnecessary. If the repair cost approaches actual cash value, the carrier may declare a total loss. Valuation uses market comparables adjusted for mileage, condition, and options. Keep records of installed equipment and recent upgrades. Factory options and aftermarket bodies can swing a figure by thousands. If you disagree with a valuation, provide your comps and maintenance history. Negotiation works better with data than with indignation. Salvage, titles, and liens Totaled units create paperwork. If a lender holds the title, the carrier pays the lienholder first. Gather payoff letters quickly to avoid delays. Some states require surrender of the title and issuance of a salvage or branded title. If you plan to retain salvage for parts, declare that intent early. Carriers often allow owner retention at the net of the salvage bid, but it varies by policy and state law. Factor in transport and storage costs if you keep the hulk. For leased vehicles, loop in the lessor. Lease agreements usually dictate repair vendors, total loss handling, and acceptable parts. Deviating without consent can trigger penalties. Lessors are accustomed to these conversations, and a quick email with the claim number, status, and photos keeps everyone aligned. Bodily injury, employee care, and documentation Commercial auto claims involving injuries split into two tracks: third-party injury and your employee’s treatment. Treat them differently. Direct your driver to seek care promptly through your workers’ compensation process when appropriate. Workers’ comp typically handles your employee’s medical costs and wage replacement from an on-the-job crash. Do not promise or suggest the auto policy will pay your driver’s medical bills unless your policy and state PIP rules clearly allow it. For third-party injuries, the liability adjuster will contact the claimant or their attorney. Your role is to provide facts, not to negotiate. Avoid side conversations with the injured party. A well-intended apology can be spun into an admission. Let the adjuster handle statements and authorizations. Keep an incident file. Save photos, telematics, repair invoices, tow slips, police reports, driver logs if relevant, and all correspondence. If a letter of representation arrives from an attorney, forward it to the adjuster the same day. Litigation can surface a year or more after a crash, long after people forget who said what. A tidy digital folder beats a scrambled inbox.

4. Subrogation and recovering your deductible If the other driver is at fault, your carrier may pay your collision claim and pursue the other insurer for reimbursement. That is subrogation. When it succeeds, you may get your deductible back, in full or pro rata depending on comparative fault. Timelines vary. Simple rear-end cases can resolve in a few months, while disputed liability or limited coverage can drag for a year. Help your carrier help you. Provide the dashcam, witness info, and police report as soon as you have it. If your driver received a citation that was later dismissed, share the dismissal. If a municipal camera captured the intersection, request the footage quickly. Many agencies overwrite within 30 to 60 days. When the other insurer accepts liability immediately, you can choose to work directly with them for repairs. That sometimes speeds things up and avoids paying your deductible. The trade-off is less control over repair networks and rental limits. Ask for a written liability acceptance before you proceed. If they hedge, revert to your own carrier and let subrogation play out. Rental vehicles and downtime planning Keeping wheels turning is not just a slogan. If your truck is down for two weeks and you have no spare capacity, revenue dries up. Rental markets for heavy units can be tight. Light-duty cargo vans are easier to source. Heavy tractors, box trucks with liftgates, and refrigerated units can be scarce, particularly during peak seasons. Call rental vendors as soon as you open the claim. If your policy includes rental reimbursement, know the daily cap and total days. For example, 125 dollars per day for 30 days covers a mid-size rental car, not a reefer box. You may have a separate coverage for substitute auto with a higher daily cap. If coverage falls short, you can still rent and make a claim against an at-fault third party for loss of use, but expect negotiation. Keep invoices and delivery logs to substantiate the need. Some fleets mitigate this with a few strategic spares or by cross-training routes. A parked, insured spare costs money, but one saved peak week can cover a year of insurance and maintenance. It is an operational choice, not an insurance fix, yet it smooths claims more than any endorsement. Communicating with customers and drivers Silence breeds rumors. If a crash affects deliveries, tell customers early. Give a realistic window, not a best-case guess. People forgive delays they can plan around. They get angry when you promise a noon delivery and show up at five. A short, factual message works: “One of our trucks was involved in a minor collision this morning. No injuries. Your delivery is rescheduled to tomorrow between 9 and noon.” Internally, update dispatch and sales at the same time you file the claim. That alignment reduces double calls and mixed messages. With drivers, emphasize care. Check in on the person, not just the unit. Even minor crashes shake confidence. A five- minute call from a supervisor who thanks them for following procedure pays dividends in culture and future compliance. If the driver made an error, save coaching for a calmer moment with dashcam review. Common pitfalls that slow or sink claims Patterns repeat. After hundreds of files, the same mistakes keep costing time and money. Late notice. Waiting to see if damage “is worth a claim” leaves you exposed if the other party later alleges injury. Open the claim, then decide strategy. Incomplete photos. Two blurry close-ups of scraped paint do not help anyone. Train your team to capture context. If you can frame the entire vehicle from four corners and the damage detail, you are 80 percent there. Missing cargo steps. Dumping damaged goods without adjuster direction wipes out salvage options and weakens recovery. Call before disposal, store securely, and photograph count and condition. Repair scope creep. Adding unrelated maintenance to a claim estimate invites pushback. Keep claim work and routine upkeep on separate invoices. Adjusters spot padding quickly, and it slows genuine supplements.

5. Recorded statements without prep. Drivers are human. If they feel pressured, they guess. Give them a quiet room, a bottle of water, and a five-minute review of the facts before the call. That simple ritual reduces contradictions. Timelines you can reasonably expect Expect to open a claim within the day and get an adjuster assigned within 24 to 72 hours, faster on major losses. Photo- based estimates for light damage can turn in two to three business days. Tear-down and supplement approval often add a week. Total loss valuations typically take five to ten business days once photos and title data are in. Subrogation, if contested, runs months, not weeks. Parts availability remains a wildcard. Aftermarket bumpers and mirrors arrive in days. OEM safety sensors, ADAS components, and specialty body panels may take weeks. Build that uncertainty into customer promises and rental decisions. If a file stalls, ask specific questions: “What task is outstanding? Is it on our side or yours? What is the next decision and who owns it?” Vague “we are reviewing” answers merit a polite push for names and dates. Always document these follow-ups in an email. How deductibles, premiums, and reserves interact Deductibles apply per loss. If two of your trucks collide with each other, you may face two deductibles, one for each unit’s physical damage, depending on policy wording. Ask your broker about a single deductible endorsement for fleet collisions. Not all carriers offer it, but it exists. Premium impact depends on your loss run, frequency, and severity. A single minor claim rarely moves the needle for larger fleets. A pattern of rear-end crashes will. Carriers price future risk, not punishment. If you make a good-faith effort to reduce frequency through training, telematics coaching, or route changes, share that story at renewal. Underwriters notice when operations and safety work together. Reserves are the carrier’s internal estimate of ultimate cost. High reserves on open files can spook underwriters. That is not a reason to hide facts. It is a reason to push for timely closure when medicals stabilize or repairs finish. Clean, closed files with documented recoveries help your story more than wishfully low reserves on messy open claims. Edge cases worth planning for Hit-and-run with no third-party info. File the police report and your claim immediately. Uninsured motorist coverage may apply. Dashcam footage of the fleeing vehicle helps, even if you only capture color and partial plate.

6. Driver in a personal vehicle on company business. This crosses into hired and non-owned coverage. Your auto policy may defend the business, but the driver’s personal auto is usually primary. Train managers not to send hourly employees on errands in their own cars without understanding the risk. Rental vehicles while your unit is down. If you rent in your company’s name, your policy likely extends liability. Physical damage to the rental is trickier. Ask your broker whether you have hired auto physical damage. If not, the rental counter’s damage waiver, although expensive, may be the simplest path for short-term needs. Out-of-state crashes. Jurisdiction affects PIP, UM, and liability thresholds. Your claim still flows through your policy, but local counsel and state forms may come into play. Lean on the carrier’s regional claims teams for state-specific quirks. Multiple claimants. A pile-up can exhaust limits. Early triage matters. Your carrier will apportion available limits, but your documentation, witness accounts, and video can narrow your driver’s share of fault and preserve more limit for true exposure. Building a claim-ready culture Tools help, but culture wins. A claim-ready culture has three traits: simple procedures, repetition, and feedback. Put the glove-box card in every unit and refresh it annually. Run short, scenario-based drills during safety meetings: a fender bender in a dock, a deer strike at night, a rear-end in rain. After each real claim, review what went well and what slowed you down. Share a two-paragraph debrief with drivers and dispatch. That loop turns isolated events into institutional memory. Technology plays its part. Set your dashcam to auto-upload events and flag “collision” severity for immediate review. Integrate telematics with your maintenance system so repair invoices and odometer readings sync with the claim file. Use a shared drive with a standard folder structure for each claim: photos, video, police, estimates, invoices, correspondence. It sounds bureaucratic until you need a tow slip a year later and find it in ten seconds. Most important, treat claims as an operational process, not an insurance chore. The same discipline that keeps trucks maintained on schedule will keep your claims clean and your drivers supported. A step-by-step flow you can adopt tomorrow Here is how a typical claim should run from start to finish in a small to mid-size fleet, assuming a collision with property damage and no severe injuries: At the scene, the driver checks for injuries, calls 911 if needed, moves to safety, exchanges information, takes photos and video, collects witness contacts, and calls dispatch. Within one hour, dispatch or the driver calls the carrier’s 24/7 claims line or your broker with the essentials, emails photos, and requests a claim number. If cargo is affected, you notify the cargo carrier as well. Same day, you assign an internal claim owner, start a digital folder, and send a brief internal update to operations and sales if deliveries are impacted. If a tow yard holds the vehicle, you coordinate move authorization to your chosen shop. Within 24 to 72 hours, the adjuster contacts you, takes the driver’s statement, and orders an estimate. You upload dashcam footage and telematics data. You confirm repair path and rental needs. If there is a police report number, you provide it or request it.

7. During week one, the shop submits the estimate. The adjuster approves initial repairs or declares a total loss pending valuation. You review any supplements after tear-down. If liability appears adverse to the other party, you ask the adjuster to pursue early acceptance to enable direct handling or subrogation. During weeks two and three, repairs progress, supplements get approved, and you confirm return-to-service date. If total loss, you handle title and lien payoff. If injuries are alleged, you forward any legal correspondence to the adjuster immediately and refrain from side conversations. After completion, you review repair invoices, pay your deductible if applicable, and close the internal file with a brief lessons-learned note. If subrogation is in play, you calendar a 60-day check-in for deductible recovery. This rhythm compresses months of messy potential into a predictable arc. Real life will throw curves, but a practiced routine bends most of them back toward order. The payoff of getting it right A well-run claim does more than restore a vehicle. It preserves customer trust, accelerates cash flow, and protects your loss history. It also respects your people. Drivers feel supported when you respond fast, communicate clearly, and handle the administrative grind they dread. In turn, they are more likely to follow procedures the next time a mirror clips a gate or a car dives into their lane. Fleets that treat claims as a core competency see tangible gains. Tow bills shrink when releases happen same day. Storage fees disappear when vehicles move before the weekend. Liability disputes tilt your way when dashcams and witness names are part of the first notice. Deductibles come back more often when subrogation files include crisp evidence. And at renewal, your underwriter sees a partner, not a passenger. Accidents will happen. The step-by-step discipline you build around them decides whether they remain costly surprises or manageable events in the life of a fleet. LV Premier Insurance Broker 8275 S Eastern Ave Suite 113, Las Vegas, NV 89123 (702) 848-1166 Website: https://lvpremierinsurance.com

8. FAQ About Commercial Auto Insurance Las Vegas What are the requirements for commercial auto insurance in Nevada? In Nevada, businesses must carry at least the state’s minimum liability limits for commercial vehicles: $25,000 bodily injury per person, $50,000 bodily injury per accident, and $20,000 property damage. Some industries—such as trucking or hazardous materials transport—are required by federal and state regulations to carry significantly higher limits, often starting at $750,000 or more depending on the vehicle type and cargo. How much does commercial auto insurance cost in Nevada? The cost of commercial auto insurance in Nevada typically ranges from $100–$300 per month for standard business vehicles, but can exceed $1,000 per month for higher-risk vehicles such as heavy trucks or vehicles used for transport. Premiums vary based on factors like driving history, vehicle types, business use, claims history, and Nevada’s regional traffic patterns. What is the average cost of commercial auto insurance nationally? National averages show commercial auto insurance costing around $147–$250 per month for most small businesses, based on data from major carriers. Costs increase for businesses with multiple vehicles, specialty equipment, or high- mileage operations. Factors such as coverage limits, industry risk, and driver history heavily influence the final premium. What is the best company for commercial auto insurance?

9. While many national insurers offer strong commercial auto policies, Nevada businesses often benefit from working with a knowledgeable local agency. LV Premier Insurance is a top local choice in Las Vegas, helping business owners compare multiple carriers to secure competitive rates and customized coverage. Their commercial auto programs are tailored to Nevada businesses and include liability, collision, comprehensive, uninsured motorist, medical payments, and fleet solutions.