Motor / Auto Claim Report Template
4 sections, 22 fields (17 required)
A structured report template for motor vehicle insurance claims. Covers vehicle identification, accident details, damage documentation, and repair cost estimation. Built for claims adjusters and motor surveyors handling auto insurance claims.
What Is a Motor Claim Report Template?
A motor claim report template is a standardized document used by motor surveyors and claims adjusters to document vehicle damage after an accident, theft, or other insured event. It captures everything needed for the insurance company to process the claim.
This template walks you through the full motor claim workflow: verifying the policy and vehicle details, recording the accident circumstances, documenting the damage with photos and measurements, and estimating repair costs including parts, labor, and depreciation.
Whether you are surveying a minor fender-bender or a total loss case, this insurance survey reporting template provides consistent structure that meets both IRDAI motor claim guidelines and US auto insurance reporting standards.
Why Use a Standardized Motor Claim Template?
Complete vehicle documentation
Capture registration, make, model, year, IDV, odometer reading, and pre-existing damage in one place. Nothing important gets left out.
Accurate repair estimates
Separate fields for parts cost, labor cost, and depreciation help you build defensible repair estimates that insurance companies accept without push-back.
FIR and license verification
Built-in fields for FIR number and driving license validity help you flag compliance issues early in the claim process.
Photo-ready sections
Dedicated photo fields for vehicle damage ensure you capture all angles. Geotagged photos with timestamps add verifiability.
Works for all claim types
From scratch and dent claims to total loss assessments, the template scales to the complexity of the case.
How to Use This Template
- 1
Verify policy and vehicle registration
Confirm the motor insurance policy is active and matches the vehicle registration number. Cross-check the make, model, year, and IDV against the policy schedule.
- 2
Inspect the vehicle at garage or site
Visit the vehicle at the repair garage or accident location. Note the general condition and check for signs of pre-existing damage that are unrelated to the current claim.
- 3
Document accident circumstances
Record the accident details including location, date, time, and how the incident occurred. Check if an FIR was filed and verify the driver had a valid license at the time.
- 4
Photograph damage from all angles
Take photos of every damaged panel, part, and component. Include wide shots of the full vehicle and close-ups of specific damage areas. Capture the odometer reading as well.
- 5
Estimate repair costs with parts breakdown
List each damaged part with its replacement cost. Separate parts and labor charges, and apply IRDAI depreciation rates based on the part material and vehicle age.
- 6
Submit report with depreciation calculations
Compile the full report with your damage findings, repair cost breakdown, depreciation applied, and net assessed loss. Attach the repairer estimate if available and submit to the insurer.
Template Sections & Fields
Best Practices for Motor Claim Surveys
Motor claim surveys require attention to details that are easy to overlook in the field. Always photograph the vehicle registration plate alongside the damage photos to establish that the vehicle matches the policy. Check the odometer reading against service records when available, as unusually high or low readings can indicate issues with the claim.
When estimating repair costs, get the workshop estimate first and then verify it against market rates for the same parts. In India, IRDAI depreciation rates vary by part material: rubber, nylon, and plastic parts depreciate faster than metal body panels. Make sure your depreciation calculations match the published schedule for the vehicle age bracket.
For total loss cases, compare the repair cost against the IDV. If repairs exceed 75% of the IDV, most insurers will consider it a constructive total loss. Document this clearly in your report with supporting calculations so the claims team can make the settlement decision quickly.
Many Indian motor surveyors still type every observation and calculation manually using tools like SurveyorLite. AI-powered alternatives like FieldScribe AI let you speak your observations while walking around the vehicle, automatically calculate IRDAI depreciation, and generate the complete motor survey report in 15 to 20 minutes instead of 2 to 3 hours. The shift from manual typing to voice capture and AI processing is the single biggest productivity improvement available to motor surveyors in 2026.
Use This Template with FieldScribe AI
This template shows you the structure. FieldScribe AI brings it to life. Record voice notes at the claim site, snap geotagged photos, and let AI fill in the template automatically. Your report is generated in minutes instead of hours.