Spot survey report format: what it contains and how to prepare it faster.
A practical guide to the sections a motor spot survey report usually includes — and how DigiSurvey fills most of them from the evidence you capture at the spot.
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What a spot survey report is for
When an insurer is told about a motor accident, it may appoint a surveyor to inspect the vehicle where the accident happened. The spot survey report records what the surveyor saw at that moment: the vehicle and its documents, the driver, the place and cause of the accident, the load (for goods vehicles) and the visible damage — supported by photographs.
It is usually a short, factual report written quickly and often in difficult conditions. Because the vehicle may be moved or repaired soon afterwards, clear photographs with a reliable date, time and location matter as much as the text.
Sections commonly found in a spot survey report
These are the sections included in DigiSurvey's motor spot survey format. Your insurer's instructions always come first.
| Section | What it usually records | How DigiSurvey helps |
|---|---|---|
| Insurance particulars | Policy / cover note number, claim number, insurer, insured, appointing office. | Filled from the survey record you created. |
| Vehicle particulars (RC) | Registration number, make and model, chassis and engine numbers, class of vehicle, owner. | Attach the RC (both sides); details can be read from the document for you to check. |
| Driver particulars (DL) | Driver name, licence number, validity and the classes of vehicle the licence covers. | Attach the DL; the same document reading applies. |
| Permit & fitness | For commercial vehicles: permit and fitness details where applicable. | Kept with the survey's documents. |
| Accident particulars | Date, time and place of the accident, and the date and place of the survey. | Your spot photos carry the date, time and place of capture for reference. |
| Cause of accident — remarks | A short account of how the accident happened, as observed and as reported. | Free-text section in the editor. |
| Load challan / trip sheet | For goods carriers: the load at the time of the accident. | Attach the challan to the survey. |
| Particulars of visible damages | Damaged parts and areas noted on inspection, by body area. | Editable damage list. |
| Spot photographs | Photos of the vehicle, damage, place and documents. | Spot-stage photos flow in with date, time and GPS captions. |
| Notes | Anything else the insurer should know. | Free-text. |
From the spot to a finished report
Capture in the Spot tab at the site, even without signal. Back at your desk, open the spot survey report: the survey details, documents and photos are already in place, with every photo available in the reference viewer beside the editor.
- Offline capture at the accident site, synced later.
- Reference viewer — view any photo or document next to the report.
- Your letterhead, stamp and signature on every page.
- Download PDF or export to Word and Excel.
Frequently asked questions
What is a spot survey?
A spot survey is an inspection carried out at or near the place of the accident, usually soon after it happens, to record the vehicle's condition, the visible damage and the circumstances before the vehicle is moved or repaired.
Is there one official spot survey report format?
Formats vary between insurers and surveyors. The sections on this page describe what spot survey reports commonly cover; always follow the instructions of the insurer that appointed you.
Can I change the sections in DigiSurvey?
Yes. The report opens in an editor where you can edit text, add or remove rows and add your own notes. The template builder also lets you save your own formats for letters and other documents.
How are the photos arranged?
Photos captured in the Spot stage appear in the Spot Photographs section with their date, time and location captions. You can choose which photos to include.
Can I export the report?
Reports can be downloaded as PDF, and exported to Word and Excel where you need to edit further.
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