Motor Accident Claim Checklist: Documents You Need in Poland

Crash, collision, someone backing into your car — when the adrenaline hits, it's easy to forget something important. This checklist walks you through what to do at the scene and what to gather afterwards, so nothing gets missed. Everything worth collecting, and how to send it in from the UK.

Disclaimer: This guide is general legal information, not legal advice. How the rules apply depends on your individual circumstances, and if you need advice, the matter should be assessed by a qualified Polish lawyer. Twoja Sprawa helps you organise the documents for that assessment.

PHASE 1: AT THE SCENE (the first 30 minutes)

Safety first

• [ ] Check whether anyone is injured (if so, call the emergency services — 112 or the local equivalent).
• [ ] Move to the side of the road, on foot or by car, if it's safe to do so.
• [ ] Put on your hazard lights (or set out a warning triangle if you have one).

The other driver's details

These are essential — you must get them:

• [ ] Full name of the other driver — note it down carefully.
• [ ] Phone number — if they're willing to share it.
• [ ] Proof of identity — driving licence (photograph both sides) or ID card.
• [ ] Registration number of their vehicle — the number plate (front and rear, if possible).
• [ ] Make and model (e.g. Ford Focus, Audi A3).
• [ ] Year and colour of the vehicle.
• [ ] Their third-party insurance (OC) policy number — always ask ("Which policy covers this car?").
• [ ] Name of their insurer — (e.g. Allianz, Generali, PZU).

The European Accident Statement (OWS)

• [ ] If you both agree on what happened — fill in the European Accident Statement together. Each driver keeps a copy.
• [ ] If you disagree — each of you fills in your own version, describing the accident as you saw it.
• [ ] No form to hand? — write your own notes instead (date, time, location, vehicles involved, how it happened).

⚠️ Important: An Accident Statement signed by both drivers carries significant evidential weight. Always try to complete one, and sign it jointly with the other driver if you can.

Witness details

• [ ] Full name of each witness — anyone who saw what happened.
• [ ] Phone number — so they can be contacted later.
• [ ] Email address or postal address — useful if things become more formal.
• [ ] A brief note of what they saw — e.g. "saw the other car go through a red light".

Photos and footage

• [ ] The other vehicle (whole car) — take 3-4 photos from different angles.
• [ ] Damage to your own vehicle — every point of damage, close up.
• [ ] The scene itself — a wide shot showing road signs, traffic lights, and weather conditions.
• [ ] Parking bay markings — if the accident happened in a car park.
• [ ] Road signs and traffic lights — what each driver could actually see.
• [ ] Braking marks — if visible (photograph next to something for scale, like your phone or an A5 sheet of paper).
• [ ] Broken glass or plastic debris — if any is left at the scene.
• [ ] Video footage — if there's CCTV nearby.

Tip: Take dozens of photos — better too many than too few. Courts favour solid visual evidence.

Reporting to the police

• [ ] Report to the police — if anyone is injured, damage is significant, or you suspect an offence (the other driver fled, or was drunk).
• [ ] Police reference number — note it down when officers attend.
• [ ] Police report — ask how to obtain a copy later (often available online or from the local station).

PHASE 2: AFTER THE ACCIDENT — BACK HOME / IN THE UK

Your vehicle documents

• [ ] Vehicle registration document — copy of both sides.
• [ ] Your third-party (OC) policy — copy or screenshot.
• [ ] Your driving licence — copy of both sides.
• [ ] Vehicle card (karta pojazdu — a supplementary Polish vehicle document), if you have one — useful for more formal procedures.

Medical documents (if there are injuries)

From Poland (if the accident happened there): - [ ] Hospital discharge summary — admission date, diagnosis, treatment period. - [ ] GP/clinic certificate — for any follow-up appointments. - [ ] Certificate of unfitness for work — from your employer or ZUS (Poland's social insurance institution), if you were unable to work. - [ ] Prescriptions — keep every one issued to you. - [ ] Receipts for medication — if you paid privately. - [ ] Receipts for private tests (MRI, X-ray, ultrasound) — if you paid for these yourself.

From the UK (if you were treated here): - [ ] NHS records — request certificates or letters where available. - [ ] Private medical certificates — if you saw a private doctor. - [ ] Correspondence with your health/travel insurer, if relevant.

⚠️ Important: If your certificates are in English, a Polish insurer will generally accept them, but processing can be slower. To speed things up you can commission a sworn translation (tłumaczenie przysięgłe — a certified translation carrying legal recognition in Poland), though this typically costs around 50-100 PLN per page.

Property documents (vehicle damage)

• [ ] Repair estimate — from an independent garage, or the one nominated by the insurer.
• [ ] Vehicle valuation (if it's a total loss) — using listings from OLX, Allegro, or pricing databases (AutoTrader, eBay Motors, etc.).
• [ ] Proof of comprehensive cover (AC), if you have it — needed if you want to claim under your own policy (bezpośrednia likwidacja szkody, BLS — a "direct settlement" scheme some Polish insurers offer).
• [ ] Recovery/towing invoices — if the vehicle was towed.
• [ ] Storage costs — deposit, parking, or storage while the car was being repaired.
• [ ] Cost of a replacement vehicle — hire invoice, if you've already arranged one.

Other documents

• [ ] Police paperwork — the report, if one was made.
• [ ] Notes from the scene — date, time, vehicles, and what happened.
• [ ] Correspondence with the other driver's insurer — if you've already been in touch.

PHASE 3: WHAT TO DO WITH THE DOCUMENTS

Scenario A: Accident in Poland, claimant based in the UK

1. Gather everything in one folder — physical or digital, ideally both.
2. Scan everything — accident photos, licence, registration document, medical certificates — save as PDF.
3. Send to the at-fault driver's insurer, or to your own insurer, by email.
4. Keep the originals — store paper documents somewhere safe; they may be needed later in court.

Scenario B: Accident abroad (outside Poland)

1. Report it to your own Polish insurer (if your policy covers travel abroad).
2. Send scans — as above.
3. Keep proof of delivery — confirm the insurer has actually received your documents.

Scenario C: Accident in the UK

1. Report it to your UK insurer (if you hold a UK policy).
2. Submit online — most insurers let you upload photos directly through their portal.
3. If you also want to run a Polish process — report it to your Polish insurer too, if you hold comprehensive (AC) cover.

CHECKLIST: WHAT TO SEND TO THE INSURER

Always required

• [ ] European Accident Statement (OWS) — if signed by both drivers, this is very important evidence.
• [ ] Photos of both vehicles — at least 5-10 photos.
• [ ] At-fault driver's details — name, licence number, OC policy number, insurer.
• [ ] Police report — if one exists (reference number or a link to download it).
• [ ] Your own details — name, phone number, address, policy number (if you hold AC cover and want to claim under it).

If there are injuries

• [ ] Medical certificates — from the hospital, GP, or clinic.
• [ ] Certificate of unfitness for work — if applicable.
• [ ] Prescriptions and pharmacy invoices — every medical expense.

If there's vehicle damage

• [ ] Repair estimate — as a PDF.
• [ ] Vehicle valuation — if it's a total loss.
• [ ] Towing, storage, and replacement-vehicle invoices — every expense.

Additional (where possible)

• [ ] Witnesses and their contact details — names and phone numbers.
• [ ] Video footage — if you have any.
• [ ] Nearby CCTV — if you know where it is (the police may be able to help trace it).

HOW TO SUBMIT FROM THE UK

Email

Subject: Motor claim notification — accident [date], vehicle [registration]

Body:
I am reporting a motor accident claim.
Date: [date]
Location: [town, street]
At-fault vehicle: [make, registration, insurer]
My vehicle: [make, registration, OC/AC policy number]

Attachments:
— Photos
— Police report
— Medical certificates (if there were injuries)
— Other documents

Please confirm receipt and let me know the next steps.

Regards,
[Your name and phone number]

Online (insurer's portal)

• Most insurers have a portal — log in and upload your documents there.
• Usually the quickest and most secure option.

Recorded/signed-for post

• Useful if you want proof of delivery (this can matter in England, where formal proof is sometimes needed).
• Royal Mail Signed For — around £5-10 for a delivery confirmation.

TEMPLATES / WHERE TO FIND DOCUMENTS

European Accident Statement (OWS)

• Polish version: available via https://isap.sejm.gov.pl (the official Polish legislation database, roughly the equivalent of legislation.gov.uk) — look under the Code of Civil Procedure and court forms.
• International version: there isn't a single official one — each country has its own. Courts generally accept notes made by both drivers regardless.

Police report

• In Poland: the local police station (occasionally available online via the court portal).
• In the UK: the relevant force for the area (e.g. Greater Manchester Police, Metropolitan Police).

Medical certificates

• NHS (UK): ask your GP at the appointment. Sometimes free, sometimes a small charge (around £10-20).
• NFZ (Poland's national health fund): free — ask at the clinic.

FAQ

What if I don't have an Accident Statement because the other driver fled the scene? Write your own notes (date, time, vehicle, what happened) and report it to the police. The police report will serve as your evidence.

Are phone photos good enough? Yes. Modern phones take high-resolution photos, and having photos at all beats having none.

What if I don't know the other driver's insurer? Report it to the police and to your own insurer (if you hold AC cover) — they'll advise on next steps. You can also contact insurers one by one, since most can trace a policy from the registration number.

Do I have to agree to an assessor's inspection? Insurers usually appoint their own assessor as standard. You can propose an independent one instead — it will cost the insurer more, but they may still agree.

What if my documents are in English? A Polish insurer will generally accept English-language documents, but may ask for a translation if it becomes necessary. Send what you have first — they'll request more if needed.

How long should I keep the documents? At least 3 years — the basic limitation period for a claim under Polish law (Article 442¹ of the Civil Code). It's safer to keep them for 6-10 years, since they may still be needed on appeal, and the limitation period can run longer for personal injury claims.

Summary — quick checklist to take with you

📋 At the scene: - [ ] Safety - [ ] The other driver's details (licence, registration, insurer) - [ ] Photos (10+) - [ ] Witnesses (phone numbers) - [ ] Accident Statement (signed, if possible) - [ ] Police (if the accident is serious)

📋 Afterwards (at home / in the UK): - [ ] Scan everything - [ ] Gather certificates (medical, repair estimates) - [ ] Send everything to the insurer

📋 Within 30 days: - [ ] Insurer responds - [ ] If there's a problem — raise a formal complaint - [ ] If it's still unresolved — escalate to the Financial Ombudsman (Rzecznik Finansowy, Poland's financial ombudsman)

Final disclaimer: This is a practical guide. If your case is complicated (the other driver fled, multiple injuries), consider getting advice from a Polish lawyer.

Last reviewed: 27 June 2026.