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Theft response · Free Word template

Stolen-vehicle response playbook and police evidence sheet

A vehicle is gone and the tracker shows where it was. This file tells you what to do in the first 30 minutes, what to hand the police, and how to export the data.

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  • First 30 minutes on one page
  • Police evidence sheet with a receipt
  • Legal-review note inside
  • Rule out an authorized move0 to 5 min
  • Open the tracker: last position and time0 to 10 min
  • Report to the police5 to 15 min
  • Immobilize only with all four conditions
  • Export track and events before anything changes
Needs legal review before use

This file helps you act and record what happened. It is a neutral template and not legal advice. It does not say that any police, insurance or data-protection rule is met, and Tracom does not claim that it does. Procedures differ by country, police authority and insurance policy. Police and emergency numbers are left blank for you to write. Ask your legal adviser and your insurer to review it before you rely on it.

The first 30 minutes

Four moves, in this order

Part A of the file is a one-page table with the same steps, a decision box and a role table. Print it and keep it in the control room.

  1. Check

    Rule out an authorized move in 5 minutes. Then read the last position, time, speed and ignition on the platform and write them down.

    Minutes 0 to 10

  2. Stay safe

    Do not follow the vehicle or send a driver to confront it. Share the live position only with the police.

    Always

  3. Report

    Call the official number of your country. Give plate, chassis number, last position and time. Write the report number.

    Minutes 5 to 15

  4. Preserve

    Change nothing on the device or platform. Export the track and the event list. Request video clips before they are overwritten.

    Minutes 15 to 30
Four sources

Know where each fact comes from before you need it

The police ask what you know and how you know it. Which events and video you have depends on your device, your settings and your platform. Check your datasheet.

  • Usually yes
  • Depends on your setup
  • No
SourcePosition and routePower and tamper eventsVideoWho had access
Tracker platformYesCheckNoNo
Recorder (MDVR) and its cardCheckCheckYesNo
Your own recordsNoNoNoYes
Insurer and police filesNoNoCheckCheck
What's inside

Ten pages: five parts and two annexes

Part C is the sheet you hand over. The table shows its sections and where each answer comes from.

What the police evidence sheet holds
SectionWhat you writeWhere it comes from
C1 ReporterName, role, police report numberYou and the police
C2 VehiclePlate, chassis number, make, color, insurer referenceRegistration card, policy
C3 Last seenWho, when, where, keys, locked or notYour records
C4 TrackerDevice ID, SIM, platform, time zonePlatform and install record
C5 PositionsLast positions in local time and UTCPlatform export
C6 EventsPower, tamper, ignition, panic, gapsPlatform event list
C7 to C9 Video, exports, receiptClips, file names, who handed what to whomRecorder, platform, you

Annex 1 has no menu paths on purpose. Every platform is different, so you write yours and test it once.

Is it really theft?

A missing-vehicle alert can end with a phone call: a workshop job, a tow, a colleague who took the wrong truck. Spend five minutes ruling that out. Part B lists seven alert patterns and the first action for each. If nobody can explain the move, act as if it is theft.

Should you immobilize it?

Only if your device supports it, your policy names who approves it, the police agree or your legal adviser confirms you may act alone, and the vehicle is stationary or at a safe low speed. Stopping a moving vehicle can hurt people. The decision box in Part A makes you tick all four first.

What to keep unchanged

  • The device settings. Take a snapshot before anyone edits them.
  • The SIM and the platform account, so the data keeps flowing.
  • The original exports. Give the police a copy.
  • The recorder card, once the vehicle is found.

Why times need a time zone

Your platform may show local time, the police report uses their clock, and the insurer may ask for UTC. The sheet has a column for each. Write the platform time zone once in C4 and on every export, and your times will line up.

Limits of this template

The file gives you a plan and a form. It cannot tell you the police number, the insurer deadline or what the law allows in your country. Annex 2 lists the questions to ask. Verify against the current official text.

Related Tracom solution

Better data before the day it matters

Tracom ST100 is an IVMS GPS tracker. Tracom M1N is a mobile DVR (MDVR). Camera options such as DSM/ADAS are confirmed with the Tracom team. Tell us how you want to be warned and what you need to hand over, and we will show how the device and the SCMS portal fit your playbook.

  • Tamper-proof security. A published Tracom feature. Ask what your model reports.
  • Secure access and immobilization. Ask which setup your model supports before you write it into Part A.
  • Emergency panic alerts. For a driver who needs to raise the alarm.
  • SCMS portal. Manage devices and write your export path in Annex 1.
Questions

Theft response questions, answered

Need the device side? Talk to Tracom.

Do I call the police or check the tracker first?

Check for five minutes, no longer. A quick call to the driver or the workshop often explains it. If nobody does, report it and give the police what the tracker shows.

Should I follow the vehicle myself?

No. Thieves can be dangerous. Give the live position to the police and let them act.

Can I stop the engine remotely?

Not necessarily. It depends on your device, your policy and the law, and it is unsafe if the vehicle is moving. The decision box lists four conditions.

Will the police accept my export?

We cannot say. Ask the officer which format they want. The sheet records what you exported, when and by whom, and the originals stay unchanged.

Does it work for one private car?

Yes. Skip the role table and the fleet lines. The first 30 minutes and Part C work the same way.

What is Tracom's role?

Tracom makes tracking devices and video recorders. It does not decide how you report a theft, what your insurer needs or what the law allows, and it gives no legal advice.

Next step

Write the plan before the day you need it

Bring your alert list. We will show how ST100 and M1N report, so Part A and Annex 1 match your devices.

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