Early Warning Reporting

EWR Frequently Asked Questions

EWR Manufacturer Account Login

Answers to the most frequently asked questions about submitting EWR data.

EWR Account

To apply for an EWR account, you must fill out an EWR Manufacturer Account application and submit it to the Office of Defects Investigation either via fax (202-366-7882) or e-mail odi.ewr@dot.gov. This is available on the EWR web page and from NHTSA ODI 202-366-3348 or you can e-mail ewrhelp@nhtsa.dot.gov. Download the application and submit it to the Office of Defects Investigation. ODI will then securely send you your account information.

If you already have a manufacturer EWR account to submit Aggregate data, Death and Injury data, or Substantially Similar Vehicle EWR data, you can use that account to submit field reports. If you have not applied for an EWR account, fill out the EWR Manufacturer Account application and submit it to the Office of Defects Investigation as described in the previous question. If you have an EWR account, a field report SFTP account is created automatically.

Manufacturers of products that fall into the following reporting categories are required to submit field reports:

  • Buses, Medium and Heavy Vehicles
  • Child Restraints
  • Light Vehicles
  • Motorcycles
  • Trailers

Because you will be submitting data separately and therefore will have separate primary and secondary contacts, you should apply for separate manufacturer EWR accounts.

You can change your EWR password after logging in to your EWR Account.

Submitting Data

EWR Templates

You may use only one of the following formats for EWR submissions:

  • Microsoft Excel 2000, 2002 (Office XP) or 2003 (XLS)
  • Microsoft Excel 2007 or newer (XLSX)
  • Extensible Markup Language (XML)

NOTE: If you are going to be submitting data in XML format, be careful NOT to rename any XML schema files that you download from the EWR web page.

There are Microsoft Excel templates and Extensible Markup Language (XML) schema and instance files available for downloading to your local machine. These templates, schema, and instance files are updated from time to time. You should check the following sections on the EWR web page periodically to see if any information has changed:

Excel TemplatesXML InstancesXML Schema

If you are planning to submit your EWR data using Microsoft Excel format, the answer is no. You must use the templates provided on the EWR web page because these templates contain macros that are used to process the data. If you are planning to submit data using the XML format, you can create your own template using the appropriate XML schema or populate the XML instances that are available on the Early Warning Reporting page. The file name and data that you use with these templates must conform to the appropriate file naming and data syntax conventions respectively. For more information, please refer to the appropriate NHTSA compendium document that is also available on the EWR web page.

If you are submitting EWR files in XML format, the answer is yes. You can use the NHTSA EWR XML Validator, which can be downloaded from the EWR web page. The NHTSA EWR XML Validator is an application that enables you to validate your XML files using the appropriate XML schema that is available on the website.

For information about file naming conventions, refer to the appropriate NHTSA ODI compendium document

You cannot change the report version number unless you have submitted a previous version of the report and you received an e-mail notification that the report was accepted (passed validation). If you received an email notification stating that the report was rejected (failed validation), DO NOT increment the report version number when you re-submit.

NOTE: You must make sure that the report version number that appears on the ReportInfo tab matches the version number that appears in the file name.

The current NHTSA Revision Number and Last Updated date for the template files are shown in the Submitting Data section.

Yes. When you open one of the Excel templates, a Security Warning message appears that tells you that the macros contained in the template are from NHTSA. Click on the Details button to see the certificate details.

Prior to December 10, 2003, you would receive the "Invalid/No Digital Signature on Excel Report" rejection notification due to one of the following reasons:

  • The signature file was not downloaded using the right click/Save As Target option to include the correct macros and digital signatures when you downloaded the template. For more information refer to the Submitting Data Instructions on the Microsoft Excel Templates section.
  • For Office XP (2002 version of Excel) users: you clicked on the Undo button after entering your data manually.
  • When using the Copy/Paste feature, you copied the formatting as well as the data values. Use the Special paste feature and select values only from the property sheet. The same situation occurs when you import data.

You may use either your primary or secondary EWR contact information that had been previously provided to NHTSA ODI.

Yes. For detailed information, refer to the appropriate NHTSA compendium document.

You can submit data to NHTSA using one of the following methods:

Via SFTP

All supported EWR files may be submitted using one of the Artemis Secure FTP servers. This is the recommended method. There are multiple applications that you can use to connect and transfer to the SFTP servers. You must however, use the Secure Shell (SSH) 2 protocol. SSH (Secure Shell) is a program to log into another computer over a network, to execute commands in a remote machine, and to move files from one machine to another. It provides strong authentication and secure communications over unsecured channels. It is intended as a replacement for rlogin, rsh, and rcp.

The following products have been tested for use with Artemis. They have been selected as examples to show users the process for uploading files to the SFTP server. You can use any SSH2-based tool that your organization desires.

  1. WinSCP is a free graphical user interface (GUI) tool. If you would like more information, click on this link: http://winscp.sourceforge.net/. If you would like information about using WinSCP, refer to EWR Data File Transfer Using WinSCP.
  2. PuTTY Secure File Transfer Protocol (PSFTP) is a command line tool. This is a free product available at the following sites: If you would like more information about psftp.exe, click on the following link: http://www.putty.org/ For information about downloading and using psftp, please refer to EWR File Transfer Using PSFTP.

Via the EWR web page

Equipment and Low Volume Vehicle Death and Injury EWR Data may also be submitted through data entry applications available through the EWR web page.

NOTE: Use the data entry applications to enter a maximum of 250 records. You must enter all records in a single session. If you have more than 250 records, you should submit them via the SFTP server.

Via E-mail

EWR Data files that are less than a specific size (1 MB) may be e-mailed to ODI at odi.ewr@dot.gov, Phone (202) 366-3348. However, the submitter should be advised that this method of submission is not secure as the information will be transmitted as plain text. Also, there is an inherent delay of processing using this method.

Connecting to the SFTP Server

  • If you are submitting aggregate, Death and Injury, or SSV data, the DNS name for the SFTP server is ARTSFTP.ODI.NHTSA.DOT.GOV.
  • If you are submitting field reports, the DNS name for the Field Report SFTP server is ARTFRSFTP.ODI.NHTSA.DOT.GOV.

NOTE: If you send your file to the wrong SFTP server (for example, you submit an aggregate data file to the field report server), your submission will be rejected.

There are many products with a variety of features that can be used to upload files to the SFTP server. You can use any SSH2-based tool that your organization desires.

NOTE: For security reasons, we do not support shell access to the servers.

The two products discussed here have been selected simply to show the average user the process for uploading a file to our SFTP server. WinSCP is a graphical user interface (GUI) tool. The PuTTY Secure File Transfer Protocol (PSFTP) client is a command line tool.

If you want more information about these tools, use the following URLs:

Once you have selected a tool, you can use the following links to see examples of the procedures you will need to use to upload a file to the SFTP server:

Yes. As long as you run through the login process again and have access to the server, you can log in from a different computer to initiate the transfer each time. The Artemis Secure FTP (SFTP) servers are available for login from the public Internet. You can reach the system from any Internet-connected client. You still need to have an SSH 2 client and valid login credentials to log in.

There are two possible reasons why this message is appearing:

  1. You typed in the password incorrectly. Check your password and re-enter it correctly. Capital letters and special characters all are significant.
  2. If you entered your password correctly, you could be seeing the "password incorrect" error message because your account has been locked due to excessive login attempts (if you try to log in more than 3 times). Please call the Manufacturers' EWR Help Desk at (202) 366-3348 and explain the error.

Is your local firewall load balanced? Can you connect to other SSH servers? Your firewall administrator can help answer questions associated with connectivity issues. TCP Port 22 will need to be opened in your firewall to permit SSH and SFTP traffic. 

Make sure that you are connecting using the SFTP client, not the SSH client. Different SSH and SFTP clients have different methods of connection. Make sure that you connect with SFTP to transfer files. 

Check the following:

  1. Check with your local desktop and network/firewall administrators to determine if the Network Address Translation (NAT), PROXY, or a firewall is causing the problem.
  2. Connect to an SSH 2 server elsewhere on the Internet to determine if your SSH 2 client is functioning.
  3. Ask your network administrator to perform a test from an external PC using an ISP to determine if your issue is local or remote.
  4. If you are unable to reach the server for a login after performing the previous steps, please have your network administrator call the Manufacturers' EWR Help Desk with the problem details.

Each manufacturer will have an EWR folder on the SFTP server. This folder will have the manufacturer's account name and will be the manufacturer's root map.

NOTE: You are to deposit all of your EWR files in this folder only. Do not create subfolders and place files in there as they will be deleted and the files will not be processed. 

Data Format

The correct format is YYYY-MM-DD. Other date formats will be rejected.

Data files should not exceed 2GB in size.

Data Submission Notification Status

There is a two-step notification process for manufacturers who submit aggregate and Death and Injury files using the SFTP server. Consult the appropriate Compendium document for a description of the notification process. For field report submissions, a notification is sent out when the file is accepted.

If you do not receive a notification within 8 hours of your submission, contact the EWR Manufacturer Help Desk, unless you submitted your EWR files via e-mail. If you used e-mail to submit your EWR files, then you should wait at least 24 hours if you submitted your files during business hours. If you submitted your files over the weekend (for example, Friday night) or a holiday, you should wait at least 72 hours. 

Historical Data

Manufacturers must make one submission per quarter per reporting category, starting with the third quarter of the year 2000 and ending with the second quarter of the year 2003.

NOTE: Historical data submissions cannot contain any extraneous data such as consumer complaints. If they do, they will be rejected.

Field Reports

The DNS name for the field report SFTP server is ARTFRSFTP.ODI.NHTSA.DOT.GOV.

NOTE: If you send your file to the wrong SFTP server (for example, you submit an aggregate data file to the field report server), your submission will be rejected.

The first electronic submission of non-dealer field reports will only be accepted after April 30, 2004 and must be successfully received by July 1, 2004. The Office of Defects Investigation would appreciate receiving notification (via odi.ewr@dot.gov) of readiness to submit from vehicle manufacturers with typical U.S. sales populations greater than 350,000 units per year.

A dealer field report is a field report received from a dealer or authorized service facility of a manufacturer of motor vehicles or motor vehicle equipment. Non-dealer field reports are field reports received by a manufacturer from entities known to the manufacturer as owning or operating a fleet.

You do not have to submit attachments that are associated with a field report. You only have to indicate whether the field report does or does not have attachments. If the field report that you are submitting has attachments, you indicate this by including the letter "Y" in the field report file name. For example: MFYWIDGET1-0102-070809-00001.PDF.

If you choose to submit the attachments with your field report, you should include them with the field report in one file rather than sending separate files with separate file names.

There is no template for field reports. You can use any of the following formats:

  • Portable Document Format (.PDF)
  • Tagged Image File Format (.TIF)
  • Text format (.TXT)
  • Microsoft Word format (.DOC)
  • Rich Text Format (.RTF)
  • Joint Photographic Experts Group format (.JPG)
  • HyperTextMarkup Language format (.HTML)

Field report files must be contained in a Zip archive file.

The current file naming convention applies to the field report name for the container file (e.g., 000999H041001FC.zip). For more information, refer to the Field Report Submissions (PDF, 228 KB).

The sequence number is used to identify multiple field reports for Model, Platform, Model Year, and Components. The sequence number must be unique within the container file and must start with the number 00001. If you are submitting multiple field reports, the sequence numbers must be sequential. For example, if you were submitting 100 field reports, the sequence numbers would be 1 through 100. Gaps in the sequence numbers are not permitted.

There is currently no file restriction associated with submitting zipped field reports to the SFTP server. This might change in the future, but if it does, this information will be disseminated accordingly. 

Yes, you can. Each field report must have the correct field report file name either attached to it on a separate sheet or appearing in the top margin of the first page. For more information about field report file naming conventions, refer to the Field Report Submissions page.

Legal Interpretations

Legal interpretations of the "Early Warning Reporting" Final Rule (49 CFR Part 579 Subpart C) can be found on the EWR web page.