Vehicle Manufacturers

Early Warning Reporting

Important Announcement: Updated May 6, 2020

NHTSA's Office of Defects Investigation (ODI) will be launching a new Early Warning Reporting (EWR) Manufacturer Portal on or around June 1, 2020. See below for details on training and other important information.

The new Manufacturer Portal will be the central site where manufacturers will submit aggregate data (including production, property damage, warranty claims and dealer field report counts), Non-Dealer Field Reports, Death and Injury Data, responses to Death and Injury Inquiries (DIs), responses to Comprehensive Inquires (CIs), and annual Substantially Similar Vehicles reports.

What are the benefits of the new Manufacturer Portal?

The new portal is intended to simplify and enhance the process by which manufacturers submit Early Warning Reporting (EWR) information to NHTSA as required by the Transportation Recall Enhancement, Accountability, and Documentation (TREAD) Act codified at 49 CFR Part 579. The Manufacturer Portal will allow manufacturers to:

  • Upload files directly to the NHTSA Trends Analysis Division (TAD) of ODI via a secure web portal, thereby eliminating the need for paper, email, disk and secure file transfer;
  • View historical submissions from the dashboard;
  • View the status of submissions (accepted, rejected, or in-process); and
  • Respond directly to inquiries, including uploading attachments through the portal.

What is changing?

  • Manufacturers will be required, with limited exceptions, to upload all submissions and inquiry responses related to TREAD/EWR via the Manufacturer Portal.
  • The Secure File Transfer Protocol (SFTP) servers used today for TREAD/EWR submissions will be decommissioned.
  • Aggregate data will no longer be accepted in Excel format. Manufacturers will be required to submit data in XML format. An Excel to XML converter tool will be available on the EWR Portal to assist manufacturers.
  • Submissions are to be completed by manufacturers and will no longer be uploaded by TAD or the EWR Helpdesk.
  • The EWR account management services provided on https://www-odi.nhtsa.dot.gov/ewr/login.cfm will be discontinued.
  • The data entry applications on https://www-odi.nhtsa.dot.gov/ewr/login.cfm will no longer accept Equipment and Low Volume Vehicle Death and Injury submissions.

What is staying the same?

  • The EWR reporting requirements for regulation 49 CFR Part 579 are still applicable, and there are no changes to data-reporting requirements or reporting frequency.
  • Existing primary and secondary EWR accounts will be moved to the new EWR Portal.
  • Manufacturers will be able to access historical submission information within the Manufacturer Portal.
  • The EWR Helpdesk will still be available for questions and issues at mfrewrhelpdesk@dot.gov or 202-366-3348.

What information do manufacturers need to know?

  • NHTSA will implement an EWR reporting freeze beginning on May 28, 2020, and continuing until the system is live. You will be unable to submit or amend EWR reports during this time.
  • All submissions for Q1 2020 should be submitted in the current system prior to the May 28th reporting freeze. All submissions for Q2-Q4 2020 will be submitted via the new Manufacturer Portal. 
  • Please ensure your company’s contact email is up-to-date by contacting the EWR Help Desk. This will ensure you receive all communications regarding the TREAD/EWR submission process and the new Manufacturer Portal including portal signup information, 2020 submission reminders, and related Manufacturer Portal launch activities.
  • Training material will be posted online and made available prior to system go-live.

Training (May 26-28, 2020)

To support the transition to the new system, NHTSA will conduct virtual training for manufacturers' staff who are involved with the EWR submission process. Representatives from your organization who are involved in the EWR submission process are asked to attend online training in May. Industry-specific Manufacturer Portal training will be held May 26-28, 2020. Details have been sent to the primary and secondary contacts of manufacturers who submit EWR data.

The training schedule is as follows:

Industry

Training Date/Time

Medium Heavy Duty Vehicles
Emergency Vehicles
Buses
RVs (Motorized)

Tuesday, May 26, 9 a.m. – Noon ET

Light Vehicles  

Tuesday, May 26, 1 p.m. – 4 p.m. ET

Child Restraint Systems  

Wednesday, May 27, 10 a.m. – Noon ET

Motorcycles 

Wednesday, May 27, 1 p.m. – 3 p.m. ET

Tires 

Thursday, May 28, 9 a.m. – 11 a.m. ET

Trailers (Trailer RV’s)

Thursday, May 28, Noon – 2 p.m. ET

Equipment and Low Volume 

Thursday, May 28, 2:30 p.m. – 4:30 p.m. ET

How can I learn more?

  • Check back often for status updates.
  • For all other questions, please contact the EWR Helpdesk at mfrewrhelpdesk@dot.gov or 202-366-3348.

On behalf of NHTSA, thank you for your continued partnership.

Tanya Topka

Division Chief, TAD

Status Update

Status updates will be posted here as they become available.

Overview

EWR Manufacturer Portal Login

Federal regulations mandate that vehicle and vehicle equipment manufacturers comply with Early Warning Reporting requirements. As outlined below, reporting requirements vary depending on the product and the manufacturer’s annual production volume. This information is intended to provide clarity to the public regarding existing requirements; it does not have the force and effect of law and is not meant to bind the public in any way.

Additional Information

Reporting Requirements

The following tables list the EWR submission time periods for Aggregate data, Death and Injury data, Field Reports and Substantially Similar Vehicles.

Data Type Light Vehicles 5,000 or More Annually Med/Heavy Vehicles 5,000, Emergency Vehicles 500, Bus 100, or More Annually Motorcycle 5,000 or More Annually  Trailer 5,000 or More Annually  Child Restraint System 1 or More Annually Tire 15,000 or More Annually Other Original or Replacement Motor Vehicles Equipment  Low Volume Manufactu-
rers 
Code of Federal
 Regulations
Reference
CFR 579.21 CFR 579.22 CFR 579.23 CFR 579.24 CFR 579.25 CFR 579.26 CFR 579.27 CFR 579.27
Manufacturer
Communications
x x x x x x x x
Foreign
Recalls/SSVL
x x x x x x x x
Fatality Claims
& Notices (D&I)
x x x x x x x x
Production
Counts 
x x x x x x    
Warranty
Claims
x x x x x x    
Consumer
Complains
x x x x x      
Field
Reports
x x x x x      
Property Damage Claims x x x x   x    
Injury Claims & Notices (D&I) x x x x x x    
Copies of
Non-Dealer
Field Reports
x x x x x      

|

ReportDue
 
Aggregate- Consumer ComplaintsQuarterly
Aggregate- Death ReportingQuarterly
Aggregate- Field ReportsQuarterly
Aggregate- Injury ReportingQuarterly
Aggregate- Property DamageQuarterly
Aggregate- Warranty ClaimsQuarterly
Copies of Non-Dealer Field ReportsQuarterly
Foreign RecallsWithin 5 Days of Determination
Manufacturer CommunicationsMonthly
Production DataQuarterly
Substantially Similar Vehicle ListingAnnually
Reporting Timeframes

|

YearQuarterReport TypeBegin DateEnd DateDays
 
20201Aggregate4/1/20205/28/202057
Death and Injury4/1/20205/28/202057
Field Reports4/1/20205/28/202057
20202Aggregate7/1/20208/31/202061
Death and Injury7/1/20208/31/202061
Field Reports7/1/20209/14/202075
20203Aggregate10/1/202011/30/202060
Death and Injury10/1/202011/30/202060
Field Reports10/1/202012/15/202075
Substantially Similar Vehicles8/1/202011/2/202093
20204Aggregate1/1/20213/2/202160
Death and Injury1/1/20213/2/202160
Field Reports1/1/20213/17/202175
Substantially Similar Vehicles8/1/202011/2/202093
20194Aggregate1/1/20203/2/202061
Death and Injury1/1/20203/2/202061
Field Reports1/1/20203/16/202075
Substantially Similar Vehicles8/1/201911/1/201992
20193Aggregate10/1/201912/2/201962
Death and Injury10/1/201912/2/201962
Field Reports10/1/201912/16/201976
Substantially Similar Vehicles8/1/201911/1/201992
20192Aggregate7/1/20199/2/201963
Death and Injury7/1/20199/2/201963
Field Reports7/1/20199/16/201971
20191Aggregate4/1/20195/31/201960
Death and Injury4/1/20195/31/201960
Field Reports4/1/20196/17/201977
EWR submission time periods for Aggregate data, Death and Injury data, Field Reports, and Substantially Similar Vehicles

Getting Started

Seven easy steps to set up an account and submit data using NHTSA’s Manufacturer Portal online tool.

1. Apply for an EWR manufacturer account.

  • Before you can begin submitting EWR aggregate data, death and injury data, field reports or substantially similar vehicles data to NHTSA, you must apply for an EWR account by downloading and filling out a NHTSA EWR Manufacturer Account Application.

2. Receive EWR manufacturer account information.

  • When approved, NHTSA will send you your EWR account information via email.

3. Set up Login.gov account.

  • Log in to your Manufacturer Portal account is through Login.gov, a General Services Administration (GSA) service which provides a centralized authentication gateway for secure and private access to participating government programs. Your Login.gov account and your NHTSA EWR account are linked via your email address. Your Login.gov account email and your NHTSA EWR account email must match. Otherwise, you will not be able to access the Manufacturer Portal.
  • Unless you already have an existing Login.gov account with an email that matches your EWR account email, set up your Login.gov account following their How to create an account information on their help page.
  • Login.gov is managed by a government entity outside NHTSA. If you have questions or problems creating an account or logging in via Login.gov, please contact Login.gov: visit the site and click on the Contact link at the bottom of the page. Complete and submit the form, and someone from Login.gov will respond to you.

4. Log in to the Manufacturer Portal.

  • Once you have successfully set up your Login.gov account, please test it to ensure you can log in: click the Login link at the top right of the Login.gov home page.
  • Visit the Manufacturer Portal and ensure you can log in. Navigate to the Help menu and download the User Guide and training materials which will help you understand the Manufacturer Portal features and guide you through the process of submitting EWR data and responding to inquiries.
  • If after a successful login to Login.gov you are unable to reach the Manufacturer Portal, please contact the EWR Helpdesk at mfrewrhelpdesk@dot.gov or 202-366-3348.

5. Download Excel templates and/or XML instances.

  • Download the Excel template(s) or XML instance(s) that you are planning to use for your EWR aggregate data, death and injury data and/or substantially similar. Note that the Manufacturer Portal will only accept submissions in XML. However, if you generally work in Excel, you may continue to do so and then use NHTSA’s Excel-to-XML conversion tool within the Manufacturer Portal (Tools menu) to convert your Excel to XML for submission. Additionally, for your convenience the data requirements and constraints of each column in the Excel templates are provided in a spreadsheet along with the templates. For more information, refer to the FAQs.

6. Populate XML instances.

  • Populate the XML instance(s) with manufacturer data for aggregate, death and injury and/or substantially similar submissions. Note that the Manufacturer Portal will only accept submissions in XML. However, if you generally work in Excel, you may continue to do so and then use NHTSA’s Excel-to-XML conversion tool within the Manufacturer Portal (Tools menu) to convert your Excel to XML for submission. Additionally, for your convenience the data requirements and constraints of each column in the Excel templates are provided in a spreadsheet along with the templates.

A note about file naming conventions:

Historically NHTSA has enforced file naming conventions for each of the EWR report types (aggregate, death and injury, substantially similar and field reports). As of June 1, 2020, NHTSA no longer mandates or validates the file naming conventions for these. You are free to name the files however you wish. Nonetheless, we encourage you to continue to use the historical file naming conventions to minimize changes to your process (and facilitate troubleshooting with NHTSA when you encounter submission problems). IMPORTANT: The file naming convention for field reports inside a ZIP file is still mandated and validated by NHTSA. For more information on the file naming convention requirements for individual field report files inside a field reports ZIP file, refer to Training Materials.

7. Submit data.

  • Once you have prepared your aggregate data, death and injury data and/or substantially similar data in XML, or your field reports ZIP file, you are ready to submit your manufacturer data to NHTSA via the Manufacturer Portal (Submissions menu).

Submitting Data

The U.S. State Codes and Foreign Country Names (not codes) are used in all of the EWR death and injury templates and instances.

In your EWR data, use the U.S. State Codes used by the United States Postal Service.

Use Foreign Country Names (not codes) in your EWR data. These names have been developed by the International Organization for Standardization (ISO) 3166.

When you submit EWR reports, the NHTSA system does not perform validation of foreign country names. This information will be entered as-is into our database.

The following table lists the Excel templates that are available for preparing your EWR aggregate data, death and injury data and substantially similar data. As of June 1, 2020, NHTSA does NOT support submission of these data in Excel format. NHTSA only accepts submission of these data in XML format. However, if you generally work in Excel, you may continue to do so and then use NHTSA’s Excel-to-XML conversion tool within the Manufacturer Portal (Tools menu) to convert your Excel to XML for submission. You may also find the data requirements and constraints for each column of the Excel templates helpful: download the Excel 2000-2003 or Excel 2007 and newer version. There is a single worksheet per reporting category that covers column data requirements for all EWR report files in that category.

The Excel templates with the .xls extensions can be used with Microsoft Excel 2000 and 2003. 

The Excel templates with the .xlsx extensions can be used with the latest versions of Microsoft Excel (2007 and newer). 

Report Type2000/20032007/2010NHTSA Revision NumberLast Updated
 
Buses, Medium & Heavy Vehicles Aggregate.xls.xlsx2.001/1/2015
Buses, Medium & Heavy Vehicles Death and Injury.xls.xlsx2.001/1/2015
Child Restraint Aggregate.xls.xlsx1.208/16/2006
Child Restraint Death and Injury.xls.xlsx1.208/16/2006
Equipment Death and Injury.xls.xlsx1.208/16/2006
Light Vehicles Aggregate.xls.xlsx2.001/1/2015
Light Vehicles Death and Injury.xls.xlsx2.001/1/2015
Low Volume Vehicles Death and Injury.xls.xlsx2.001/1/2015
Motorcycles Aggregate.xls.xlsx1.208/16/2006
Motorcycles Death and Injury.xls.xlsx1.208/16/2006
Substantially Similar Vehicles.xls.xlsx1.208/16/2006
Tires Aggregate.xls.xlsx1.408/16/2006
Tires Death and Injury.xls.xlsx1.208/16/2006
Trailers Aggregate.xls.xlsx1.208/16/2006
Trailers Death and Injury.xls.xlsx1.208/16/2006
EWR Excel Templates for download

The following table lists the XML instance files (.xml) that are available for use in recording EWR aggregate and death and injury data.

Report Type/XML Instance File (.xml)NHTSA Revision NumberLast Updated
 
Buses, Medium & Heavy Vehicles Aggregate2.001/1/2015
Buses, Medium & Heavy Vehicles Death and Injury2.001/1/2015
Child Restraint Aggregate1.208/11/2003
Child Restraint Death and Injury1.208/11/2003
Equipment Death and Injury1.208/11/2003
Light Vehicles Aggregate2.001/1/2015
Light Vehicles Death and Injury2.001/1/2015
Low Volume Vehicles Death and Injury2.001/1/2015
Motorcycles Aggregate1.208/11/2003
Motorcycles Death and Injury1.208/11/2003
Substantially Similar Vehicles1.208/11/2003
Tires Aggregate1.409/27/2003
Tires Death and Injury1.208/11/2003
Trailers Aggregate1.208/11/2003
Trailers Death and Injury1.208/11/2003
EWR XML Instances

The following table lists the XML schema (.xsd) that are available for use in validating EWR aggregate and death and injury data that you enter into XML data files. Once you have downloaded the schema, you may use them in conjunction with the NHTSA EWR XML Validator to validate your XML data files before you submit them to NHTSA. 

Report Type/XML Schema File (.xsd)NHTSA Revision NumberLast Updated
 
Buses, Medium & Heavy Vehicles Aggregate2.001/1/2015
Buses, Medium & Heavy Vehicles Death and Injury2.001/1/2015
Child Restraint Aggregate1.308/19/2003
Child Restraint Death and Injury1.308/19/2003
Equipment Death and Injury1.308/19/2003
Light Vehicles Aggregate2.001/1/2015
Light Vehicles Death and Injury2.001/1/2015
Low Volume Vehicles Death and Injury2.001/1/2015
Motorcycles Aggregate1.308/19/2003
Motorcycles Death and Injury1.409/12/2003
Substantially Similar Vehicles1.308/19/2003
Tires Aggregate1.509/27/2003
Tires Death and Injury1.509/27/2003
Trailers Aggregate1.308/19/2003
Trailers Death and Injury1.409/12/2003
EWR XML Schema

The XML Validator application enables you to validate your XML documents against the specified XML schema before you submit your EWR data to NHTSA.

 

Prerequisites for Using the NHTSA EWR XML Validator

Before you can use the NHTSA EWR XML Validator, make sure you have the following installed on your PC:

  • Microsoft MSXML 4.0 Parser
  • Microsoft Internet Explorer 6.0 or greater

Installing MSXML 4.0 Service Pack 2

Before you can use the NHTSA EWR XML Validator, you must install Microsoft MSXML 4.0 Service Pack 2 (SP2). Use the following procedure:

  1. Click on the following link to access the Downloads page on the Microsoft website (URL: http://www.microsoft.com/downloads/): MSXML 4.0
  2. Click on msxml.msi to download the file. The File Download dialog box appears.
  3. Click the Open button to begin the download process. Once the file is downloaded to your PC, the MSXML 4.0 SP2 Parser and SDK Setup dialog box appears.
  4. Click Next. The License Agreement dialog box appears.
  5. Select the I accept the terms of the License Agreement radio button. The Next button is activated.
  6. Click the Next button. The Customer Information dialog box appears. Your name and your organization name appear automatically in the User Name and Org. fields.
  7. Click Next. The Choose Setup Type dialog box appears.
  8. Click Install Now. The Completing MSXML 4.0 SP2 Parser and SDK Setup Wizard dialog box appears.
  9. Click the Finish button to finish the installation process. The MSXML 4.0 SP2 Parser is installed in the background, which means that it does not appear either on the Start menu or as an icon on your desktop.

To verify that the MSXML 4.0 SP2 Parser is installed on your machine, select Settings from the Start menu and then double-click on Add/Remove Programs to see the list of programs currently installed. The MSXML 4.0 SP2 Parser and SDK should appear in the program list.

 

Enabling Active Scripting

Before you can use the NHTSA EWR XML Validator, you must make sure that you have Active Scripting enabled in your browser. The NHTSA EWR XML Validator will not work unless this feature is enabled. Use the following procedure:

  1. Open a browser window.
  2. Select Internet Options from the Tools menu. The Internet Options dialog box appears.
  3. Click on the Security tab.
  4. Click on the Local Intranet icon and then click the Custom Level button. The Security Settings dialog box appears.
  5. Scroll down to Scripting/Active Scripting and select the Enable radio button.
  6. Restart your browser.

You are now ready to download the NHTSA EWR XML Validator. The NHTSA EWR XML Validator enables you to validate your EWR XML documents against the specified XML schema.

 

Downloading the NHTSA EWR XML Validator

  1. Download the NHTSA EWR XML Validator .zip file to a directory on your local machine: NHTSAEWRXMLValidator.zip
  2. Use an archive utility to unzip the file.
  3. Double-click on the NHTSA EWR XML Validator icon. For more information, see the context-sensitive help associated with the NHTSA EWR XML Validator. You can access the help by clicking on the Help button from within the NHTSA EWR XML Validator.

Support Documents

To apply for an EWR account, complete this application and send it to NHTSA via email (preferred) at mfrewrhelpdesk@dot.gov, or fax it to 202-366-7882.

NHTSA EWR Manufacturer Account Application: Word | PDF 

Directions for filling out the application are included with the application. 

NOTE: Manufacturers of equipment and low-volume vehicles that DO NOT sell substantially similar vehicles in foreign countries do not need an EWR ID unless they are reporting death incidents. NHTSA will not issue a manufacturer an EWR ID unless the manufacturer is planning to report death incidents.

To access the User Guide, log into the Manufacturer Portal then go to the help menu and download the User Guide. More information is available in our FAQ section.

Manufacturer Portal Training
 
DownloadMedium Heavy Duty Vehicles, Emergency Vehicles, Buses, RVs (Motorized), Light Vehicles, Motorcycles, Trailers (Trailer RV’s)
Download PDF, 3.49 MBChild Restraint Systems
Download PDF, 3.36 MBTires
Download PDF, 3.35 MBEquipment and Low Volume
Manufacturer Portal Training download links

A request may be submitted for confidential treatment of certain Early Warning Reporting data to NHTSA.

Confidentiality is covered by 49 CFR Part 512.

New process for COVID-19.

Data Search