By Serdar Arslan, editor · Last reviewed · 7 min read · How we research
"Do you have the police report number?" is often the first thing an adjuster asks. It records who was involved, where and when the crash happened, the vehicles, the insurance information people gave, and usually the officer's notes and a diagram. It is not the final word on who was at fault, but it carries real weight in how a claim is handled.
Below: where reports are kept, how to request yours, rough costs and wait times, and how to deal with an error.
Why the crash report matters
A few reasons to get your copy early:
- It identifies the other driver and their insurer. If you didn't get everything at the scene, the report often fills in the gaps.
- It creates an independent record. The officer is not a party to your claim, so adjusters tend to give the report more weight than either driver's memory.
- It may include witness names. Witnesses who left before you could talk to them are sometimes listed.
- It may note citations. A ticket for running a red light or following too closely is not proof of fault in a civil claim, but adjusters look at it.
- It helps with deadlines. The report confirms the date of the crash, which starts the clock on your state's statute of limitations.
The National Association of Insurance Commissioners (NAIC) recommends writing down the officer's badge number and the accident report number at the scene. Those two details make the request process much easier later.
Step 1: Figure out which agency took the report
There is no single national crash report database. The report is kept by the agency that responded, and sometimes also by a state agency that collects reports from all police departments.
| Who responded | Where the report usually lives |
|---|---|
| City or town police | That police department's records unit |
| County sheriff | The sheriff's office records division |
| State police or highway patrol | The state police, or a state DMV or transportation agency |
| Toll road or turnpike police | Sometimes a separate authority |
| Campus or transit police | That institution's public safety office |
Some states route all requests through one central office. In Massachusetts, for example, you request police crash reports from the Registry of Motor Vehicles (RMV). In Virginia, the DMV handles requests for police crash reports. In New York, the State Police direct most requests to the DMV, while crashes on the Thruway go to the Thruway Authority.
If you're not sure which agency responded, look at any card or slip the officer gave you. It usually lists the agency name and a report or incident number. You can also call the non-emergency line of the local police department and ask.
Step 2: Wait until the report is ready
Don't expect it the next morning. The officer has to finish writing it, a supervisor may need to approve it, and it then has to be entered into the records system.
Examples from official sources:
- Massachusetts: The RMV says to wait at least 4 weeks after the crash before you submit a request, and to allow about 4 weeks for processing.
- New York State Police: Reports are generally available within about thirty days, though processing can vary.
If you request too early, the agency may tell you the report isn't on file yet. That doesn't mean there is no report. Wait a week or two and try again.
Step 3: Gather the information you'll need
Most agencies ask for some or all of the following:
- Date, time, and location of the crash (street names, mile marker, city, county)
- Report or incident number, if you have it
- Names of the drivers involved
- Your role in the crash (driver, passenger, owner, injured person, witness)
- Your driver's license number or other ID
- Payment for the fee
Some systems ask for more. The Massachusetts online request for individuals, for example, asks for your license or permit number, name, date of birth, Social Security number, and email address.
Step 4: Confirm you are allowed to get a copy
Crash reports contain personal information, so many states limit who can get a full copy. Eligible requesters usually include:
- Drivers, passengers, and injured people
- Vehicle and property owners
- A personal representative or next of kin of someone who died
- Parents or guardians of an injured minor
- Attorneys and insurance company representatives acting for an involved person
Virginia's DMV, for example, lists drivers, passengers, injured persons, owners, personal representatives, attorneys, authorized insurers, and parents or guardians of an injured or killed minor as eligible. If you weren't involved, you may only be able to get a redacted version, or none at all.
Step 5: Submit your request
Most agencies offer at least one of these:
Online
Many states and large police departments have an online portal. You fill in the crash details, pay by card, and download a PDF or receive it by email. Massachusetts uses its myRMV online service center for this.
By mail
Mail-in requests usually require a completed form, a copy of your ID, and a check or money order. New York uses form MV-198C for DMV crash report requests. Virginia accepts a written request or its Information Request Form by mail.
In person or by fax
Some agencies let you walk in to a records counter or a DMV office. Virginia allows in-person requests at DMV customer service centers and also accepts requests by fax.
What it costs
Fees vary widely. Two examples from official sites:
| State | Agency | Fee noted on official site |
|---|---|---|
| Massachusetts | Registry of Motor Vehicles | $20 non-refundable search fee per report |
| Virginia | DMV | $8 per report, refunded if no report is found |
Local police departments set their own fees. Some charge a few dollars; others charge more for certified copies or extra pages such as photos or diagrams. Check the agency's website before you pay.
Step 6: Read the report carefully
Before the report goes in a drawer, read it with a pen in hand. Officers working a busy shift transpose plate numbers and misspell names more often than you'd think. Check:
- Names, addresses, and dates of birth
- License plate numbers and vehicle descriptions
- Insurance company names and policy numbers
- Crash date, time, and location
- Direction of travel and the diagram
- Witness names
- Any statement attributed to you
- Codes for contributing factors (many states use number codes explained on a separate key)
If the report uses codes you don't understand, look for a "crash report instruction manual" or "code sheet" on the state DMV or state police website.
What to do if the report has a mistake
The fix depends on what kind of mistake it is.
Factual errors (wrong plate, misspelled name, wrong insurer, wrong street) are often easier to correct. Contact the records unit or the reporting officer, explain the error, and provide proof such as your registration or insurance card. Ask whether they can issue a supplement or amended report.
Disagreements about what happened are harder. Officers usually won't change their opinion of how the crash happened just because you disagree. You can often ask to add your own written statement to the file. Even if the agency won't attach it, send a copy of your statement to the insurance adjusters so your account is on record.
Keep copies of everything you send and write down who you spoke with and when.
If there's no police report
Sometimes police don't come to the scene, especially for minor crashes with no injuries. In that case:
- Ask the local police department whether you can file a report at the station or online after the fact.
- Check whether your state requires drivers to file their own crash report with the DMV. New York, for example, requires drivers to file a Civilian Accident Report (MV-104) within 10 days if property damage is $1,001 or more. This is separate from getting a copy of the police report.
- Write your own detailed account and gather photos and witness contacts.
The NAIC notes that filing an incident report yourself, even after the fact, can still help your claim. Our state law pages list crash-reporting rules for each state.
Using the report in your claim
Once you have the report:
- Send a copy to your own insurer and to the other driver's insurer, or confirm that they already have it.
- Keep the original in your crash file with your photos and medical records.
- Compare what the report says with your own notes. If they differ, be ready to explain why with evidence.
- Use the report's details when you complete our evidence checklist.
If the report says you were partly at fault, that doesn't automatically end your claim. Many states split responsibility between drivers. Try our comparative fault calculator to see how your state's rule could affect a recovery.
Quick recap
- Whichever agency responded keeps the report. Some states also keep a copy at a central DMV or state police office.
- Give it a few weeks. Reports are rarely ready right away.
- Have the date, location, report number, and your ID in front of you when you request it.
- Fees and request methods differ by state and agency, so check the official website first.
- Go through the report line by line, and ask the agency to correct any factual error.
- No officer at the scene? Find out whether you have to file your own report with the state.