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Police Crash Report Request Letter
By Serdar Arslan, editor · Last reviewed · How we research
One of the first things an adjuster or attorney will ask for is the official crash report. Many agencies now let you request reports online, so check the responding agency's website or your state's crash report portal first. If the agency accepts requests by mail, or you prefer a written record, use this letter.
Include as much identifying detail as you can: the report or incident number, date, time, location, and names of the drivers involved. Some agencies require a copy of your photo ID, proof that you were involved, and a fee, usually paid by check or money order. Confirm the current fee and payment method before you send it.
Reports can take several days or weeks to become available after a crash. Keep a copy of your letter and note the date you sent it.
[Your full name] [Your mailing address] [Your phone number] [Your email address] [Date of this letter] [Records unit name (if known)] [Police agency name] [Agency mailing address] Re: Request for crash report – Report No. [Report or incident number] Dear Records Custodian: I am requesting a copy of the crash report for a motor vehicle accident your agency responded to. The details are: Report or incident number: [Report or incident number] Date: [Date of the accident] Approximate time: [Approximate time of the accident] Location: [Accident location (street, city, state)] Other driver involved: [Other driver's name (if known)] I was involved in this accident as follows: [Your role in the accident]. Please send the complete report, including any diagrams and supplemental pages that may be released, [How you want to receive the report]. If there is a fee, a form I need to complete, or any other requirement, please let me know and I will provide it promptly. Enclosed: [Enclosures] Thank you for your help. You can reach me at [Your phone number] or [Your email address]. Sincerely, [Your full name]
Tips
- Check the agency's website first; many accept online requests and the process may be faster.
- Ask whether supplemental reports, diagrams, or photos are available separately.
- Review the report for errors. If something is wrong, ask the agency how to request a correction or add a supplemental statement.
- Send a copy of the report to your insurer and keep the original with your claim records.
Sending it and keeping proof
Keep a copy of everything you send. If a deadline or a response time matters, send letters by a method that gives you proof of delivery, such as certified mail with a return receipt, or email with a read receipt, and note the date in your claim file. Many insurers and agencies also accept uploads through an online portal, so save the confirmation screen or email.