Dash Cam / In-Cab Video Request Letter Template

Date: [Date]

Sent Via: ☐ Email ☐ Certified mail ☐ Courier ☐ Other: [Method]
Subject: Request for Dash Cam / In-Cab Video — Incident on [Date] at [Location]

To:
[Trucking Company Name]
Attn: [Safety Director / Claims / Legal Department]
[Address]
[Email/Phone]

Copy To (Optional):

• [Insurance Company / Adjuster + contact]

• [Telematics/Dashcam vendor + contact]

• [Driver name + contact]

From: [Your Full Name]
[Your Address]
[Phone] | [Email]

Re: Request for Video Footage and Related Data — [Accident/Incident Date]

Dear [Safety Director/Claims Department],

1. Purpose

1.1 I am requesting that you preserve and provide copies of all video footage and associated data related to the incident that occurred on [Date] at approximately [Time] at [Location], involving your vehicle and driver.

2. Identifying Information (If Known)

2.1 Vehicle/Unit Number: []
2.2 Plate Number: []
2.3 DOT/MC Number: []
2.4 Driver Name (If Known): []
2.5 Police Report: [Agency + report #] (if available)

3. Video Requested

3.1 Please preserve and provide the following (as applicable):

• Outward-facing dash cam video

• In-cab/inward-facing video

• Side/rear camera footage (if any)

• Audio (if recorded)

• Time stamps and metadata

3.2 Time Window Requested: From [Start Time] to [End Time] on [Date] (recommended: at least 15–30 minutes before and after the incident).
3.3 Please provide the footage in its original format, without editing, compression, or overlays, if possible.

4. Delivery Method

4.1 Please provide the footage by: ☐ secure download link ☐ USB drive ☐ other: [Method].
4.2 Please confirm in writing if there is any required authorization, fee, or process to obtain the footage.

5. Preservation Notice

5.1 This letter also serves as notice that the video and related data are relevant evidence and should not be deleted, overwritten, altered, or destroyed.

6. Response Requested

6.1 Please confirm receipt of this request and preservation of the footage by [Date].
6.2 If you are unable to provide the footage, please confirm whether it exists, who controls it, and your retention policy.

Sincerely,
[Your Full Name]

Signatures

Signature: ___________________________
Printed Name: [Your Full Name]
Date: [Date]