Dash Cam / In-Cab Video Request Letter Template

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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]

[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

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]

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Dash Cam / In-Cab Video Request Letter Template

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Dash Cam / In-Cab Video Request Letter Template — quick answers

Reviewed July 2026 Free download, PDF & DOCX

What is a dash cam or in-cab video request letter?

A Dash Cam / In-Cab Video Request Letter is a written request asking a trucking company, insurer, or vendor to preserve and provide copies of video footage related to an incident. Video can be overwritten quickly, so sending a written request creates a record and helps preserve the evidence.

Who should receive the request?

Often it goes to the trucking company and its claims or safety department. You can also send a copy to the insurance adjuster and any vendor known to hold the footage. This template includes a “copy to” section.

What should you request?

Request both outward-facing and inward-facing footage, plus any audio, metadata (time stamps), and related clips before and after the incident (often 10–30 minutes). This template includes a customizable time window.

Will they provide the video voluntarily?

Sometimes, but not always. Even if they won’t provide it immediately, the request helps preserve the footage and documents your attempt. You may need formal discovery later.

What should you avoid saying?

Avoid admissions of fault. Keep the request factual and focused on the incident, the timeframe, and delivery method.

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