FOIA / Public Records Request Letter (Traffic Crash) Template

Date: [Date]

Sent Via: ☐ Email ☐ Online portal ☐ Certified mail ☐ Hand delivery ☐ Other: [Method]

To (Agency / Public Records Officer):
[Agency Name]
Attn: Public Records / FOIA Officer
[Agency Address]
[Email] | [Phone] (if known)

From (Requestor): [Your Full Name]
[Your Address]
[City, State, ZIP]
[Phone] | [Email]

Re: Public Records Request — Traffic Crash on [Crash Date] at [Location]

1. Request Under Public Records Law

1.1 I am requesting access to and copies of public records related to a traffic crash that occurred on [Crash Date] at approximately [Time] at/near [Exact Location / Intersection / Mile Marker].
1.2 If your office is not the custodian of these records, please forward this request to the appropriate custodian or advise me where to direct it.

2. Identifying Information to Help Locate Records

2.1 Crash Date/Time: [Date] at [Time] (approx.).
2.2 Location: [Street/Intersection/Highway + direction + mile marker].
2.3 Case / Incident / Report No. (If Known): [Number].
2.4 Officer Name/Badge (If Known): [Name/Badge].
2.5 Vehicles/Parties (If Known): [Names and/or vehicle descriptions].
2.6 EMS/Fire Response (If Known): [Agency names].
2.7 Citation No. (If Known): [Number].

3. Records Requested (Non-Exhaustive)

3.1 Please provide copies of the following records, to the extent they exist and are maintained by your agency:

A. Reports and Narratives

• Traffic crash report and any supplements/amendments

• Officer narratives, notes, and witness statements collected by the agency

• Citations issued and any related citation notes

B. Audio/Video

• Body-worn camera (BWC) video for responding officers

• Dashcam/in-car video (including audio)

• 911 call audio and recordings related to the incident

• Dispatch audio/radio traffic related to the incident

C. Scene Documentation

• Photographs taken by officers or agency personnel

• Diagrams, measurements, field sketches, and reconstruction materials (if any)

• Property/evidence inventory logs (if any)

D. Dispatch and Administrative Records

• CAD logs, dispatch logs, and incident history

• Call sheets, unit response logs, and time stamps for responding units

• Tow/impound records generated by the agency (if any)

E. Other Related Materials (If Applicable)

• DUI/impairment testing documents (if any), in redacted form if required

• Any internal crash review documentation, if releasable

4. Format and Delivery

4.1 Please provide records in electronic format where available: ☐ PDF ☐ MP4 ☐ WAV ☐ other: [Format].
4.2 Delivery method: ☐ email ☐ secure download link ☐ CD/USB ☐ portal pickup ☐ other: [Method].
4.3 If any record must be redacted, please provide the redacted version and identify the legal basis for each withholding/redaction.

5. Date Range (If Needed)

5.1 If your system requires a date range, please search from [Start Date/Time] to [End Date/Time] (recommended: at least 2 hours before through 2 hours after the crash).

6. Fees and Cost Limit

6.1 If fees apply, please provide a written fee estimate before processing if the total cost will exceed $[Amount].
6.2 If costs are high, please contact me so I can narrow or prioritize the request.

7. Clarifications and Partial Production

7.1 If some records are available sooner than others, please provide them on a rolling basis.
7.2 If any portion of this request is unclear, please contact me at [Phone/Email] and I will clarify promptly.

8. Requestor Statement (Optional)

8.1 This request is made for lawful purposes, including evaluating the facts and circumstances of the crash and obtaining accurate public records.

Sincerely,
[Your Full Name]

Signatures

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