FOIA / Public Records Request Letter (Traffic Crash) Template

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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

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

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)

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)

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

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]

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FOIA / Public Records Request Letter (Traffic Crash) Template

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Frequently asked

FOIA / Public Records Request Letter (Traffic Crash) Template — quick answers

Reviewed July 2026 Free download, PDF & DOCX

What is a FOIA or public records request letter?

A FOIA/public records request letter is a written request to a government agency asking for copies of public records. Traffic crash records can include the police crash report, 911 calls, dispatch logs, bodycam/dashcam video, photos, and diagrams.

Who should receive the request?

Send it to the agency that created or holds the record, such as the police department, highway patrol, sheriff’s office, city traffic department, or the agency’s public records/FOIA office. If multiple agencies responded, you may need to send separate requests.

What information should you include to locate the records?

Include the crash date/time, location, names of parties (if known), incident/case number, report number, responding agency, and the officer’s name (if known). If you don’t know numbers, provide as much detail as possible.

Can you request video and 911 audio?

Often yes, but releases can be limited by privacy rules, ongoing investigations, or redaction requirements. This template asks for originals plus a redacted version if needed.

Will it cost money and how long does it take?

Agencies may charge copying or media fees and have statutory response timelines. This template asks for a fee estimate and offers to narrow the request if costs are high.

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