To get a copy of a police report, contact the records division of the department that responded to the incident, show a government-issued photo ID, provide the report number or enough details to locate the file, and pay the copy fee. Most departments accept requests in person, by mail, or through an online portal, and reports are usually ready anywhere from a few business days to a few weeks after the incident, depending on how complex the case is.
Who Can Get a Full Copy
Departments restrict access to protect the privacy of victims, witnesses, and anyone else named in the file, so not everyone who asks receives the same document. The people most likely to receive a complete, unredacted copy are victims of the reported crime or incident, anyone directly involved in an accident, and owners of property that was damaged or stolen. Attorneys and insurance companies handling a related claim can also request copies, typically by showing written authorization or proof of representation.
If you were arrested or named as a suspect, most agencies will not hand you the report directly. You’ll need to go through your defense attorney, who obtains it through the criminal discovery process rather than a standard records request.
Members of the general public can still request reports in most jurisdictions through state open records or freedom of information laws. The version you receive, though, will often be heavily redacted. Departments routinely remove witness names, victim contact information, Social Security numbers, and other details that could compromise someone’s safety or privacy.
What to Gather Before You Ask
Having the right information on hand makes the difference between a five-minute request and multiple return trips. Before contacting the department, collect:
- The report number, sometimes called an incident number, event number, or case number. The responding officer usually provides this at the scene or on any paperwork you were given.
- Date, time, and location of the incident. If you don’t have the report number, these details are the next best way for staff to locate the file.
- Full legal names of the people involved: drivers, victims, suspects, or other parties.
- Vehicle information for traffic accidents, including license plate numbers and vehicle descriptions.
- A government-issued photo ID such as a driver’s license, state ID, or passport.
You’ll also need to state your connection to the incident. Departments use that to decide whether you’re entitled to the full report or only a redacted public version.
How to Submit the Request
Departments typically accept requests through three channels. Which is fastest depends on the agency.
In Person
Visit the records division at the department that responded. Bring your ID, the report number if you have it, and a way to pay the fee. Smaller departments sometimes produce the report while you wait; larger agencies may ask you to come back or mail it. This is often the fastest option for straightforward requests because staff can verify your identity on the spot and answer questions about the report’s status.
By Mail
Send the department’s request form, usually downloadable from its website, along with a photocopy of your ID and a check or money order for the fee. Mail requests are slower and add the risk of postal delays, but they work if you live far from the department or cannot visit during business hours.
Online
A growing number of departments offer online portals where you can submit a request, upload your ID, and pay electronically. Some agencies use third-party platforms like LexisNexis BuyCrash or similar services that partner with law enforcement to distribute accident reports. The tradeoff is that third-party services sometimes charge a higher fee than the department itself, so check the department’s own website first.
When the Report Will Be Ready and What It Costs
Officers have to write the report, a supervisor usually reviews it, and the file has to be entered into the department’s records system before anyone can hand you a copy. For minor incidents like fender-benders or simple theft reports, that process usually takes three to ten business days. Incidents involving serious injuries, fatalities, or complex investigations can take several weeks or longer, especially while the case remains under active investigation.
Fees vary widely. Some departments provide reports at no charge, especially to victims and directly involved parties. Others charge a flat fee, commonly $5 to $15 for the first several pages, with roughly $0.25 per additional page. Third-party online services may add their own charge on top. Many agencies aim to fulfill requests within five to thirty days after the report has been finalized. If you haven’t heard back after a reasonable period, follow up with the records division rather than submitting a duplicate request, which can slow things down.
If you need documentation quickly for an insurance claim, ask the responding officer at the scene for the report number and the name of the department that will hold the file. Some insurance companies will begin processing your claim with just the report number and a description of what happened, then request the full report later.
Standard Copy or Certified Copy
By default, you’ll receive a standard copy: a regular printout or PDF that works fine for filing an insurance claim, reviewing what happened, or sharing with your attorney for case evaluation. Most people never need anything more.
A certified copy bears an official seal and signature from the records custodian, authenticating the document as a true and complete reproduction of the original. Courts sometimes require certified copies when the report is being submitted as evidence, because an uncertified report may not meet authentication requirements. If your attorney says you need the report for court, ask specifically for a certified copy. Departments typically charge a small surcharge for certification on top of the standard fee.
If Your Request Is Denied
A denial doesn’t necessarily mean you’ll never get the report. It usually means the timing or circumstances aren’t right. Common reasons include:
- Active investigation. This is the most frequent basis for denial. Federal open-records law recognizes it explicitly, allowing agencies to withhold records compiled for law enforcement purposes when disclosure could reasonably be expected to interfere with enforcement proceedings or endanger someone’s physical safety.1Office of the Law Revision Counsel. 5 USC 552
- Juvenile involvement. Reports involving minors are generally confidential under state law, and even directly involved adults may receive only a redacted version.
- Sealed or expunged records. If a court has ordered the record sealed or expunged, the department cannot legally release it to anyone.
- You’re not an authorized requester. If you can’t demonstrate a direct connection to the incident and you’re asking for the full unredacted report, you may be offered only the redacted public version.
Start by asking the department for a written explanation. Most state open-records laws require agencies to specify the legal basis for withholding a document. If the denial is based on an active investigation, the simplest path is to wait; once the case closes, the report generally becomes a public record. Set a reminder to re-request in 30 to 60 days.
If you believe the denial is improper, every state has an appeal mechanism built into its public records law. The process typically involves filing a written appeal with a designated oversight body, often the state attorney general’s office or a public records ombudsman. As a last resort, you can petition a court to order release, though that step usually isn’t worth the cost unless the report is critical to a legal case.
What Will Be Blacked Out
Even when your request is approved, don’t expect to see every detail from the original report. Several layers of privacy law control what can be released.
For traffic accident reports, the Driver’s Privacy Protection Act limits how personal information from motor vehicle records can be shared. The law carves out exceptions for certain uses, including insurance claims investigations, court proceedings, and government functions, but prohibits releasing personal details for most other purposes.2Office of the Law Revision Counsel. 18 USC 2721 – Prohibition on Release and Use of Certain Personal Information From State Motor Vehicle Records An accident report you obtain through a public records request may have names, addresses, and driver’s license numbers blacked out, while the same report sent to your insurance company can be more complete because insurers qualify for a specific exception.
Beyond the DPPA, departments apply their own redaction standards based on state privacy statutes. Common redactions include Social Security numbers, dates of birth, home addresses of witnesses, contact information for confidential informants, and any details that could identify a minor. The federal FOIA framework reflects similar principles, allowing agencies to withhold information that would constitute an unwarranted invasion of personal privacy or reveal the identity of a confidential source.1Office of the Law Revision Counsel. 5 USC 552