What Is a Police Incident Report?
A police incident report is a formal document created by law enforcement officers at the scene of an incident — a car accident, theft, assault, domestic disturbance, or any other event requiring police response. The report records what officers observed, statements from involved parties, and the preliminary findings of the responding officer.
Police incident reports are generally public records under state open records laws, unless an exemption applies (such as an ongoing investigation or information about a minor).
Who Holds Police Incident Reports?
Reports are held by the department that responded to the incident:
- City or town police department — most urban and suburban incidents
- County sheriff's office — incidents in unincorporated county areas
- State police or highway patrol — highway crashes and incidents on state roads
The fastest way to identify the right department: look at the incident number or case number on any paperwork you received at the scene. The letterhead identifies the reporting agency.
What You Need to Request a Report
Most agencies require one or more of these identifiers:
- Incident or case number (most reliable)
- Date, time, and location of the incident
- Names of parties involved
- Your relationship to the incident (victim, witness, involved party)
How to Get a Report: Three Methods
1. Online Portal (Fastest)
Most major police departments now use online records request systems — JustFOIA, GovQA, Axon Records, or their own portal. Search "[Department Name] public records request" or "[Department Name] police report online." Many departments provide crash reports through Lexis Nexis or Carfax for insurance purposes within days.
2. In Person
Visit the records division of the department during business hours. Bring a government-issued ID and any incident information you have. Many departments can provide reports same-day for traffic crashes and minor incidents.
3. By Mail or Email
Submit a written public records request to the department's records custodian. Include your contact information, the incident details, and cite the relevant state public records law. Use our Request Letter Generator to create a properly formatted request.
Typical Fees
| Report Type | Typical Fee Range | Notes |
|---|---|---|
| Traffic crash report | $5–$25 | Often available through Lexis Nexis or Carfax for insurance |
| Incident report (paper copy) | $0.10–$0.50/page | Many departments provide PDFs for free |
| Incident report (digital) | Often free | Increasingly provided at no cost through online portals |
| Supplemental reports | Varies | May require a separate request per supplement |
Common Exemptions
Agencies may withhold or redact portions of incident reports for:
- Active criminal investigations — the investigation exemption is temporary
- Identity of minors — juveniles are typically protected
- Victim confidentiality — some states protect domestic violence or sexual assault victims
- Personal information of third parties — SSNs, driver's license numbers are often redacted
If a report is withheld, the agency must cite a specific exemption. If denied, see our guide to challenging a denial.