Why These Records Matter
The crash report (often called a DMV-349 in North Carolina) is usually one of the first documents an insurance claim or injury case relies on. It can help confirm basic facts like the parties involved, the location, the investigating agency, and whether citations were issued. It can also point you to other evidence (like witnesses listed on the report), even though it is not the only proof that matters.
What to Request
- Core document: The crash report (DMV-349) for the collision.
- Helpful add-ons (if available): Any diagrams/attachments, supplemental pages, and any listed witness information.
How to Request Them (General Steps)
- Identify the holder: Start with the agency that investigated (city police, county sheriff, or State Highway Patrol). If you are not sure which agency responded, the NC DMV can often be a reliable “one-stop” option because investigated crash reports are forwarded there.
- Give the best searchable details you have: If you only know the month, provide a date range (for example, “sometime in mid-month”), the general location (city and nearby road/intersection), the drivers’ names, and the vehicles involved. If you have it, include the license plate number or the last 6–8 digits of the VIN.
- Use a signed authorization when needed: Even though crash reports are generally available, some agencies have specific request procedures. A signed authorization can reduce back-and-forth when a records unit needs to confirm identity or clarify what you are requesting.
- Follow up with a clear paper trail: Keep a simple log of who you contacted, the date, and what they said. If the search is broad (month-only), polite follow-up helps because the records staff may need time to run multiple searches.
What to Do If Records Are Delayed, Missing, or Incorrect
- If the month-only search comes up empty: Narrow the window using other “anchors,” like a tow receipt, repair estimate date, work schedule, phone photos metadata, or a bank/credit card charge from that day.
- If the location is unclear: Provide cross streets, nearby landmarks (non-identifying), or the road number if that is all you remember. Some reports list roads by number rather than the street name, which can make searches trickier if you only remember one version.
- If the report exists but is not at the local agency: Ask whether it was forwarded to the NC DMV yet. Under North Carolina law, the investigating officer must prepare a written report promptly and it is forwarded through the proper channels to the Division of Motor Vehicles.
- If something appears wrong on the report: You can document the issue and ask about the agency’s process for supplements or corrections. Not every disagreement results in a change, but it is still worth addressing early so the claim file does not rely on a mistake.
How This Applies
Apply to your situation: Since you only know the month right now, your law firm can usually start the search using your name, the Durham-area location, and the approximate date range within that month. Once you confirm the exact date (even within a day or two), it often becomes much easier for the records unit or the NC DMV to locate the correct report and avoid pulling the wrong collision.
What the Statutes Say (Optional)
- N.C. Gen. Stat. § 20-166.1 (Crash reports) – requires investigation and a written crash report for reportable crashes, and treats law-enforcement crash reports as public records available through the DMV with the required fee.
Conclusion
If you only know the month of the crash, a police department may still be able to locate the report, but the search usually works best when you can narrow the date range and provide other identifiers like the location and driver/vehicle details. In North Carolina, you can also request a certified crash report through the NC DMV after the report has been submitted. One practical next step is to pin down the date using photos, repair paperwork, or calendar records and then re-submit the request with that tighter window.
