Why These Records Matter
A police crash report often becomes the “starting document” for an insurance claim. It typically lists the drivers and vehicles involved, where the crash happened, the investigating officer’s diagram/notes, any witnesses recorded at the scene, and whether any citations were issued. Even when a report is helpful, it is not always the final word on fault—so it’s best viewed as one piece of the overall evidence.
What to Request
- Core document: The law-enforcement crash report (often referred to as the North Carolina crash report form).
- Helpful add-ons (if available): Any supplemental pages, witness page(s), diagram page(s), and any available photos or video connected to the investigation.
How to Request Them (General Steps)
- Identify the holder: In North Carolina, crash reports investigated by law enforcement are forwarded to the North Carolina Division of Motor Vehicles (DMV). You can often request the report through DMV, and sometimes you can also request it from the investigating law-enforcement agency’s records unit.
- Provide the key locating details: The more of the items below you can provide, the easier it is to find the correct report:
- Crash date (best) or an estimated date range (for example, “early May” or “within a two-week window”).
- Crash location (city/county plus the road name/number, intersection, or nearby landmark).
- At least one driver’s name (as it would appear on a license).
- Vehicle information (plate number and/or VIN, if available).
- Investigating agency (city police vs. sheriff vs. Highway Patrol), if known.
- Report/case number (if anyone gave it to you at the scene or later).
- Authorization and payment: Many requests require a completed request form and payment of the required fee, especially when ordering through DMV. If you are requesting on behalf of someone else (for example, a family member), the agency may require proof of authority or a signed authorization depending on the request method.
- Follow-up: If you don’t receive the report, follow up with the same details you provided originally and keep a simple log of who you contacted, when, and what they said. This helps avoid duplicate requests and confusion when multiple reports exist for similar dates/locations.
What to Do If Records Are Delayed, Missing, or Incorrect
- If you can’t remember the exact date: Start by narrowing the window using phone photos (metadata), calendar entries, repair/tow paperwork, ride-share receipts, or insurance claim emails. Even a rough range plus a specific location can be enough to locate the report.
- If the road name doesn’t match what you remember: Some reports list a road number rather than the commonly used street name. Providing both (if you can) can help the search.
- If the report has errors: Minor errors happen. Agencies have their own procedures for supplements or corrections. Document what you believe is wrong and why, and request guidance from the records unit on the proper correction process.
- If there may be a related criminal investigation: A crash report is generally available, but other investigative materials may be treated differently under North Carolina public records rules for criminal investigations.
How This Applies
Apply to your facts: Because you don’t currently remember the exact accident date, the most useful next step is to gather a narrow date range and the most specific location description you can (city/county plus the road/intersection). Pair that with at least one driver name and any vehicle identifiers you have (plate/VIN). With those details, a law firm can usually submit a request to locate the correct crash report and avoid pulling the wrong file.
What the Statutes Say (Optional)
- N.C. Gen. Stat. § 20-166.1 – Requires law enforcement to prepare crash reports for reportable crashes and provides that law-enforcement crash reports are public records; certified copies are available through DMV upon request and payment of the statutory fee.
- N.C. Gen. Stat. § 132-1.4 – Explains that many criminal investigation records are not public records, which can matter if you are requesting materials beyond the basic crash report.
Conclusion
To request a North Carolina police crash report, focus on providing the details that help the DMV or the investigating agency locate the file: the crash date (or a tight date range), the location, at least one driver’s name, and any vehicle identifiers. If you don’t know the exact date yet, start by narrowing it using photos, calendars, or repair/tow paperwork. Your next step is to compile those basics into a short one-page summary for the request.
