Accident Police Report Confirmation Letter: Free Template and What to Include

If you need to request confirmation of police report reference number after an accident, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong accident police report confirmation should include.

What this letter needs to cover

• State the date, time and location of the accident
• State that the accident was reported to police
• Request written confirmation of the report reference number for insurance purposes

Why the police report reference number matters

Your insurer, the other driver's insurer, or the MIB will typically need the police report reference number to process a claim properly — without it, your claim can stall while the details of the accident are verified through other, slower means. If you weren't given this reference at the scene, or have misplaced it, requesting it formally in writing creates a clear record of your request.

What to include before you send it

• The date, time, and location of the accident as accurately as you can recall
• Any details you do have — the attending officers' names or badge numbers, or a partial reference number
• A clear request for the full police report reference number and, if needed, a copy of the report itself
• Your contact details for a response

What to do if the police have no record

If the police can't locate a record matching your description, double-check the date and the specific station or force area the accident falls under, since incidents are sometimes logged under a neighbouring force depending on exactly where they occurred. If it genuinely wasn't reported at the time, you may still be able to file a report after the fact, though this can weaken an insurance claim compared to a report made at the scene.

Frequently Asked Questions

How long do police keep accident records?
Retention periods vary by force and the nature of the incident, so it's worth requesting the reference as soon as possible rather than waiting, particularly if a claim is time-sensitive.

Is there a fee for requesting this information?
Some forces charge a small administrative fee for providing a copy of a full report, though confirming the reference number itself is often free.

[Your Name]
[Your Address, e.g. 56 Queens Road, Birmingham, B15 2TT]
[Your Telephone Number, e.g. 07700 900123]
[Recipient Name or Department, e.g. Records and Collisions Department]
[Name of Police Force, e.g. West Midlands Police]
[Police Headquarters Address, e.g. Lloyd House, Colmore Circus, Birmingham, B4 6NQ]
[Date, e.g. 19 October 2026]

Dear [Name, e.g. Officer in Charge],

Subject: Request for Confirmation of Police Accident Report

I am writing to request written confirmation of the police reference number, and if possible a copy of the police report, for a road traffic collision I was involved in.

The details of the incident are as follows:
• Police reference number: [Your reference or log number if you have it, e.g. Log 452 of 10/10/26]
• Date and time of collision: [Date and time, e.g. 10 October 2026 at 3:30 PM]
• Location of collision: [Location, e.g. Junction 6 of the M6 motorway]
• Vehicles involved: [Vehicle makes and registration numbers, e.g. Ford Focus AB12 CDE and Vauxhall Corsa XY65 ZZZ]
• Reported to the police: [How and when, e.g. at the scene to PC [name/number], or by phone on 101 on [date]]

My insurance provider needs the police reference to progress the claim. Please confirm the reference number in writing and, if there is a fee for a copy of the report, let me know the amount.

Yours sincerely,

[Your Signature]
[Your Printed Name]