Police Friend Representation Request Letter: Free Template and What to Include

If you need to formally confirm your chosen representative for a misconduct investigation or hearing, 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 police friend representation request should include.

What this letter needs to cover

• Confirm the investigation or hearing reference and date
• Name the chosen representative
• State this is a formal exercise of the officer's right to representation during the process
• Request confirmation the representative's attendance has been noted
• Ask for reasonable notice of any changes to dates

Your right to representation during a misconduct process

Under the Police (Conduct) Regulations, officers facing a misconduct investigation or hearing have a right to be accompanied and represented, typically by a Police Federation representative or a solicitor for the most serious cases — formally confirming your chosen representative in writing ensures this is properly recorded.

What to include before you send it

• Reference to the specific misconduct matter and any hearing or interview date
• Confirmation of your chosen representative's name and role
• A request for confirmation that this has been noted for the process
• Any request for the representative to receive relevant documentation in advance

Why confirming this early in the process matters

Ensuring your representative is confirmed and has access to relevant evidence well before any hearing gives them proper time to prepare and support you effectively — leaving this until the last minute can genuinely disadvantage your position.

Frequently Asked Questions

Am I entitled to a solicitor, or only a Police Federation representative?
This depends on the severity of the matter — for the most serious cases (potential dismissal), you're generally entitled to legal representation, while less serious matters may be limited to a police friend or Federation representative.

Can I change my chosen representative later in the process?
Generally yes, though it's worth doing so as early as possible to avoid disrupting proceedings or timelines already in motion.

[Your Name / Rank / Role]
[Your Department / Station]
[Your Address and Postcode]
[Your Email Address]
[Name of Investigator / Meeting Chair]
[Name of Police Force]
[Address]
[Postcode]
[Date]

Dear [Name],

Subject: My representative for [meeting / interview / hearing] – Reference: [Case Reference]

I am writing about the [type of meeting, e.g. misconduct interview / misconduct hearing] on [Date], reference [Case Reference].

Under the Police (Conduct) Regulations, I have the right to be accompanied and represented. My chosen representative is [Name, Role, e.g. Police Federation representative / solicitor].

Please:
• confirm that my representative's attendance has been noted;
• copy all correspondence and documents about this matter to them at [Representative's Email Address]; and
• give us reasonable notice of any change to the date or time.

Yours sincerely,

[Your Signature]
[Your Printed Name]