← Evidence letters

Suspect Notification Request to Police Department

Send toPolice department or fire marshal
WhenHit-and-run, vandalism, or break-in with no suspect named yet

💡 When to use it

Send this letter to the police department or fire marshal when a loss was caused by a crime, like arson, vandalism, theft, or a hit-and-run, and no suspect has been identified yet. You'll use it most for hit-and-runs and vandalism or break-ins. It asks for a copy of the report and asks the department to contact you if a suspect is identified, charged, or arrested, or if property is recovered. That way you can send the Restitution Request to Prosecutor in time.

  • Send it early. Mail it as soon as you have the report number.
  • Address it to the right person. Send it to the investigating officer or detective if the report names one, with a copy to the records unit.
  • Expect a records request process. Many departments require their own form or a small fee for a report copy. Check their website first and include the form if needed.
  • Keep it neutral. You're asking to be kept informed, not asking the police to take any action for your client.
  • Diary a follow-up every 60 to 90 days. Ask whether there are any updates on the case.
  • Watch the statute of limitations. If a suspect is found later, you still need time to pursue them. Check the deadline for your state and loss type.
  • Sign up for victim notices if available. Some states have automated victim notification systems for criminal cases once someone is charged.

Next step: if the department reports that charges were filed, send the Restitution Request to Prosecutor.

✉️ The letter

Fill in the boxes and the letter updates as you type. Anything you leave blank stays [in brackets]. What you type stays on your device. Free downloads and prints include a light Subrobuddy watermark.

[Police Department or Fire Marshal's Office Name]
Attn: [Investigating Officer or Detective, Badge No.] / Records Unit
[Street Address]
[City, State ZIP]

[Today's Date]

RE: Request for Report and Suspect Notification

Report / Incident No.: [Report Number]
Date of Incident: [Date of Loss]
Incident Location: [Loss Address]		Property Owner: [Insured's Name]
Type of Incident: [Arson / Vandalism / Theft / Hit-and-Run / Other]
Insurer: [Client Name], Claim No. [Client Claim Number]

Dear [Officer or Detective Name / Records Unit]:

[Your Company Name] is the recovery agent for [Client Name], which insures [Insured's Name]. On [Date of Loss], property at [Loss Location] was damaged in the incident described in the report listed above. [Client Name] insures this property and has an interest in recovering any payments it makes from the person responsible.

We understand that no suspect has been identified at this time. We respectfully ask for the following:

  1. A copy of the report, including any supplements, photographs, and witness information you are able to release. [Our records request form and fee of $[Amount] are enclosed.]
  2. Notice if a suspect is identified, charged, or arrested, including the person's name and the court and case number if charges are filed.
  3. Notice if any property is recovered, so we can coordinate with the owner.
  4. The name of the prosecutor's office that would handle the case, if charges are filed.

This information will allow us to ask the court to include our client's losses in any restitution order. We will not interfere with your investigation, and we're happy to provide any records that may help, such as photos, repair estimates, or the list of damaged or stolen items.

Please send updates to me using the contact information below. Our reference number is [Your File Number].

Thank you for your help.

Sincerely,

[Name]
[Title]
[Company]
[Address]
[Phone] · [Email]

cc: [Insured's Name]

Enclosures

  1. [Records request form and fee, if required]
  2. [Optional: list of damaged or stolen items, photos, estimates]