Police departments serve as a critical link between citizens and law enforcement. Many situations call for written communication with police officials, from reporting a crime to thanking officers for their service. Properly structured letters help authorities address your concerns efficiently.
Want to know how to write an effective letter to the police? This guide provides examples covering various scenarios you might face. Each sample follows proper formatting and includes key details police need to take action.
Sample Letters of Notification to Police
Here are fifteen sample letters you can use as templates when communicating with your local police department.
1. Reporting a Theft
Subject: Reporting of Stolen Personal Property
Date: February 24, 2025
From:
Jane Wilson
123 Oak Street
Portland, OR 97205
Phone: (503) 555-7890
Email: janewilson@email.com
To: Portland Police Department
1111 SW 2nd Avenue
Portland, OR 97204
Dear Officer,
This letter serves as a formal notification regarding a theft that occurred at my residence on February 22, 2025, between 8:00 AM and 6:30 PM while my family and I were away from home.
Upon returning, we discovered that our side door had been forced open, with visible damage to the door frame and lock. The following items were taken from our home:
1. Dell XPS laptop computer (Serial Number: XPS78932JK), valued at approximately $1,200 2. Sony digital camera (Model: A7III, Serial Number: 875493021), valued at approximately $2,000 3. Wedding ring set with 1-carat diamond in white gold setting, valued at approximately $3,500 4. Cash amount of approximately $300 from the dresser drawer in the master bedroom 5. Various pieces of costume jewelry from the jewelry box on the dresser
I have photos of most of these items and receipts for the electronics, which I can provide upon request. Our home has no security cameras, but our neighbor across the street mentioned they might have footage from their doorbell camera that could show vehicles that were on our street during that time frame.
We have not touched anything in the areas where the thief or thieves appeared to search through our belongings. The side door remains damaged but was secured with a temporary lock after your responding officer left our home last night.
Your officer provided me with case number PT-2025-0224 when responding to our initial call. I would appreciate being kept informed of any developments in this case and would be grateful for any guidance on preventing such incidents in the future.
Thank you for your attention to this matter. Please contact me at your earliest convenience if you need additional information or have questions about the incident.
Sincerely,
Jane Wilson
Resident
2. Reporting Suspicious Activity
Subject: Ongoing Suspicious Activity in Riverdale Neighborhood
Date: February 24, 2025
From:
Michael Chen
456 Maple Avenue
Chicago, IL 60608
Phone: (312) 555-1234
Email: mchen@email.com
To:
Chicago Police Department
Community Liaison Officer
1234 S. Michigan Avenue
Chicago, IL 60605
Dear Community Liaison Officer,
This letter is to notify your department about concerning patterns of suspicious activity I have observed in our Riverdale neighborhood over the past three weeks. As a resident who has lived here for over fifteen years, these behaviors stand out as unusual and potentially related to criminal activity.
The suspicious activity typically occurs between 11:00 PM and 2:00 AM, primarily on Tuesday and Thursday nights. A dark-colored sedan with tinted windows and what appears to be a partially obscured license plate parks near the corner of Maple Avenue and 10th Street. The vehicle usually stays for 30-45 minutes while two individuals exit and walk down the street, occasionally approaching houses with no lights on and testing door handles of parked cars.
On at least three occasions, February 10th, February 17th, and February 22nd, I observed brief meetings between these individuals and people arriving in different vehicles, with what appeared to be small packages exchanged. The interactions are quick, lasting only a minute or two before everyone leaves the area.
Several neighbors have reported finding their cars rummaged through in the morning, though in most cases nothing valuable was taken. Mrs. Johnson at 460 Maple Avenue had her garage broken into last week, and tools were stolen.
I have started documenting these occurrences with dates and times. Last night, I was able to note a partial license plate: IL B7G or B7C followed by three numbers I could not make out clearly due to distance and poor lighting. One individual appears to be a tall, thin man wearing a dark hoodie, while the other is shorter with a stocky build, typically wearing a baseball cap.
Our neighborhood watch group has discussed increasing our vigilance, but we feel this pattern suggests organized activity that should be brought to the attention of law enforcement. We are concerned this could escalate beyond property crimes if left unchecked.
Please let me know if you would like additional details or if someone from your department could attend our next neighborhood watch meeting to advise us on appropriate actions to take as concerned citizens.
Thank you for your service to our community and your attention to this matter.
Respectfully,
Michael Chen
Riverdale Neighborhood Watch Coordinator
3. Noise Complaint
Subject: Ongoing Noise Disturbances from Commercial Property
Date: February 24, 2025
From: Sarah Johnson 789 Pine Street, Apt 3B Boston, MA 02116 Phone: (617) 555-8765 Email: sjohnson@email.com
To:
Boston Police Department Non-Emergency Division 1 Schroeder Plaza Boston, MA 02120
Dear Officer,
This letter documents an ongoing noise issue affecting multiple residents in our apartment building. The disturbances originate from the newly opened nightclub “Rhythm” at 790 Pine Street, directly adjacent to our residential building.
Since the establishment opened six weeks ago, residents have experienced excessive noise five nights per week, typically beginning at 10:00 PM and continuing until 2:30 AM. Despite multiple attempts to resolve this issue directly with the management of Rhythm, the situation has only worsened over time.
The noise includes extremely loud music with heavy bass that causes our windows and walls to vibrate, patrons shouting in the parking lot during smoking breaks, and sounds of bottles being emptied into outdoor dumpsters throughout the night. The volume consistently exceeds what should be reasonable for a mixed residential area and prevents sleep, disrupts work-from-home activities during the day, and has caused significant stress for families with young children and elderly residents.
Our building manager, Robert Peterson, has contacted the establishment on our behalf on January 15th, January 28th, and February 10th. During each conversation, the club manager promised to address the issue, but no meaningful changes have occurred. On February 15th, I personally spoke with the owner, who dismissed our concerns and suggested we “get used to living in a city.”
We have documented the noise levels using a decibel meter app, with readings consistently showing 75-85 dB inside our apartments during club hours, well above the city ordinance limit of 50 dB for residential areas after 10:00 PM. Multiple calls to the non-emergency police line have resulted in temporary improvements, but the noise returns to unacceptable levels within days.
Residents from at least twelve units in our building are willing to provide statements about how this ongoing disturbance has affected their quality of life and health. We believe the establishment may be in violation of their operating permit conditions and city noise ordinances.
We request a formal investigation into this matter and enforcement of noise regulations. We would appreciate guidance on additional steps we might take to document these disturbances and what rights we have as residents facing this ongoing issue.
Thank you for your attention to this community concern.
Sincerely,
Sarah Johnson
Resident Representative, Pine Street Apartments
4. Vehicle Accident Report
Subject: Report of Multi-Vehicle Accident on Highway 101
Date: February 24, 2025
From: Robert Taylor 567 Redwood Drive San Francisco, CA 94123 Phone: (415) 555-4321 Email: rtaylor@email.com
To: San Francisco Police Department Traffic Division 1245 3rd Street San Francisco, CA 94158
Dear Traffic Division Officer,
This letter provides my account as a witness to a multi-vehicle accident that occurred on February 23, 2025, at approximately 5:30 PM on Highway 101 Northbound, near the Market Street exit.
While driving northbound in the second lane from the right, I observed a blue sedan (possibly a Toyota Camry) traveling at high speed, weaving between lanes. The road conditions were wet from light rain, and visibility was somewhat reduced due to early evening fog. Traffic was moderately heavy with typical rush hour congestion.
The blue sedan attempted to pass between a white SUV and a silver pickup truck but misjudged the space available. The sedan clipped the rear passenger side of the SUV, causing the SUV to swerve left into the center divider. The sedan then spun out and collided with the pickup truck, which subsequently hit a red compact car in the rightmost lane.
The chain reaction resulted in all four vehicles coming to a stop, blocking three lanes of traffic. Several other drivers, including myself, pulled over safely on the shoulder. After ensuring my vehicle was securely parked with hazard lights on, I checked on the occupants of the vehicles involved. The driver of the blue sedan appeared to be texting moments before the collision occurred.
Injuries appeared to include: – Driver of the white SUV: Complained of neck pain but was conscious and alert – Passenger in the white SUV: Small cut on forehead, possibly from airbag deployment – Driver of the silver pickup: Appeared uninjured but shaken – Driver of the red compact car: Complained of wrist pain – Driver of the blue sedan: Refused assistance from bystanders
Emergency services were called by multiple witnesses, and highway patrol arrived approximately 10 minutes after the accident occurred, followed by paramedics and a fire truck. I provided my contact information to the responding officers at the scene but wanted to submit this written account with additional details I may have forgotten to mention during the initial shock of the incident.
I took several photos of the accident scene before vehicles were moved, which show the positions of all vehicles involved and the road conditions at the time. These images are available should they be helpful for your investigation.
As a witness with no relationship to any parties involved, I am willing to provide additional testimony if needed for insurance or legal proceedings related to this accident.
Thank you for your service and attention to this matter.
Respectfully,
Robert Taylor
Witness
5. Missing Person Report
Subject: Missing Person Report for Thomas Williams
Date: February 24, 2025
From: Mary Williams 890 Cedar Court Seattle, WA 98101 Phone: (206) 555-9876 Email: mwilliams@email.com
To: Seattle Police Department Missing Persons Unit 610 5th Avenue Seattle, WA 98124
Dear Officer,
This letter serves as a formal report regarding my husband, Thomas Williams, who has been missing since February 22, 2025. While I have already filed an initial report with Officer Garcia (Badge #4587, Case #MP-2025-0456), I am providing additional details that may assist with the search efforts.
Thomas left our home at approximately 7:15 AM on February 22nd to go hiking at Mount Rainier National Park. He mentioned planning to hike the Skyline Trail and expected to return home by 6:00 PM the same day. When he did not return by 8:00 PM and was not answering his cell phone, I became concerned and contacted park rangers, who confirmed his vehicle was still in the Paradise parking area.
Thomas is a 45-year-old man, 6’1″ tall, weighing approximately 190 pounds. He has short brown hair with some gray at the temples, blue eyes, and a trimmed beard. He has a distinctive scar on his right forearm from a childhood accident. On the day of his disappearance, he was wearing a red and black North Face jacket, tan hiking pants, a gray moisture-wicking t-shirt, and Merrell hiking boots. He was carrying a black Osprey daypack containing water, trail mix, a first aid kit, a map, and a power bank for his phone.
His vehicle is a 2023 dark green Subaru Outback with Washington license plate WXY-789. As mentioned, park rangers confirmed the vehicle remains in the Paradise parking lot as of this morning. Thomas has no known medical conditions but takes a daily antihistamine for seasonal allergies. He is an experienced hiker who has completed this trail several times before and is generally cautious and well-prepared for outdoor activities.
Over the past two days, I have contacted all friends and family members who might have heard from him, checked local hospitals, and called his workplace to confirm he had not mentioned any change of plans to colleagues. No one has had any contact with him since his departure on Saturday morning.
Thomas has no history of disappearing voluntarily, no known personal or professional problems, and our relationship has been stable. This behavior is completely out of character for him, which heightens my concern that he may have been injured on the trail.
I have provided recent photographs to the responding officer and park rangers, along with his dental records and contact information for his dentist and physician. The park service has initiated a search operation, but I wanted to ensure the city police department has all relevant information as well.
Please contact me at any time of day or night if you need additional information or if there are any developments in the search for my husband.
Thank you for your assistance during this distressing time.
Sincerely,
Mary Williams
Spouse of Missing Person
6. Thank You Letter to Police Department
Subject: Gratitude for Community Outreach Program
Date: February 24, 2025
From:
David Martinez
1234 Sunshine Avenue
Austin, TX 78701
Phone: (512) 555-6543
Email: dmartinez@email.com
To: Austin Police Department
Community Relations Division
715 E. 8th Street
Austin, TX 78701
Dear Chief Williams and the Community Relations Team,
This letter expresses my profound appreciation for the exceptional youth outreach program your department conducted at Franklin High School throughout January 2025. As a parent of two teenagers who participated in the program, I wanted to formally acknowledge the positive impact your officers have made on our community and specifically on the students who attended.
The eight-week program addressing substance abuse prevention, conflict resolution, internet safety, and career opportunities in law enforcement was thoughtfully designed and expertly delivered. Officers Jackson, Rodriguez, and Thompson shared knowledge that was appropriate for the age group while treating the students with respect and genuine interest in their perspectives. My children came home each week excited to share what they had learned and often continued discussions about the topics at our dinner table.
What particularly stood out was how the officers created a safe space for students to ask difficult questions without judgment. In an era when many young people view law enforcement with apprehension, this program successfully built bridges of understanding and trust. The mock crime scene investigation activity during week six was especially engaging and opened my son’s eyes to potential career paths he had never considered.
The change in attitudes among students was remarkable. My daughter mentioned that many of her peers who began the program with skepticism ended it with newfound respect for the challenges officers face daily. Several students now volunteer with the department’s cadet program, including my son, who plans to pursue criminal justice in college.
Your officers took time to learn students’ names, followed up on personal concerns shared during sessions, and made themselves available for additional questions after formal program hours. This level of dedication demonstrates a commitment to community policing that goes beyond standard duty.
The resource materials provided to families were also exceptionally helpful, particularly the guide to discussing difficult topics with teenagers and the local resource directory for youth services. We have already used several of the conflict resolution techniques taught in the program to address disagreements at home with positive results.
Our community is fortunate to have such dedicated professionals working to make meaningful connections with the next generation. Programs like this do more to prevent crime and build community trust than many other initiatives requiring far greater resources.
Please extend my gratitude to everyone involved in creating and implementing this valuable program. We look forward to supporting future outreach efforts from your department.
With sincere appreciation,
David Martinez
Parent and Community Member
7. Request for Increased Patrol
Subject: Request for Increased Police Presence in Glenwood Neighborhood
Date: February 24, 2025
From:
Neighborhood Safety Committee
c/o Amanda Patel, Chairperson
345 Birch Street
Denver, CO 80202
Phone: (303) 555-2109
Email: glenwoodsafety@email.com
To:
Denver Police Department
District 3 Commander
1625 S. University Blvd.
Denver, CO 80210
Dear District Commander,
On behalf of the Glenwood Neighborhood Safety Committee, representing over 200 households in the area bounded by Cedar Avenue, Pine Street, 14th Avenue, and 20th Avenue, this letter formally requests increased police patrol presence in our neighborhood following a significant uptick in criminal activity over the past two months.
Our community has experienced the following incidents since January 1, 2025: – Four home burglaries (addresses: 345 Birch St, 367 Birch St, 412 Aspen Way, 290 Cedar Ave) – Six vehicle break-ins along Maple Drive and Oak Lane – Two instances of vandalism at Glenwood Community Park, including damage to playground equipment – Multiple packages stolen from porches, particularly concentrated along Elm Street – Suspicious persons reported loitering near the elementary school during afternoon dismissal
These incidents represent a troubling departure from our typically peaceful neighborhood and have created considerable anxiety among residents, particularly seniors and families with young children. Many neighbors have reported feeling unsafe walking in the evening, and some parents are no longer allowing their children to play outside unsupervised.
Our committee has taken several proactive steps to address these concerns, including: – Establishing a neighborhood watch program with 35 active volunteers – Installing additional lighting on private properties – Distributing safety information to all households – Creating a text alert system to notify residents of suspicious activity – Organizing community clean-up days to reduce environmental factors that may contribute to crime
Despite these efforts, we believe increased police visibility would significantly deter criminal activity and help restore a sense of security. Based on reports filed and conversations with responding officers, we understand that most incidents occur between 11:00 PM and 5:00 AM, with a secondary concentration around 3:00-4:30 PM when many homes are temporarily unoccupied during school pickup times.
We are specifically requesting: – Additional patrol cars during the identified high-risk time periods – Occasional foot patrols through Glenwood Community Park during after-school hours – A community meeting with a crime prevention specialist who could advise residents on additional security measures – Regular updates on investigations into reported crimes
Our committee would welcome the opportunity to meet with representatives from your department to discuss this request further and to explore how we can work collaboratively to address these safety concerns. We understand the challenges of resource allocation and are willing to assist in any way possible to help make our neighborhood less attractive to criminal activity.
Thank you for your consideration of this request and for your ongoing service to our community.
Respectfully submitted,
Amanda Patel
Chairperson,
Glenwood Neighborhood Safety Committee
8. Report of Identity Theft
Subject: Report of Identity Theft and Fraudulent Accounts
Date: February 24, 2025
From: James Wilson 678 Spruce Lane Miami, FL 33130 Phone: (305) 555-8765 Email: jwilson@email.com
To: Miami Police Department Financial Crimes Unit 400 NW 2nd Avenue Miami, FL 33128
Dear Investigator,
This letter reports multiple instances of identity theft that I discovered on February 20, 2025. I have taken immediate steps to secure my accounts but am seeking police assistance with investigating these crimes and creating an official record for insurance and credit protection purposes.
On February 20, I received an unexpected call from American Express fraud department about suspicious charges on a credit card account supposedly opened in my name. Since I have never applied for an American Express card, this immediately raised concerns. Upon further investigation, I discovered that unknown individuals had:
1. Opened three credit card accounts in my name with American Express, Capital One, and Discover between January 15 and February 10, 2025. 2. Changed the mailing address on these accounts to 1234 Ocean Drive, Apt 567, Miami, FL 33139 – an address with which I have no connection. 3. Made purchases totaling approximately $12,500 across these three fraudulent accounts. 4. Attempted to open a personal loan for $20,000 with LoanDirect using my identity (this application was flagged as suspicious and denied). 5. Changed the email address and phone number associated with these accounts to prevent me from receiving notifications.
After speaking with the fraud departments at each company, I learned that the applications were completed online using accurate personal information including my legal name, Social Security number, date of birth, and previous address history. The perpetrators had sufficient information to answer security questions related to my credit history.
I have taken the following steps since discovering this fraud: 1. Placed a freeze on my credit reports with Equifax, Experian, and TransUnion 2. Filed an identity theft report with the Federal Trade Commission (Report #ID12345678) 3. Contacted all three credit card companies to dispute the fraudulent accounts and charges 4. Changed passwords on all my legitimate financial accounts and email 5. Enrolled in credit monitoring services
I have no specific information about who might have stolen my identity, but I did receive notification of a data breach from my health insurance provider, HealthFirst Insurance, in December 2024. The notification stated that personal information, including names, addresses, Social Security numbers, and dates of birth, may have been compromised. I cannot confirm this is related but mention it as a possible source of the information used to commit these crimes.
I have gathered documentation including: 1. Correspondence from all three credit card companies confirming the fraudulent accounts 2. Credit reports showing the unauthorized accounts and inquiries 3. The FTC identity theft report 4. The data breach notification from HealthFirst Insurance
I understand this type of crime can be difficult to investigate, but I hope an official police report will help me in resolving these fraudulent accounts and securing my identity moving forward. I am available to provide any additional information or documentation that might assist with your investigation.
Thank you for your attention to this matter.
Sincerely,
James Wilson
Victim of Identity Theft
9. Domestic Violence Report
Subject: Report of Domestic Violence Incident
Date: February 24, 2025
From: Elena Rodriguez c/o Safe Haven Women’s Shelter Confidential Address Phone: (Protected Number) Email: legalaid@safehaven.org
To: Phoenix Police Department Family Violence Unit 620 W. Washington Street Phoenix, AZ 85003
Dear Officer,
This letter documents a domestic violence incident that occurred on February 22, 2025, at approximately 8:30 PM at 789 Desert Palm Drive, Phoenix, AZ 85008. I, Elena Rodriguez, am currently staying at a confidential location for safety reasons and am submitting this written statement to supplement the verbal report provided to Officer Thompson (Badge #5623) on the night of the incident.
The incident began after my husband, Carlos Rodriguez, returned home in an agitated state after having been out for several hours. Based on his slurred speech and unsteady movements, he appeared to be under the influence of alcohol. Upon entering our home, he immediately began criticizing the dinner I had prepared and became increasingly hostile when I suggested he might want to rest before eating.
The verbal aggression escalated when he knocked the plate of food off the table and backed me against the kitchen wall. He then grabbed my upper arms with enough force to leave bruises (photographed by medical staff) and shook me while shouting accusations about my supposed communications with male co-workers. My 10-year-old daughter, Sofia, witnessed this from the hallway and began crying, which momentarily distracted him.
When I attempted to move toward Sofia to get her back to her room, Carlos blocked my path and pushed me with both hands, causing me to fall backward and hit my head against the refrigerator. At this point, Sofia ran to her room and called 911 using the emergency cell phone I had previously given her with instructions for such situations.
Carlos continued yelling and knocked over several kitchen chairs before retrieving a bottle of whiskey from the living room. When he heard sirens approaching, he threatened that there would be “serious consequences” if I spoke to the police. He stated specifically, “Nobody will believe you, and if they take me away, think about what happens when I get back.” This pattern of threats has occurred during previous incidents, which I did not report due to fear of retaliation.
Officers Thompson and Ramirez arrived at approximately 8:50 PM. They separated us for questioning and then arrested Carlos based on my statement, Sofia’s account, and visible injuries. Officer Thompson transported me and Sofia to St. Joseph’s Hospital, where Dr. Lisa Chen documented bruising on both upper arms, a small contusion on the back of my head, and elevated blood pressure consistent with a stress response.
This incident is part of an escalating pattern of behavior over the past year. Previous incidents included: – Verbal abuse and intimidation (ongoing, multiple times per week) – Destruction of personal property (my cell phone in November 2024, laptop in January 2025) – Financial control (restricted access to joint accounts since December 2024) – One prior physical altercation in January 2025 (pushing and grabbing) that did not leave visible marks
Social worker Maria Gonzalez at St. Joseph’s Hospital assisted me in finding temporary shelter for myself and Sofia. I am pursuing an emergency protective order and will be working with Victims’ Services to establish a safety plan moving forward.
I am providing this detailed written account because I understand these details are critical for any future legal proceedings. I am committed to cooperating fully with the investigation to protect myself and my daughter.
Respectfully,
Elena Rodriguez
[Signature witnessed by Shelter Advocate Janet Wilson on February 24, 2025]
10. Traffic Signal Malfunction Report
Subject: Report of Dangerous Traffic Signal Malfunction at Main and Oak Intersection
Date: February 24, 2025
From: Thomas Grant 456 Hillside Terrace Nashville, TN 37203 Phone: (615) 555-3456 Email: tgrant@email.com
To: Nashville Metropolitan Police Department Traffic Division 200 James Robertson Parkway Nashville, TN 37201
Dear Traffic Division Officer,
This letter reports a potentially dangerous traffic signal malfunction at the intersection of Main Street and Oak Avenue that I first observed on February 23, 2025, at approximately 7:30 AM and confirmed continues as of this morning.
The traffic signal at this busy intersection is showing green lights simultaneously for both eastbound Main Street traffic and northbound Oak Avenue traffic, creating a serious collision risk. During my 20-minute observation this morning, I witnessed three near-accidents as vehicles from both directions proceeded through the intersection at the same time, with drivers forced to brake suddenly or swerve to avoid collisions.
The malfunction appears to occur in a specific pattern. The signals function normally for approximately 3-4 minutes, then for about 30 seconds, both directions receive a green light simultaneously. The pedestrian crossing signals appear to be functioning normally, but this creates additional danger as pedestrians are crossing with a “WALK” signal while cars from an unexpected direction are also moving through the intersection with a green light.
This intersection is particularly concerning because it is along a route heavily used by students walking to Jefferson Middle School, which is two blocks east of the intersection. School begins at 8:15 AM, meaning many children pass through this intersection during peak morning traffic between 7:30-8:10 AM when visibility can also be limited by the rising sun for eastbound drivers.
I contacted the city traffic engineering department yesterday morning via their non-emergency line and was told a technician would be dispatched. However, as of my commute this morning, the issue persists. Given the significant safety risk, particularly to schoolchildren, I felt it necessary to also notify the police department directly.
During my observation this morning, I noticed that while most regular commuters seemed to have become cautious at the intersection, recognizing the malfunction, several delivery trucks and drivers who appeared unfamiliar with the area proceeded through the green lights at full speed, unaware of the conflicting signal given to cross traffic.
I have captured video on my phone documenting the signal malfunction and two near-miss incidents this morning, which I am happy to provide to your department if helpful. Several other commuters stopped at the intersection this morning mentioned they had also reported the issue, suggesting this is an ongoing problem that many have noticed.
Given the high traffic volume at this intersection, particularly during morning and evening rush hours, and its proximity to a school, I hope this issue can be addressed as an urgent safety matter before a serious accident occurs.
Thank you for your attention to this community safety concern.
Sincerely,
Thomas Grant
Concerned Citizen
11. Reporting a Missing Firearm
Subject: Report of Missing Registered Firearm
Date: February 24, 2025
From: Daniel Morgan 1234 Highland Drive Houston, TX 77002 Phone: (713) 555-9876 Email: dmorgan@email.com
To: Houston Police Department Firearms Division 1200 Travis Street Houston, TX 77002
Dear Officer,
This letter formally reports that my legally owned and registered firearm has been discovered missing from my residence. I believe the firearm was taken during a family gathering at my home on February 22, 2025, between 2:00 PM and 9:00 PM.
The missing firearm is a Smith & Wesson M&P 9mm handgun, serial number MPX12345, purchased legally from Houston Firearms on May 15, 2023. The firearm was stored in a locked gun safe in my home office. The safe appears to have been unlocked using the combination rather than forced open, suggesting the combination may have been observed or known by the person who took the weapon.
I last confirmed the presence of the firearm on February 21, 2025, when I cleaned it before securing it in the safe. I discovered it missing on February 23, 2025, at approximately 10:00 AM when I opened the safe to retrieve it for a scheduled visit to the shooting range. Nothing else appears to be missing from the safe or my residence.
During the gathering on February 22, approximately 15 family members and close friends were present at my home. While I have no specific suspicions regarding any particular individual, I did notice my nephew, Jason Roberts, spent some time alone in the hallway near my office. This observation is simply to provide complete information and not to accuse him specifically.
I have taken the following actions since discovering the firearm missing: 1. Thoroughly searched my home to confirm the firearm is not misplaced 2. Contacted all guests who were present to ask if anyone saw or moved the firearm (all denied knowledge) 3. Checked home security cameras, which unfortunately do not cover the interior hallway where my office is located 4. Changed the combination on the gun safe 5. Created a complete inventory of all remaining items in the safe
The firearm was loaded with a full magazine of 17 rounds at the time it was secured in the safe. No additional ammunition is missing from my supplies.
As a responsible firearm owner, I understand the seriousness of this situation and the potential public safety risk of an unaccounted-for weapon. I am filing this report immediately upon confirming the firearm is missing. My Texas License to Carry number is LTC123456, issued May 20, 2023, and remains valid.
I have the original purchase documentation, registration paperwork, and a clear photograph of the firearm available for your department. I am fully prepared to cooperate with any investigation and will make myself available at your convenience for further questioning or to provide additional information.
Please contact me as soon as possible regarding this matter, preferably via my cell phone listed above.
Sincerely,
Daniel Morgan
Registered Firearm Owner
12. Vandalism Report
Subject: Report of School Property Vandalism
Date: February 24, 2025
From: Principal Barbara Wilson Washington High School 5678 Education Boulevard Atlanta, GA 30303 Phone: (404) 555-7890 Email: principal@washingtonhs.edu
Subject: Report of School Property Vandalism
Date: February 24, 2025
From: Principal Barbara Wilson Washington High School 5678 Education Boulevard Atlanta, GA 30303 Phone: (404) 555-7890 Email: principal@washingtonhs.edu
To: Atlanta Police Department School Resource Officer Division 226 Peachtree Street SW Atlanta, GA 30303
Dear School Resource Officer,
This letter documents extensive vandalism discovered at Washington High School on February 24, 2025, at approximately 5:30 AM by our custodial staff when they arrived to prepare the building for the school day. The damage appears to have occurred sometime after the building was secured at 9:00 PM on February 23, 2025, following a weekend basketball tournament.
The vandalism affects multiple areas of our campus and appears both extensive and targeted rather than random. The affected areas include:
The main gymnasium, where graffiti was spray-painted across the newly refinished basketball court with messages that include gang symbols and explicit threats against specific staff members. The bleachers have been damaged with what appears to be a sharp object, with approximately 30 seats slashed or broken. Fire extinguishers were discharged throughout the space, causing additional cleaning challenges.
The administrative offices were accessed despite locked doors, with no signs of forced entry, suggesting the perpetrators may have had access to keys. Multiple computer monitors were smashed, filing cabinets were emptied onto the floor, and several windows were broken from the inside. Most concerning, the locked cabinet containing student records appears to have been accessed, though we are still determining if any records were taken.
The cafeteria sustained damage to the serving line equipment, with food from the refrigerators thrown against walls and across floors. Health department officials have been notified due to food safety concerns. Several lunch tables were overturned and damaged.
The science wing had multiple windows broken, and particularly troubling, several chemical storage cabinets were opened. Our science department chair is currently conducting an inventory to determine if any hazardous materials are missing, but initial assessment suggests chemicals were mixed and poured on lab equipment, causing potentially permanent damage to specialized microscopes and other teaching tools.
Based on security camera footage, which was partially disabled during the incident but captured some activity, we believe 4-5 individuals entered the building around 11:30 PM. They appear to be young adults wearing hooded sweatshirts and masks, making identification difficult. However, their familiarity with the building layout and security system suggests possible current or former student involvement.
The estimated damage exceeds $75,000 based on preliminary assessments, not including potential costs related to specialized equipment in science labs. School has been canceled for today to allow for investigation and initial cleanup, affecting our 1,200 students and 85 staff members.
Our school has experienced minor vandalism incidents in the past, but nothing approaching this magnitude or apparent targeting of specific areas and potentially staff members. The threatening nature of some graffiti has raised serious safety concerns among our staff.
We request a thorough investigation and increased patrol presence around our campus in the coming weeks. Our IT department is preserving all security footage for your review, and we have instructed staff not to touch or clean areas that may contain evidence. Maintenance staff have secured broken windows and doors to prevent further unauthorized access.
Thank you for your prompt attention to this matter. Our school community is deeply affected by this violation of our shared space, and we look forward to working with your department to identify those responsible.
Sincerely,
Barbara Wilson
Principal, Washington High School
13. Child Safety Concern
Subject: Report of Concerning Behavior Near Elementary School
Date: February 24, 2025
From: Lakeside Elementary School PTA Safety Committee c/o Jennifer Lopez, Committee Chair 901 Lake Avenue Minneapolis, MN 55408 Phone: (612) 555-2345 Email: safetylakeside@email.com
To: Minneapolis Police Department Community Outreach Division 350 S 5th Street, Room 130 Minneapolis, MN 55415
Dear Community Safety Officer,
The Lakeside Elementary School PTA Safety Committee wishes to notify your department of a pattern of concerning behavior we have observed near our school over the past two weeks. While no direct interaction with students has occurred, the situation has raised significant concern among parents and staff monitoring arrival and dismissal times.
Since February 10, 2025, parents and crossing guards have reported an unfamiliar gray van with tinted windows parked across from the main entrance of Lakeside Elementary during morning drop-off (7:30-8:15 AM) and afternoon pickup (2:45-3:30 PM) on multiple occasions. The vehicle bears Minnesota license plate XYZ-123 and has no visible commercial markings or identifiers.
A middle-aged male with light brown hair and a beard has been observed sitting in the driver’s seat, apparently watching the school and taking photographs with a long-lens camera. When approached by our crossing guard, Mr. Thompson, on February 19, the individual claimed to be waiting for someone but quickly drove away. He returned the following day but parked approximately one block further from the school entrance.
On February 21, 2025, the same individual was seen walking around the perimeter of the playground during lunch recess, stopping frequently to use his phone in what appeared to be recording or photographing the playground area. When our recess monitor, Ms. Garcia, approached to inquire about his business, he stated he was “just interested in the school architecture” and left the area immediately.
The school administration has reviewed security camera footage and confirmed the presence of this vehicle on eight separate school days. Principal Washington has implemented additional safety protocols, including staff monitoring all exterior doors during arrival and dismissal and requiring all visitors to present identification before entering the building.
Our concerns are heightened because: 1. The individual has no known connection to any student or staff member at Lakeside 2. He appears to be specifically photographing areas where children congregate 3. His behavior changes when approached, suggesting awareness that his actions may be inappropriate 4. The consistency of his presence during times when children are outside the building indicates possible targeting
We have instructed parents to remain vigilant, report any sightings immediately, and avoid direct confrontation with the individual. School staff have been directed to call 911 immediately if the person attempts to approach any student or enter school grounds during school hours.
We request that patrol officers increase their presence around Lakeside Elementary during arrival and dismissal times, if possible. Additionally, we would welcome any guidance your department can provide regarding appropriate safety measures and whether this situation warrants further investigation based on the information provided.
The safety and security of our 412 elementary students is our highest priority, and we appreciate any assistance your department can provide in addressing this concerning situation. We are available to provide additional information or meet with officers to discuss this matter further.
Thank you for your attention to this community safety concern.
Respectfully,
Jennifer Lopez
Chair, Lakeside Elementary PTA Safety Committee
cc: Principal Marcus Washington, Lakeside Elementary School
14. Property Damage Report
Subject: Report of Property Damage from Municipal Road Work
Date: February 24, 2025
From: Richard Johnson 789 Willow Street Philadelphia, PA 19107 Phone: (215) 555-8765 Email: rjohnson@email.com
To: Philadelphia Police Department Civil Claims Division 4000 N Broad Street Philadelphia, PA 19140
Dear Officer,
This letter documents property damage to my residence that occurred as a direct result of municipal road construction activities on February 21, 2025. I am filing this police report to create an official record for insurance and potential civil claim purposes against the city and its contractors.
Beginning February 15, 2025, the Philadelphia Department of Transportation initiated a water main replacement project on Willow Street between 7th and 9th Streets. The work involved excavation using heavy machinery directly in front of my property at 789 Willow Street. All residents received notification about the project on January 30, 2025, but were assured that all necessary precautions would be taken to prevent property damage.
On February 21, 2025, at approximately 10:30 AM, workers from Keystone Urban Construction, the contractor handling the project, were operating a large hydraulic excavator when the machine struck a water line that was apparently not marked correctly on their utility maps. This resulted in a high-pressure water release that flooded my front yard and basement within minutes.
Simultaneously, the vibration from the heavy machinery that had been ongoing for several days appears to have caused structural damage to my home’s foundation. Several large cracks appeared in my basement walls, coinciding with the water intrusion. The combination of these events resulted in significant flooding and structural damage.
The visible damage to my property includes: 1. Approximately 3 feet of water in my finished basement, resulting in destroyed flooring, drywall, and personal belongings 2. Three large structural cracks in the basement foundation walls, ranging from 4-7 feet in length 3. Shifting of my front porch, which has now separated from the main structure by approximately 2 inches 4. Multiple plumbing fixtures throughout the house that have stopped functioning properly, likely due to line damage 5. Settling of the front portion of the house, causing interior doors to no longer close properly 6. Landscaping destruction in the front yard from both the flooding and emergency response equipment
Immediately following the incident, I contacted: 1. The on-site construction supervisor, Mark Williams, who documented the event and contacted his management 2. The Philadelphia Water Department emergency line, who dispatched a team to shut off water to the broken line 3. My homeowners insurance company, who has assigned claim number HO-2025-45678 4. A structural engineer to assess the damage (scheduled for February 25)
Project manager Sandra Garcia from the Department of Transportation visited my property on February 22 to document the damage and provided me with incident report #PWD-2025-0221. She acknowledged the severity of the situation but indicated a formal claim would need to be filed for compensation.
Multiple neighbors witnessed the incident and the immediate aftermath, including James and Linda Smith at 787 Willow Street and Maria Rodriguez at 791 Willow Street, who experienced minor water damage to their own properties.
I am particularly concerned about the structural integrity of my home, which was built in 1910 and had no previous foundation issues prior to this construction work. The preliminary estimate for repairs from my insurance adjuster ranges from $35,000 to $45,000, not including potential longer-term structural remediation that may be necessary.
I request that this information be formally documented and that an officer visit my property to file an official police report regarding this incident. This documentation is necessary for both my insurance claim and any subsequent legal action that may be required to receive proper compensation for the damages.
Thank you for your assistance with this matter. I am available for any questions or to provide access to my property for official documentation purposes.
Sincerely,
Richard Johnson
Homeowner
15. Witness Statement for Criminal Investigation
Subject: Witness Statement Regarding Robbery at First National Bank
Date: February 24, 2025
From: Katherine Chen 234 Riverside Avenue, Apt 5B Sacramento, CA 95814 Phone: (916) 555-4321 Email: kchen@email.com
To: Sacramento Police Department Robbery Division 5770 Freeport Blvd Sacramento, CA 95822
Dear Detective Lopez,
This letter provides my formal witness statement regarding the robbery that occurred at First National Bank, located at 1000 Capitol Mall, Sacramento, on February 23, 2025, at approximately 2:15 PM. I understand you are the lead detective assigned to case #RB-2025-0223, and Officer Wilson suggested I submit this written statement to supplement the initial interview conducted at the scene.
I arrived at First National Bank at approximately 2:00 PM to deposit a check and conduct routine banking business. At the time of the incident, I was seated in the waiting area near the loan officer desks, approximately 15 feet from the teller counter where the robbery took place. There were roughly 12 customers and 8 staff members present in the main lobby area.
The first indication that something was wrong came when a man wearing a dark blue hooded sweatshirt, jeans, and a medical-style face mask entered the bank through the main entrance. While face masks are still common, my attention was drawn to him because he was wearing sunglasses indoors and kept his head unusually low, seemingly avoiding the security cameras mounted near the entrance.
The suspect joined the teller line behind three other customers. When he reached teller position #4, staffed by a young woman with blonde hair, he passed her a note. Though I could not see what was written, the teller’s face immediately showed fear. Her hands began trembling as she opened her cash drawer.
The suspect kept his right hand inside the front pocket of his sweatshirt, creating a bulge that suggested he might have been concealing a weapon, though I never saw a weapon directly. He leaned forward over the counter, speaking in hushed tones that I could not hear from my position. The interaction lasted approximately 2-3 minutes, during which time the teller placed what appeared to be stacks of cash into a standard bank envelope.
What struck me as particularly notable was the suspect’s composure. Unlike portrayals in movies, he made no sudden movements, did not raise his voice, and maintained what appeared to be a calm demeanor throughout the interaction. This is likely why many bank customers remained unaware a robbery was in progress until after he had left the building.
The suspect was a white male, approximately 5’10” to 6′ tall, medium build, estimated to be in his 30s based on the small portion of his face visible between the mask and sunglasses. He had dark eyebrows and what appeared to be a small tattoo behind his right ear, though I could not make out the specific design. His sweatshirt had some kind of faded logo on the back that I believe contained the letter “R” but was too worn to identify completely.
After receiving the envelope, the suspect walked briskly but did not run toward the exit. He turned right outside the main doors and continued west on Capitol Mall. The bank security officer, who had been assisting an elderly customer near the safe deposit boxes, was alerted by the teller immediately after the suspect exited. The security officer briefly pursued the suspect but returned to the bank within a minute, and the bank manager initiated lockdown procedures.
During the ensuing confusion, I noticed several potentially useful details: 1. A silver or gray sedan with tinted windows that had been idling in the 15-minute parking zone pulled away from the curb immediately after the suspect left the bank 2. The security camera above the teller station appeared to be pointed directly at the transaction area where the robbery occurred 3. The suspect touched the counter surface, door handle, and possibly a deposit slip before approaching the teller
I remained at the scene and provided an initial statement to Officer Wilson approximately 20 minutes after the incident. I am submitting this more detailed account after having time to collect my thoughts about the sequence of events. While I did not capture photos or video of the incident, I believe I would recognize the suspect if presented with images or video footage.
I am willing to assist with creating a composite sketch, reviewing security footage, or providing additional testimony as needed. As a former military police officer, I am trained in observation and maintaining situational awareness, which is why I may have noticed details that other customers missed.
Please contact me at your convenience if you need clarification on any aspect of this statement or if additional information would be helpful to your investigation.
Respectfully,
Katherine Chen
Witness
Wrapping Up
Creating effective letters to police departments requires clarity, accuracy, and attention to detail. The fifteen examples provided demonstrate various scenarios where written communication with law enforcement might be necessary. Each letter follows proper formatting guidelines and includes essential information that helps officers respond appropriately.
When writing your own letter to police, focus on providing specific facts, dates, times, and locations. Avoid including opinions or assumptions unless specifically asked for your assessment. Always maintain a respectful tone and understand that your written statement becomes part of an official record.
Police departments handle thousands of communications daily, so organizing your letter logically helps ensure your concern receives proper attention. Keep copies of all correspondence for your records, and follow up appropriately if you don’t receive a response within a reasonable timeframe.
These sample letters serve as starting points that you can adapt to your specific situation. The most effective communications with law enforcement are those that clearly state the purpose, provide relevant details, and specify any action you’re requesting from authorities.