The Store Won’t Give Me a Copy of My Incident Report. What Should I Do?

If you cannot get a store incident report after a fall, request it in writing, ask for the incident or claim number, and preserve your own account of what happened.

Quick Answer

Ask the store or its claims department for the incident report in writing, and keep a record of the response. If the store refuses, request a reference number and preserve your own description of the fall and any statement you submitted.

An internal store report is not a public police report. You should not assume the store must hand over its entire file immediately. A refusal does not automatically defeat your claim or prove the store did something wrong.

Key Takeaways

• Request the existing report through the store’s designated contact.
• Ask separately for a copy of any statement you provided or signed.
• Record who took the report and when.
• Keep your evidence even if the store withholds its report.
• If the store refuses to provide records, an attorney can determine what information may be obtainable under the law.

Make a Specific Written Request

Give your name, the store address, the date and approximate time of the fall, and the name of the employee who took the report, if known.

Ask for a copy of the incident report and, separately, any written or recorded statement you supplied. If staff cannot release documents, ask which corporate office, insurer, or claims administrator handles requests.

If a copy is refused, ask for the incident or claim number, confirmation that the event was recorded, and the reason for the refusal. Keep your request and any reply. A reference number helps identify a file but does not establish responsibility.

Keep Your Own Record of What You Reported

Write down when you spoke to staff, who was present, and what you said. Distinguish your recollection from the wording of a report you have not seen.

Save any forms, emails, photographs, receipts, or witness details already in your possession. If you signed a statement without receiving a copy, note that fact and request the signed version specifically. Also save screenshots or copies of emails, online forms, or messages showing that you requested the report.

If you later receive the report and find an error, explain the discrepancy in a separate dated communication. Preserve the original rather than changing the document yourself.

What If You Cannot Get a Store Incident Report After a Fall?

A store’s internal incident report may contain employee observations, witness information, statements, or material gathered for an insurer or claims department. The fact that a report exists does not necessarily mean the entire internal file must be provided immediately upon request.

Your own written, signed, or recorded statement may raise different issues. Pennsylvania law includes rules addressing access to certain statements a person previously made, but whether those rules apply depends on the particular document and circumstances.

If the store will not provide the report or a statement you gave, keep a record of your written request and the response. An attorney can determine what records may be available and whether any formal request or legal procedure is appropriate.

You do not need to argue with store employees or try to resolve the legal issue yourself.

What to Do Next

1. Request the report and your own statement in writing.
2. Ask for a reference number and the proper claims contact.
3. Save the refusal or any other response.
4. Preserve your own factual account and supporting evidence.
5. Seek legal guidance if the store refuses to provide records or the missing documents are complicating your injury claim.

Speak Directly With The Oakes Firm

If a store is withholding an incident report after your injury, The Oakes Firm can discuss the records, available evidence, and possible next steps.

Free consultation. No fee unless there is a recovery.

Call (215) 883-4412

Related PhillyLegalConnect Quick Answers

• The Insurance Company Wants a Recorded Statement. Do I Have to Give One?
• I Left the Store Without Reporting My Fall. Can I Still Make a Claim? — Coming Soon
• How Do I Ask a Store to Save Surveillance Video of My Fall? — Coming Soon

Learn More

• Supermarket Slip-and-Fall Accidents in Philadelphia & South Jersey
• Slip and Fall Accidents in Philadelphia: Your Guide to Premises Liability
• Philadelphia Injury Playbook
• Browse All PhillyLegalConnect Quick Answers →