Individuals and organisations affected by an incident that HFRS attended can request the following:
- A ‘confirmation of attendance’ report letter provides evidence that the HFRS attended an incident that affected you. This is available for all types of incidents.
- A ‘fire report’ which, for fires that involve buildings, vehicles, or those that cause injuries, provides more details about the incident and the cause of the fire where know.
How to make a request
To request an incident report, please email firstname.lastname@example.org, or you can send a letter to Fire Incident Reports, Hampshire Fire and Rescue Service Headquarters, Leigh Road, Eastleigh, Hampshire SO50 9SJ. We only release fire reports to people or organisations with a legal interest in the report; e.g. occupiers of a property, landlords/ housing associations/ solicitors, insurance companies, loss adjusters, etc.
Your request should include:
- Your full name
- Your contact details (email address and day-time telephone number)
- Evidence of residency or ownership of an affected property or vehicle
- If applicable, a company email signature/ letterhead
- Why you need the report
- Information about the incident to help us to identify it; e.g. the date, time and full address where it happened, including the postcode.
What happens next
We aim to respond to all requests within one week of receipt – either to acknowledge your request, ask for more information if we need it, or to send you information you have requested.
Before we can send you any information, our internal record of the incident will need to have been completed by the attending crew – this can take up to two weeks from the date of the incident. We also need to make sure we finish any investigations (if carried out). This can sometimes take days, weeks, or longer, depending on the nature of the incident.
Is there a charge?
There is no charge for either a Confirmation of Attendance letter, or a copy of the fire report.
Can anyone request a report?
Every request we receive must be assessed to make sure you are entitled to receive a report, and ensure that our actions confirm to the requirements of the General Data Protection Regulations. Some details in the fire report will be personal information and will therefore be redacted before the report is sent out.
Requests from owners or tenants of damaged property, people injured during an incident, and any professional or organisation acting on their behalf are generally considered to be reasonable and have a good chance of success.
Requests from local councils, police services and other government organisations may also be eligible if there is a need to take action related to the incident.
Availability of information
We aim to provide eligible parties with the information requested. However, we are unable to release any information on the following:
- the phone calls we received regarding the incident, especially caller details;
- Individuals involved in an incident;
- our opinion on the habitability of a residential property, or whether a building is safe to enter, following an incident.
The information available in our reports is collected primarily for statistical purposes according to a standardised procedure (and largely determined recording scheme specified by the Home Office), and as a result if your request is for information that is not routinely recorded, we may not be able to provide that information.