Nina Ellis | Records
Loudoun County Fire and Rescue
801 Sycolin Road
PO Box 7100,
Monday - Friday
8:30 am - 5:00 pm
EMS Reports/Medical Records
Online Records Request Form
Medical Release Form
Requests for information on Fire and Emergency Medical Incidents, Fire Investigations and Environmental Reports can be made using the Online Records Request Form. If you are requesting EMS Reports/Medical Records
you must also complete the Medical Release form and attach it to the request.
Please contact us via email
with additional questions.
Loudoun County Combined Fire and Rescue System (LCCFRS) operates as a combination system, comprised of both paid and volunteer personnel. Some EMS and Fire Reports will only be available from the volunteer stations that responded to a call. If this is the case for a requested report, the records staff will provide instructions on how to contact the appropriate volunteer company.
Fire Incident Reports
Fire Incident Reports are available by filling out a Records Request Form. There are fees associated with these reports which cover the cost of searching, handling, copying and mailing the report. See below for detailed information regarding cost.
EMS Reports/Medical Records
LCCFRS will not provide any medical information without a signed release from the patient or his/her legal guardian. If you are requesting such information, please be sure to provide the Medical Release Form with the appropriate signatures. The Medical Release document complies with HIPAA Regulations.
PLEASE NOTE: EMS Reports are kept for 6 years in accordance with the Retention Schedules of the Library of Virginia.
For the Itemized Billing records please forward your request, with authorized patient/guarantor signature, to:
EMS Management & Consultants
PO Box 863
Lewisville, NC 27023
Should you wish to inquire about EMS Transport billing, please see the EMS Transport Reimbursement Program page or you can contact the Loudoun County Combined Fire-Rescue Service EMS Transport Reimbursement Team at
Fire Investigations (Fire Marshal Reports) Fire Investigation Reports are available by filling out a Records Request Form. Please note that not every fire incident results in an investigation. Criminal fire investigation records are maintained by the Loudoun County Sheriff’s Office and should be requested from their Records Section.
These reports include information regarding the release, presence, transportation, storage or disposal of hazardous materials or petroleum products, as well as any complaints filed with respect to either. Environmental Report requests should be sent via the contact information at the top of the page.
For Virginia residents requesting Fire and EMS records, Fire Investigations or Environmental Reports:
Under the Virginia Freedom of Information Act (FOIA), public bodies must make “public records” available for inspection and copying by the citizens of the Commonwealth of Virginia. FOIA permits public bodies to make “reasonable charges” for the actual costs incurred in accessing, duplicating, supplying or searching for requested records, As a result, you may be charged for copies of reports you request from Loudoun County Fire and Rescue. Please see the following link for a description of fees FOIA Cost Schedule.
Out of State records requests do not fall under FOIA regulation and are subject to the following fees:
Fire and EMS Reports $10
Fire Investigations $20
Environmental Reports $10
Payment is expected upon receipt of the report(s). NO credit cards are accepted, only checks made payable to the "COUNTY OF LOUDOUN."
Please allow five business days for a response to your request. You will be contacted if any delay is expected.