To fill out an evidence submission form correctly, use the current form issued by the agency that will receive the item, complete every field (case number, parties, item description, condition, requested examinations, and chain of custody entries), package the evidence in tamper-evident containers, and hand it over in a way that produces a signed, dated receipt. The form is the backbone of the chain of custody, and a form that is incomplete, outdated, or mismatched to the packaging can get otherwise solid evidence excluded at trial. Here is how to work through it without creating problems for yourself later.
Get the Right Form First
Every agency uses its own version. Police departments, sheriff’s offices, crime laboratories, and court clerks all maintain separate templates, and submitting on the wrong one is the fastest way to have your evidence bounced at intake. Contact the specific property room, forensic laboratory, or clerk’s office that will receive the item and ask which form they require. Many agencies post the current version on their website.
For items going to a forensic laboratory, the form often doubles as a request for specific examinations. California’s Bureau of Forensic Services, for example, uses a form called the BFS-1 for physical evidence other than controlled substances sent to a criminalistics laboratory, with one original and one copy filled out completely so technicians know what analysis to perform.1California Highway Patrol. HPM 70.1 – Laboratory Examination of Physical Evidence Other states have their own equivalents. Grab the current edition before you write anything, because outdated versions get rejected.
Fields You Have to Complete
Layouts vary, but a National Institute of Justice training module for firearms examiners lists the fields that appear on nearly every version:2National Institute of Justice. Firearms Examiner Training – Evidence Submission
- Submitting agency or party name and address.
- Case or incident number.
- Names of the suspect(s), victim(s), and the person submitting the evidence.
- Type of violation or dispute (homicide, burglary, civil fraud, and so on).
- Date and location of the incident or collection.
- Detailed description of each item, with corresponding item numbers.
- Requested examinations or analyses.
- Method of delivery (hand-carried or shipped).
- Chain of custody signatures, dates, and times.
The case identifier is the single most important field. Get it wrong and the item can sit in storage with no link to your case. Check the number against the official case file before you write it down.
Item descriptions carry the next-highest risk. Vague entries like “blue bag” invite trouble. Write something specific enough that a stranger could pick the item out of a room full of similar objects: “navy blue nylon backpack, silver zippers, approximately 18 inches tall, with a small tear on the left shoulder strap.” Note any serial numbers, manufacturer markings, or other unique identifiers in the corresponding fields.
Record the physical condition of each item at the moment of submission. A cracked laptop screen or a stained garment should be described on the form. That entry prevents later disputes about whether damage happened in storage or arrived with the item.
Chain of Custody Entries
The chain of custody is the reason the form exists. It creates an unbroken record of who possessed the item, when they received it, and when they handed it off. Under Federal Rule of Evidence 901, whoever introduces an item at trial must produce evidence sufficient to support a finding that the item is what they claim it is.3Legal Information Institute. Federal Rules of Evidence Rule 901 – Authenticating or Identifying Evidence A complete chain of custody is the standard way to meet that requirement for physical objects.
At minimum, each custody transfer should be documented with the name and signature of both the person releasing and the person receiving the item, the date and time of the transfer, and the item’s condition at that moment.4National Center for Biotechnology Information. Chain of Custody – StatPearls Every change of possession needs its own entry: collecting officer to transport officer, transport to property room clerk, property room to laboratory. Gaps give the opposing side room to argue the evidence could have been altered or contaminated, and that argument can lead a court to exclude the evidence entirely.
Small, undocumented actions matter too. Copying a digital file to a USB drive, emailing a photograph, or opening an evidence bag on an unauthorized device are all moments where integrity can be challenged. If you handle evidence at any point, write it down immediately on the form or a supplemental log. Not from memory at the end of the day.
Package the Evidence Before You Fill in the Last Fields
A perfect form will not save a submission wrapped incorrectly. Most agencies require tamper-evident packaging: a sealed paper bag, envelope, or box with evidence tape across every opening. Write your initials and the date across the tape so any unauthorized opening is visible.
Biological and Perishable Items
Biological evidence has the strictest rules. Clothing with bloodstains, swabs, and tissue samples should be air-dried before packaging and placed in paper bags or boxes rather than plastic. Plastic traps moisture, promotes mold growth, and can degrade the material to the point where DNA testing is no longer possible.5National Institute of Justice. Proper Evidence Collection and Packaging Package each biological item separately. Two blood-stained garments in the same bag can transfer material between them and destroy the evidentiary value of both.
Label any container holding biological fluids as biohazardous. Sharps like knives and syringes need protective inner containers so no one handling the package gets injured. If shipping biological evidence to a laboratory, place the sealed specimen containers inside a leak-resistant bag, nest that bag inside a protective outer box, and seal the box with tamper-resistant tape that you initial and date.
Hazardous Materials and Firearms
Flammable liquids, explosive components, and certain chemicals fall under special handling categories that most laboratories classify separately from standard evidence. Firearms generally need to be unloaded and verified safe before submission, with the action open or a chamber flag inserted. Agencies maintain specific acceptance guidelines for these items. Call the receiving laboratory before showing up with anything that could pose a safety risk. Some items, particularly large quantities of flammable liquids or live explosive devices, may not be accepted through standard intake and require coordination with a specialized unit.
Digital Evidence Entries
Digital evidence (video files, hard drive images, phone extractions, photographs) carries one critical requirement: proving that the file submitted is identical to the file originally collected. The standard method is a cryptographic hash value generated at the time of collection and documented on the submission form.
A hash value is a digital fingerprint. A mathematical algorithm processes the entire file and produces a fixed-length string of characters. Change one bit of the file and the hash changes completely. Calculate the hash at the earliest opportunity and record the value, the algorithm used (SHA-256 or SHA-512 are current best practices), the data source, and the date and time of calculation. Recalculating and comparing the hash at each stage, from collection through storage and presentation, gives a continuous integrity check.
On the form itself, list each digital file by name, size, format, and the storage medium it arrives on (USB drive, optical disc, external hard drive). If you are submitting through an electronic filing portal, follow the system’s upload procedure to the final confirmation screen and save the time-stamped receipt. File format and size restrictions vary by jurisdiction, so confirm those limits before uploading.
Redact Sensitive Information Before Filing in Court
If the evidence or form will accompany a filing in federal court, Federal Rule of Civil Procedure 5.2 requires certain personal information to be partially redacted before submission. The rule applies to both electronic and paper filings and covers five categories:6Legal Information Institute. Federal Rules of Civil Procedure Rule 5.2 – Privacy Protection For Filings Made with the Court
- Social Security numbers: last four digits only.
- Taxpayer identification numbers: last four digits only.
- Dates of birth: year only.
- Names of minors: initials only.
- Financial account numbers: last four digits only.
The person filing is responsible for the redactions, not the clerk. Submit an unredacted document and the court will not catch it for you. Filing a motion to redact after the fact involves additional fees and service requirements. A court may also require redaction of identifiers like driver’s license numbers or alien registration numbers through a protective order in specific cases. Many state courts have adopted identical or similar redaction rules, so check local requirements for state-level proceedings as well.
Delivering the Form and Evidence
For physical items, in-person delivery to the agency’s property room or a clerk’s intake window is the standard route. Bring the completed form, the packaged evidence, and your identification. The receiving officer or clerk will inspect the packaging, verify the form against the items presented, and sign or stamp the form to acknowledge receipt. Keep your own copy of the signed form. That copy is your proof that the items left your possession and entered the agency’s custody.
If you are mailing evidence to a laboratory, use a trackable shipping method with delivery confirmation. Certified mail with return receipt or a commercial carrier with signature-required delivery gives you a verifiable record. Mark the outer package with any required labels (biohazard warnings, fragile markings, the laboratory’s submission reference number) and place the completed submission form inside the outer packaging but outside any sealed evidence containers. The intake technician needs to read the form before opening anything inside.
Some courts and agencies accept digital evidence through electronic filing portals or secure upload systems. These platforms generate a confirmation receipt with a timestamp when the upload completes. Save it. If the system requires a filing fee, pay it during the upload. An unpaid fee can stall the submission.
What Comes Next
Once accepted, the items enter a formal intake process. The agency assigns a permanent tracking number (sometimes distinct from the original case number) and routes the items to secure storage or a forensic laboratory. The laboratory may contact you if it needs clarification on the requested testing or if the legal status of the case changes. Notifications about completed analyses or entry of items into the court record are usually sent by mail or secure email. Hold on to your intake receipt. You will need it to track the evidence or request its return.
Evidence generally stays in the agency’s custody until the case reaches a final resolution. For federal criminal cases, Department of Justice policy presumes in favor of disposing of seized evidence in closed cases, with notice to the U.S. Attorney’s Office and a 30-day window to concur or object. Before anything is returned, substantially altered, or destroyed, it must be photographed, copied, recorded, or otherwise documented.7U.S. Department of Justice. Procedure for Disposal of Seized Evidence in Closed Criminal Cases If you are the lawful owner of seized property and want it back after a case closes, contact the agency holding it, reference your case number and intake receipt, and ask about return procedures. Agencies that never hear from a property owner will eventually dispose of the items through destruction, auction, or forfeiture, so do not assume property will sit in storage indefinitely.