Sheriff's Office

The Santa Clara County CA Sheriff's Office provides patrol services, operates county jails, protects courthouses, maintains law enforcement records, and carries out certain civil court processes. The right office depends on the service you need: reporting criminal activity, locating someone in custody, requesting an incident report, obtaining a vehicle release, or submitting documents for civil service. This article explains the agency’s responsibilities, the official systems available to the public, appointment and document requirements, fees, and the distinctions that can help you avoid contacting the wrong division.

Sheriff’s Office Responsibilities and Coverage

The Sheriff’s Office provides public safety services in unincorporated areas of Santa Clara County, county parks, and government buildings. It also serves Cupertino, Saratoga, the Town of Los Altos Hills, and the Valley Transportation Authority through contract services. Its responsibilities include maintaining peace, making arrests, preventing disturbances, investigating public offenses, managing county jails, providing courthouse security, and supporting regional investigations and tactical responses.

The official Sheriff’s Office website provides entry points for frequently requested services, including concealed carry weapon permits, jail visit appointments, fingerprinting, surveillance camera registration, custody commissary access, records requests, and patrol check requests. Select the service that matches your purpose, since these functions involve different divisions and procedures.

Patrol Divisions and Service Areas

The Headquarters Patrol Division provides 24-hour patrol services to unincorporated areas of Central and East San Jose, Mount Hamilton, San Antonio Valley, and San Felipe Valley. West Valley Patrol serves Saratoga, Cupertino, Los Altos Hills, and western unincorporated areas from Summit Road to Moffett Field. Transit Patrol provides contracted supplemental general law enforcement services for VTA, focusing on the safety of passengers and employees and the security of vehicles and property.

The agency’s Law Enforcement Services Bureau also includes investigations and court services. Its work covers patrol, traffic management, crime prevention, crime analysis, emergency services, and judicial protection. An incident’s location and the type of assistance needed help identify the appropriate division.

Emergencies, Crime Reports, and Patrol Requests

Call 911 for an emergency. The Sheriff’s Office website’s feedback form is intended for comments about a webpage and should not be treated as an emergency reporting channel. The agency specifically asks users to avoid including personal information, such as a home address, tax identification number, or Social Security number, in that feedback form.

For other inquiries, the Sheriff’s Office contact page separates reporting suspicious criminal activity and crime from patrol check requests, public records requests, media relations, and guidance about when to call 911. Choosing the appropriate category helps keep a request directed to its intended service.

A patrol check request and a records request serve different purposes. The first concerns a patrol-related service; the second concerns access to information or documents. Similarly, asking for a copy of an existing crime report is separate from reporting criminal activity. For an incident report, follow the Records Division procedure described below.

Office Hours and Appointment Requirements

The agency’s office directory provides locations and office hours for headquarters, patrol offices, court security, and jail facilities. Headquarters hours are shown as 8:00 a.m. to 5:00 p.m. daily. The South County Sub-Station lists Monday through Friday hours of 8:00 a.m. to 3:00 p.m., while West Valley Division lists Monday through Friday hours of 8:30 a.m. to 3:30 p.m. Both offices are closed on weekends.

Individual services have separate schedules. Records Division counter services require an appointment, even though its business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. The Civil Unit’s listed public hours are Monday through Thursday, 9:00 a.m. to 3:00 p.m.; it is closed Friday through Sunday. Use the relevant service’s schedule when planning a visit rather than relying solely on headquarters hours.

The Main Jail directory lists Monday through Friday office hours of 8:00 a.m. to 5:00 p.m. Both Elmwood facilities list weekday hours of 8:00 a.m. to noon and 1:00 p.m. to 4:30 p.m. These directory hours are separate from the jail visit scheduling service and should not be treated as a visitation appointment.

Custody Searches and Jail Services

The Sheriff’s Office operates the county’s custody facilities, including the Main Jail in San Jose and the Elmwood men’s and women’s facilities in Milpitas. Its Custody Services page provides access to Who’s in Jail, jail visit scheduling, custody commissary requests, bail board posting, and Edovo transcript and certificate requests.

Who’s in Custody Search Fields

The official Who’s in Custody search includes fields for last name, first name, birth date, gender, PFN, and booking number. The birth date field uses the month/day/year format. Enter identifying information in the corresponding field, keeping names and numeric identifiers separate.

The PFN field is labeled as an inmate number, while booking number has its own field. These are distinct search inputs; a court case number should not be substituted for either one. If a search produces no records, review the spelling, date format, and identifiers entered before repeating the search.

Jail Visits and Other Custody Requests

Jail visit scheduling is a separate service from the custody search. Locating a person through Who’s in Custody does not itself schedule a visit. Follow the Schedule Jail Visit option for appointments, and use the custody commissary option for a commissary request.

The same distinction applies to bail-related services. Custody Services provides a bail board posting option, while the Records Division separately describes warrant checks and certain bail payment procedures. Select the service associated with the specific task rather than assuming every custody-related transaction follows one process.

Records Division Services and Appointments

The Records Division is the custodian and repository for Sheriff’s Office records. It is located in the headquarters lobby, and in-person counter services are by appointment only. The Records Division service information explains report requests, criminal record reviews, citation signoffs, fingerprint cards, vehicle releases, clearance letters, and warrant information.

The division accepts cash, checks, credit cards, money orders, cashier’s checks, and bail bonds as payment forms. Credit cards are not accepted for bail payment. Some services also have specific payment instructions, particularly mail-in criminal record and clearance letter requests.

Incident Reports and Release Restrictions

Crime victims may request a copy of an incident report investigated by the Santa Clara County Sheriff’s Office. Requests are reviewed by the Detective Division and require its approval before release. A report may be withheld if disclosure would endanger a witness or another person involved, or jeopardize the successful completion of an investigation or a related investigation.

Released reports may contain redactions to protect confidential information. The Sheriff’s Office is also prohibited from disclosing protected criminal offender record information. Submitting a request therefore does not guarantee that every part of a report will be released.

Victims may complete the report request form provided through the Records page and submit it for processing, or obtain and submit a form at the Records Division window. Proper identification is required. A person representing an involved party must provide proof of representation.

The first crime report copy requested by a victim is free. Reports fewer than 50 pages are also free. Otherwise, the division charges 10 cents per page for reports of 50 pages or more.

Accident Reports Through West Valley

Accident reports are processed by the West Valley Substation rather than through the same approval procedure described for crime incident reports. Eligible recipients include involved drivers, their authorized representatives, guardians or conservators, parents of minor drivers, named injured persons, owners of damaged vehicles or property, and people who may incur civil liability.

Completed accident reports may be released to involved parties on the day of the request. This applies to completed reports; it should not be interpreted as a promise that an unfinished report will be available immediately.

Copies of Your Local Criminal Record

A local criminal record request, also described as a CJIC review, costs $25. Santa Clara County residents must appear in person with valid identification. They provide the information needed for the request paperwork and are fingerprinted to verify that they match the subject of the record. The division mails the criminal record within four weeks.

For people living outside Santa Clara County, the required submission includes:

A fingerprint card completed by a law enforcement agency.

A notarized letter requesting a criminal history copy for personal use, including aliases and other identifying information.

A return mailing address and a phone number or email address for questions.

A copy of valid photo identification or a passport.

A $25 personal check or money order payable to the Santa Clara County Sheriff’s Office.

This personal criminal record review is different from requesting an incident report about a crime. Each service has its own eligibility, identification, and processing requirements.

Fingerprinting, Citations, and Clearance Letters

Informal Bookings and Fingerprint Cards

Informal booking services are available without a fee for criminal citations issued by the Sheriff’s Office, California Highway Patrol, and San Jose State University, as well as court-ordered bookings. Fingerprints are required for court calendaring and for sending recordable charges to the Department of Justice and FBI. Bring valid identification and any paperwork related to the booking. Appointments are available Tuesday through Friday, 8:00 a.m. to 5:00 p.m.

Ink fingerprint cards are a separate appointment service costing $20. The office supplies an FBI FD-258 applicant card. If the receiving agency requires a different card, you must bring that card yourself.

Citation Correction Signoffs

The Records Division accepts citations issued by the Sheriff’s Office for correction signoff during weekday business hours. The fee is $25, and payment and a receipt are required before a deputy checks the corrections. The deputy signs only after validating the information.

The fee is nonrefundable even if the department cannot sign off on the citation. Keep the citation available for review, and remember that Records counter services are subject to the division’s appointment requirement.

Visa and Police Clearance Letters

Clearance letters cost $20 and are available for specified purposes, including travel outside the United States for employment, school, church, or adoption, and applications supported by an INS letter requiring police clearance. Applicants must provide proper photo identification and the mailing address of the relevant agency, consulate, or embassy. If the letter will be sent in care of another agency, both addresses are required.

Clearance letters are generally handled as a drop-off service, with notification when ready for pickup or the option of delivery by mail. A letter requiring notarization needs an appointment, and the applicant must bring a notary. Processing may take longer when a criminal record exists.

Mail-in requests require a notarized explanation of the need for the letter, the receiving agency’s address, a copy of valid photo identification, physical descriptors, current address, previous names or aliases to be included, and a return mailing address. Include a $20 personal check or money order payable to the Santa Clara County Sheriff’s Office. An INS-related request also requires a copy of the document specifying the clearance requirement.

Vehicle Releases and Repossession Documents

The Records Division charges $189 for releases of stored vehicles, with no release fee for recovered stolen vehicles. Vehicles are released to the registered owner, subject to the stated exceptions. Photo identification and a valid driver’s license are required when the vehicle was towed for driving without a license or for expired registration.

A registered owner without a valid driver’s license may authorize another person with a valid license to sign the release form on the owner’s behalf. The vehicle must be currently registered before release, except when it is a recovered stolen vehicle.

A repossession release is a different service and has no fee. A legal owner must provide papers showing an intent to repossess, complete the Sheriff’s Office verification form, and provide proof of a valid driver’s license. A representative of the legal owner must also produce a “Hold Harmless” letter confirming authorization to repossess the vehicle.

Warrant Information and Restraining Orders

Warrant information is available without a fee at the Records window. Provide the subject’s name and date of birth. For a request about another person, the division can provide information only about warrants held by the Sheriff’s Office. A person checking their own warrant must present proper identification.

For a self-check, the division conducts a complete warrant check and explains available options, which may include arranging a court date or handling bail. Warrants with bail over $15,000 require posting bail to obtain a court date. Criminal warrants requiring fingerprinting must have that step completed before the person leaves with Notice to Appear paperwork. An appointment is not required for a self-surrender booking at the Main Jail.

The Records Division also maintains restraining orders issued by Santa Clara County courts and enters them into the Department of Justice’s law enforcement system. It does not release restraining order information or proofs of service to the public. Those records must be obtained from the court that issued the order. Service of domestic violence restraining orders is handled through the Civil Unit.

Civil Unit Services and Submission Rules

The Civil Unit enforces specified civil processes within Santa Clara County. Services include restraining orders, evictions, wage garnishments, certain levies and attachments, keeper services, and claim and delivery. The Civil Division services and fees page identifies available services and provides access to their required documents.

Most requests require a fee, a deposit, or both. Fees and deposits must be received before service, and additional deposit funds may be required. Court-ordered fee waivers waive Sheriff’s fees only. The Civil Unit does not perform services outside its published offerings unless addressed through a California Superior Court order.

Address Verification and Service Documents

Effective January 1, 2026, a post-judgment request for Sheriff services to collect personal debt must include a Declaration of Address Verification using mandatory form WG-015/EJ-135. This requirement applies in addition to the documents required for the requested service.

Service attempts are based on information supplied by the requester. The requester is responsible for ensuring that the submission is complete and proper, and Sheriff’s Office personnel do not provide legal advice. Fees may be charged even when service is unsuccessful.

Electronic Requests and Online Payments

The Civil Unit accepts electronic service requests and online payments effective January 1, 2026. Electronic requests must include all documents in PDF format and may be submitted to Civil.sheriff@shf.sccgov.org for preliminary review.

After that review, the unit sends a secure payment link for required fees and deposits to the email address entered on the SER-001 Request for Service form. Document processing and service attempts begin only after review and receipt of payment. An emailed submission alone does not start service attempts.

Credit and debit card transactions carry a 2.22% convenience fee, with a minimum of $1.49 per transaction. Electronically submitted documents required for service are charged at $1.25 per page for printing or copying. Providing complete hard copies of the service documents avoids that charge.

Fees, Deposits, and Payment Methods

Published charges include $180 for evictions, $54 for a wage garnishment served by certified mail, and a $2,000 deposit for a levy and sale of real property. Restraining orders with a statutory or court-ordered fee waiver have no charge. Certain denied orders with a notice of hearing and other nonexempt services cost $50.

Different fees apply to services performed by registered process servers and to incomplete or canceled services. For example, an eviction canceled before posting has a $100 fee. Match the fee category to the requested service rather than treating every charge as a flat price for a completed outcome.

Traditional accepted payment methods include certified or cashier’s checks, business checks, money orders, cash, and court-ordered fee waivers. These Civil Unit payment rules are separate from the Records Division’s payment rules.

Agency Policies and Employment Opportunities

The Sheriff’s Office Transparency Portal organizes policies and procedures, reports, and training information. It provides a route to published agency material, while requests for individual reports and personal records follow the Records Division procedures.

For employment, the official recruitment page separates deputy sheriff, sheriff’s correctional deputy, sheriff’s protective service officer, professional positions, reserve deputy, and other positions. It also provides a job search toolkit. Select the position category that matches your interest to reach the corresponding recruitment information.

Sheriff’s Office Locations and Contacts

Office of the Sheriff
55 West Younger Avenue, San Jose, CA 95110
Phone: (408) 808-4400; toll-free: (800) 211-2220

South County Sub-Station
80 Highland Avenue, Building K, San Martin, CA 95046
Phone: (408) 686-3650

West Valley Division
1601 South De Anza Boulevard, Suite 148, Cupertino, CA 95014
Phone: (408) 868-6600

Courts Security Control Center
190–200 West Hedding Street, San Jose, CA 95110
Phone: (408) 808-6600

Records Division
55 West Younger Avenue, San Jose, CA 95110
Phone: (408) 808-4705

Civil Unit
55 West Younger Avenue, 2nd Floor, San Jose, CA 95110
Phone: (408) 808-4800

County of Santa Clara Main Jail
150 West Hedding Street, San Jose, CA 95110
Phone: (408) 808-2800

Elmwood Complex - Men's Facility
945 Thompson Street, Milpitas, CA 95035
Elmwood Complex - Women's Facility
701 South Abel Street, Milpitas, CA 95035
Phone for both facilities: (408) 957-5300

Sheriff's Office FAQs

What does a law enforcement applicant background check require?

A law enforcement agency requesting an applicant background check must provide a valid waiver signed by the applicant, including the applicant’s complete name and date of birth. The request must be on the agency’s letterhead and identify both the position being applied for and the requestor’s complete name. The Sheriff’s Office performs these checks at no charge, and requests may be mailed or faxed. The official Records Division service requirements describe this agency-requested process. Applicants should make sure their signed waiver contains the required identifying information so the hiring agency can submit a complete request.

Can federal security clearance checks be returned by mail?

The Sheriff’s Office requires completed federal security clearance records checks to be picked up in person, even though requests may be submitted by fax, mail, or in person. This service supports specified checks for the Department of Defense, Office of Personnel Management, Central Intelligence Agency, and Federal Bureau of Investigation. A valid signed waiver containing the subject’s name and date of birth is required. The fee is $5 when no criminal records are found or $12 when records are found. Completed checks are released to the requestor or agent after identity verification and payment; a billing statement and receipt are provided.

Which agency handles required offender registration?

The determining factor is jurisdiction over the registrant’s residence. The Sheriff’s Office states that people classified as arson, gang, narcotics, or sex offenders must register with the law enforcement agency having jurisdiction where they live. Before arranging registration with the Sheriff’s Office, confirm that it is the agency responsible for your residential location. Registration through its Records Division has no fee and requires an appointment. Registrants are processed Monday through Friday according to staffing availability, so weekday business hours alone do not guarantee that registration can be completed without an arranged appointment.