1 · What a public records request is
Federal, state, and local “sunshine” laws give the public a right to inspect and copy many government records. The exact name (FOIA, public records act, open records law), timelines, fees, and exemptions differ by jurisdiction — but the basic moves are the same: identify the right agency, describe what you want clearly, send a written request, and follow up.
2 · Reusable request-letter template
Replace the [bracketed] fields. Keep it short, specific, and polite.
To: [Records Custodian / FOIA Officer], [Agency name]
Date: [Date]
Under [your state’s public records law / the Freedom of Information Act], I request copies of the following records:
[Describe the records as specifically as you can — subject, date range, people or departments involved, and record types such as emails, reports, contracts, or video.]
I would prefer to receive these records in electronic format if available. If any fees apply, please notify me before incurring costs over $[amount]. If you deny any part of this request, please cite the specific exemption and advise me of my appeal rights.
Thank you for your assistance.
[Your name] · [Email / phone]
3 · Request checklist
- Identify the agency that actually holds the record
- Describe the records narrowly and specifically (dates, names, formats)
- State your preferred format (e.g. electronic copies)
- Ask about fees up front; request a fee waiver if eligible
- Keep a copy of every request and response
- Calendar the agency’s response deadline
- Be ready to appeal or narrow if the request is denied
4 · After you receive records
Preserve the originals exactly as received, keep a clear file structure, and back up your copies. If you plan to publish, verify before you share, provide context, and redact private information that isn’t in the public interest. Responsible handling protects both your work and the people in the records.