This article gives general information about the United States. Laws differ by state and locality, so check the rules that apply to you.
Records officers receive requests that range from precise to baffling. A clear, specific request helps the person on the other end find the right documents quickly. Here is how to write one.
Be specific about what you want
Describe the records, not the topic. Instead of “everything about the new park”, ask for “the contract between the city and the construction firm for the Riverside Park renovation, and the final invoices submitted”. Name documents, people, dates, or project numbers when you can.
Set a date range
Limit your request to a clear time period, such as “January 1, 2025 to June 30, 2025”. Open-ended requests often take longer and may cost more.
Say how you want to receive the records
Many agencies can send electronic copies. Ask for the format you prefer, such as PDF or spreadsheet. If you are requesting data, ask for it in a sortable format where possible.
A simple structure
- Opening line: state that you are making a public records request under the relevant law.
- Description: list the records you want.
- Time period: give the dates.
- Format: say how you want to receive them.
- Fees: say whether you want to be told about costs above a certain amount.
- Contact details: add your name, email, and phone number.
Keep it polite and neutral
There is no need for legal language or argument. A short, courteous request works best. Avoid mixing questions with your request, because the law usually covers records, not explanations.
Ask for a reasonable amount
Broad requests such as “all emails from the mayor’s office” can be rejected as unreasonably burdensome. If you need a lot of material, break it into smaller requests or phase it.
Keep a record
Save a copy of your request, the date you sent it, and any confirmation number. These are useful if you need to follow up or appeal.
A clear request respects the time of the person processing it, and it improves your chance of getting the records you want.
