How do I make a records request?

Just ask.  A relatively simple letter will usually do the trick.  Many states allow the public to also make oral records requests in-person or by telephone but some records custodians will require a requester to put their request in writing.  While oral requests can be a quick way to obtain records easily retrievable by custodians, it is often better practice to put a request in writing, addressed to the specific governmental body that has custody of the records.  Most federal agencies will require a formal, written request. 

Check out our State Open Government Guide to see what the law is in %%%STATE%%% regarding oral and written request procedures.

A written request will better enable you and the records custodian to document exactly what was requested and track the request.  Further, a written request provides a formal record from which to appeal should your request be denied. 

Each government office typically has a specific FOI contact person to whom you should address your request.  Federal agency FOIA contacts can be found at foia.gov.  To find the particular contact person for FOI at the state and local level, call or visit the website of the appropriate office. 

Also, every federal agency has adopted specific regulations governing their FOIA processing procedures.  Journalists should be familiar with and abide by the FOIA processing regulations of all agencies they cover.  They can usually be found online through agency FOIA webpages.  Here are some examples from the Department of Interior and the Department of Labor. 

Your request should be fairly specific and reasonably describe the records you’re seeking.  Vague or excessively burdensome requests can sometimes be denied.  Also remember to state the format in which you’d like to receive the records and whether you are requesting a fee waiver or other benefit.  Use our automatic FOIA letter generator and get your request out the door today!    

Finally, remember that the government publishes a lot of information proactively so you may not even need to file a request to get the information you are seeking. Federal sites like usaspending.gov and data.gov are just two examples. Also, all federal agencies maintain an online reading room.  Check out EPA’s reading room.  Many states, and state components, have similar websites.  Look at some of the information that New Mexico and North Carolina are, for example, posting online.  

For more info on making a FOI request see our Federal Open Government Guide.