Appendix

Model letter for records request.

Custodian of Records

Agency/Address

Re: Request for Public Records under the Arkansas Freedom of Information Act

Dear _______________:

By this letter, I hereby request access under the Arkansas Freedom of Information Act, Ark. Code Ann. § § 25-19-101 et seq., to the public records described below. I am a citizen of the State of Arkansas, residing at [address]. If you are not the custodian of these records, please advise me of that person’s name and address.

This request is to [inspect, copy, or receive copies of] the following records: [specify, in as much detail as possible, the records you want; identifying information, such as names, dates, and subject matter, should be included if known.]

I ask that you make these records available for inspection and copying [or provide copies of the records] within three working days of this request, as the Freedom of Information Act requires.

[Insert the following if you want copies of the records.] I would like copies of these records in [specify medium and format, e.g., photocopies, computer diskette with the documents in Microsoft Word]. [The custodian is required to provide copies in the medium in which the record is readily available and in any format to which it is readily convertible with the custodian’s existing software.] I agree to pay for the copies if the fees do not exceed $_____. If the copying charges are likely to be greater than this amount, I request that you contact me before making the copies.

[If copies are sought you may also wish to ask that the agency waive any copying charges.] Because these records are being sought for noncommercial purposes, I also request that you waive your customary copying fees. These records are to be used in connection with [scholarly research, news story, etc.], and waiver of copying fees would be in the public interest.

In the event that any of the requested records contain information exempt from disclosure, the records must be released with the exempt portions deleted. If my request is denied in whole or in part, I ask that you explain the basis for your action and specify the statutory exemption that provides for nondisclosure of the records or deletion of portions thereof.

Should you have any questions with regard to this request, please contact me at [daytime telephone number]. Thank you for your assistance in this matter.

Sincerely,

[Name]