Every US state has laws guaranteeing public access to government records, commonly called Open Records laws, Public Records Acts, or Sunshine laws. These laws allow any person to request records from state and local government agencies, including emails, contracts, meeting minutes, budgets, police reports, and inspection records.
9 steps across 1 sections
1. Steps Process
- Research your state's public records law — Find your state's specific statute name (e.g., California Public Records Act, Texas Public Information Act, New York FOIL). The National Freedom of Inform...
- Check if records are already available — Many agencies post budgets, meeting minutes, and reports online. Check the agency's website before filing a formal request.
- Identify the correct agency and records custodian — Request records from the entity that created or received them. Contact the clerk, records officer, or public information office.
- Draft your request — Be specific about the records you want, including date ranges, document types, and subject matter. Use sample request letters from NFOIC or your state's attorney general website.
- Submit your request — Follow your state's required submission method: email, online portal, mail, fax, or in person. Keep a copy of your request with a timestamp.
- Pay any applicable fees — States may charge for search time, duplication, and materials. Request a fee estimate before the agency begins work. Fee waivers may be available for journalists, research...
- Wait for the response — Response deadlines vary: some states require a response in 3 business days, others allow 10-30 days. The agency must either provide records, deny with a cited exemption, or ...
- Review the response — Check for completeness. If records are withheld or redacted, the agency should cite the specific exemption.
- Appeal if denied — Most states provide an administrative appeal process through the agency head, attorney general, or an independent review board. Some states allow direct court challenge.
Common Mistakes
- Being too broad
- Not following the required format
- Failing to track deadlines
- Accepting verbal denials
- Not knowing your state's exemptions
Pro Tips
- The National Freedom of Information Coalition provides free sample request le...
- If an agency is unresponsive, contact your state's attorney general or open g...
- Request records in electronic format to reduce duplication costs and speed de...
- Keep a log of all communications with the agency including dates, names, and ...
- For complex requests, start with a narrow, well-defined initial request, then...