Executive Summary

You are entitled to read most documents the government creates while doing public business. You don't have to explain why. You just have to ask correctly, in writing, with specifics.

Three principles

1. Be specific. Vague requests are slow requests.
2. Be patient. Most agencies have 5–30 business days to respond.
3. Be persistent. Denials are often negotiable.

§1 — What you can ask for

• Permit applications, conditions, inspection reports
• Site plans, surveys, stormwater plans, traffic studies
• Meeting minutes, agendas, audio / video
• Emails between staff, applicants, and elected officials
• Code-enforcement complaint history at an address
• Contracts, invoices, consultant reports

Usually exempt

• Active criminal investigations
• Personal data (SSNs, medical, home addresses of officers)
• Attorney–client communications
• Trade secrets explicitly marked confidential

§2 — Sample request

Copy, edit, send. Keep one for your file.

Subject: Public Records Request — [address or project name]

Dear Records Officer,

Under the [federal Freedom of Information Act / your state's public
records act], I am requesting copies of the following records:

1. All permit applications, conditions of approval, and inspection
   reports for the property at [ADDRESS] from [DATE RANGE].
2. All site plans, stormwater management plans, and traffic studies on
   file for the [PROJECT NAME] project.
3. All emails between [STAFF / OFFICIAL NAMES] and the applicant
   regarding the above project from [DATE RANGE].

I prefer to receive these records electronically. If fees will exceed
$25.00, please contact me with an estimate before proceeding.

Thank you,
[Your name]
[Email] · [Phone, optional]

§2b — Follow-up letters

Status follow-up

Subject: Status — Public Records Request dated [DATE]

Dear Records Officer,

I am following up on my public records request dated [DATE], reference
number [REF #] if assigned. As of today the legal response window has
passed.

Please confirm:
  · the status of the request,
  · the estimated date of release,
  · any fees you intend to charge.

If any portion will be withheld, please cite the specific statutory
exemption in writing.

Thank you,
[Your name]

Fee waiver request

Subject: Fee Waiver Request — [REF #]

Dear Records Officer,

I respectfully request a fee waiver for the above public records
request. The records are sought for non-commercial purposes and to
inform residents of [NEIGHBOURHOOD / TOPIC]. Release of the records is
likely to contribute significantly to public understanding of the
operations or activities of the government.

Thank you,
[Your name]

§2c — Appeal of denial

Subject: Appeal — Public Records Denial dated [DATE]

Dear [Appeal Officer / Records Custodian],

I am appealing the denial of my public records request dated [DATE],
reference number [REF #].

The denial cites [EXEMPTION]. I respectfully disagree because:

  1. [Reason — for example: the record is final, not pre-decisional.]
  2. [Reason — for example: redaction would address the concern.]

I request release of the records, in full or with narrow redactions
that preserve the legitimate exempt material.

Thank you,
[Your name]

§2d — Records red flags

1. Asking for "everything" — too vague, almost always slow or denied.
2. Bundling multiple unrelated subjects into a single request.
3. Failing to identify records by date range, address, or case number.
4. Missing the appeal deadline after a denial (often 15–30 days).
5. Forgetting to request electronic copies — paper triples the fee.
6. Not asking for a fee estimate up front.
7. Sending the request to the wrong office (records officer ≠ press officer).

§3 — If denied or ignored

1. Ask for the denial in writing, with the specific exemption cited.
2. Narrow the request — sometimes the issue is scope, not secrecy.
3. Appeal. Most agencies have an appeal process. Deadlines apply.
4. Contact your state's records ombudsperson, if one exists.
5. Local press and elected officials are legitimate escalation paths.

§4 — Request tracker

What Success Looks Like

You are done enough to move forward when you can check every box.

• I have identified the right records officer for the right jurisdiction.
• My request describes records by date, address, or case number — not by topic.
• I have sent the request in writing and kept a copy with a timestamp.
• The legal response deadline is on my calendar.
• I have a follow-up letter ready in case silence passes the deadline.
• I know the appeal window if the request is denied.

If every box is checked, the law is on your side — keep the dates and keep the paper.

Read Next

Where readers usually go from here. All four are companion handbooks or tools on Before They Build.

• Research a Project — Where records fit in the six-step investigation method.
  beforetheybuild.com/handbooks/research-a-project
• The Public Hearing Handbook — How the records you pulled enter the hearing record.
  beforetheybuild.com/handbooks/public-hearing
• Agency Library — Every entry has a records-request URL and a likely response window.
  beforetheybuild.com/resources/agencies
• Complaint Directory — Where to escalate if a denial looks improper.
  beforetheybuild.com/resources/file-a-complaint