Sample public records request letter

Copy this letter, fill in the parts in [brackets], and send it by email or mail to the clerk or records officer.

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[Your name]
[Your mailing address]
[Your phone and email]
[Date]

[Clerk or FOIA Coordinator]
[Name of township, city, county, or agency]
[Their address or email]

Subject: Freedom of Information Act (FOIA) / Public Records Request

Dear [Clerk or FOIA Coordinator],

Under [Michigan's Freedom of Information Act, MCL 15.231 et seq. /
Arizona's Public Records Law, A.R.S. 39-121 et seq. / the federal
Freedom of Information Act, 5 U.S.C. 552 / your state's public records
law], I am requesting copies of the following public records:

[Arizona only: These records are not for a commercial purpose.]

1. [Example: The permit and approved site plan for (project name) at
   (address).]
2. [Example: Minutes of meetings where this project was discussed or
   voted on, from (year) to (year).]
3. [Example: Any contracts, agreements, or bonds related to this
   project.]

I would prefer to receive these records by email in electronic form,
if possible. If there are any fees, please tell me the estimated cost
before filling the request. If any part of this request is denied,
please explain the reason and which part of the law allows it.

Thank you for your help. Please contact me at [phone or email] if you
have any questions.

Sincerely,
[Your name]

Tips

• Be specific: name the project, address, and dates.
• Keep a copy and write down the date you sent it.
• Waiting times depend on the law. Michigan law generally requires a response within 5 business days after the office receives your request. The office may extend that one time, by up to 10 more business days. An emailed request counts as received 1 business day after you send it.
• Federal agencies generally must respond within 20 business days, and may add up to 10 more in unusual cases. Arizona requires records "promptly," with no set number of days.
• Put the words "Freedom of Information Act" or "FOIA" in the subject line, as this letter does. In Michigan, that helps make sure your request is treated as a records request.
• Ask for records, not for opinions or answers to questions.

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