Public Records Request Form Template
Process public records requests efficiently with a structured form that captures specific record requirements and requester information.
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What is a Public Records Request Form?
A public records request form enables citizens to formally request government documents under freedom of information laws. It captures the specific records sought and requester contact information.
Clear, specific requests are easier to fulfill. The form guides requesters to describe records precisely, reducing back-and-forth and processing time.
Fee and format preferences help agencies prepare appropriate responses and communicate costs before processing.
Key Features
Requester Information
Contact details for response
Records Description
Specific documents requested
Date Parameters
Time period for records
Format Preference
Electronic or paper delivery
Fee Acknowledgment
Understanding of potential costs
Expedited Request
Urgency justification if needed
Why Use This Template?
Clear Requests
Specific descriptions reduce confusion
Efficient Processing
Complete info enables quick response
Cost Transparency
Fee acknowledgment prevents disputes
Compliance
Proper documentation of requests
What's Included in This Template
Requester Name
textContact identification
Records Requested
textareaSpecific description of documents
Date Range
textTime period for records
Preferred Format
radioElectronic or paper
Purpose of Request
textareaMay affect fee waivers
Expedited Processing?
checkboxUrgent need justification
Fee Waiver Request
checkboxFor qualifying requesters
I acknowledge fees may apply
checkboxCost understanding
Perfect For
Federal FOIA
Freedom of Information Act requests
State Records
State open records law requests
Municipal Records
Local government document requests
Research
Academic and journalistic research
Frequently Asked Questions
How specific should record descriptions be?
As specific as possible: document type, subject matter, date range, department. Vague requests delay processing. Help requesters narrow scope.
What fees can be charged?
Search time, review time, and duplication costs vary by jurisdiction. Fee schedules should be public. First X pages often free.
Who qualifies for fee waivers?
Often journalists, researchers, and requesters serving public interest. Criteria vary by agency. Require justification for waiver requests.
What is the response deadline?
Federal FOIA: 20 business days. State laws vary (5-30 days typically). Extensions possible for complex requests. Communicate timeline clearly.
What records can be withheld?
Exemptions include: personal privacy, law enforcement, national security, trade secrets, deliberative process. Must explain exemptions if applied.
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