Policies, Training, Contracts & Vendor Records

JM Audits Request Template

Policies, Training, Contracts & Vendor Records

Request manuals, general orders, training records, certificates, contracts, invoices, vendor communications, and system agreements.

Before sending: Policies and contracts are often maintained centrally; individual training records may be held by human resources, the employee's department, or a state certification agency.

Copy-and-paste request

Subject: Public Records Request – Policies, Training, Contracts and Vendor Records

Hello,

This is a public records request concerning:

Policy, training topic, product, vendor, or employee: [SUBJECT]
Department or agency: [AGENCY]
Date range: [START DATE] through [END DATE]

Please provide, to the extent maintained:

POLICIES AND PROCEDURES
1. Current and prior versions of policies, procedures, general orders, standard operating procedures, manuals, directives, memoranda, bulletins, and forms concerning [TOPIC].
2. Revision histories, effective dates, approval records, distribution records, acknowledgments, and rescinded or superseded versions.
3. Related checklists, job aids, lesson plans, frequently asked questions, and supervisor guidance.

TRAINING
4. Course outlines, lesson plans, presentations, videos, instructor materials, tests, answer keys, attendance rosters, completion records, and certificates for [COURSE OR TOPIC].
5. For [EMPLOYEE], the training transcript, attendance and completion records, certificates, qualifications, remedial training, retraining, and instructor records for [DATE RANGE].
6. Records showing who ordered, approved, assigned, taught, attended, paid for, or evaluated the training.

CONTRACTS AND VENDORS
7. Requests for proposals, bids, quotes, evaluations, purchase orders, contracts, amendments, renewals, statements of work, service-level agreements, and termination records involving [VENDOR OR PRODUCT].
8. Invoices, payment records, credits, grants, funding records, implementation schedules, support tickets, and usage reports.
9. Data ownership, retention, access, sharing, security, audit, and deletion terms, together with vendor documentation incorporated into the agreement.
10. Correspondence between the agency and [VENDOR] concerning pricing, implementation, performance, complaints, outages, data, audits, or renewal.

Please provide electronic, searchable copies. For spreadsheets or structured information, Excel, CSV, or an existing system export is preferred. If a requested record is available on a public webpage, please provide the direct link and identify the responsive document.

Redact only exempt information, produce the non-exempt remainder, and identify the specific legal authority for each withholding. If estimated charges will exceed $[AMOUNT], provide an itemized written estimate before beginning chargeable work.

Please confirm receipt and provide the request number.

Thank you,

[NAME]
[EMAIL]
[OPTIONAL PHONE]

Download .txt

Need help using this request? Read the step-by-step public-records guide →

Use it effectively

Replace every bracketed field before sending.
Keep the request focused by identifying a date range, person, incident, case number, or system.
Ask for records electronically and in their existing or native format when available.
Keep the request, confirmation, estimate, payment record, and production together.

Not legal advice: These sample requests are provided for educational and informational purposes and reflect request language used by JM Audits. They are not legal advice, do not create an attorney-client relationship, and may need to be adapted for your jurisdiction and circumstances.