Fees, Delays, Denials & Public Records Follow-Up

JM Audits Request Template

Fees, Delays, Denials & Public Records Follow-Up

Use these professional follow-up sections when an agency sends a high estimate, asks for clarification, delays production, claims an exemption, or reports no responsive records.

Before sending: Keep follow-ups factual and tied to the original request. Do not accuse the custodian of misconduct when a narrower request, itemized estimate, or written explanation may resolve the issue.

Copy-and-paste request

Choose the section that fits your situation and delete the others.

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A. REQUEST FOR ITEMIZED ESTIMATE / NARROWING
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Subject: Follow-Up – Public Records Request [TRACKING NUMBER]

Hello,

Thank you for the estimate. Before authorizing chargeable work, please provide an itemized written estimate identifying:

• The estimated search, review, redaction, duplication, and production time;
• The hourly rate and position of each employee expected to perform the work;
• The volume and format of records located or expected;
• Any vendor, media, storage, or delivery charges; and
• The legal or policy basis for each category of charge.

To reduce cost, please narrow my request to:

[REVISED DATE RANGE, CUSTODIANS, KEYWORDS, RECORD TYPES, OR FIELDS]

Please provide records electronically. Rolling production is welcome. Do not begin work exceeding $[AMOUNT] without my written approval.

Please confirm the revised scope and provide an updated estimate.

Thank you,
[NAME]
[EMAIL]

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B. STATUS REQUEST / DELAY FOLLOW-UP
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Subject: Status Request – Public Records Request [TRACKING NUMBER]

Hello,

I am following up on the public records request submitted on [DATE] concerning [SHORT DESCRIPTION].

Please provide:

1. The current status of the request;
2. The departments, custodians, systems, or locations searched;
3. Whether responsive records have been located;
4. Any clarification still needed from me;
5. Any estimated charges; and
6. A reasonable estimated date for the first production or completion.

If records are available in portions, please provide rolling electronic production rather than holding all records until the entire request is complete.

Please let me know promptly if a practical clarification or narrower date range would allow faster production.

Thank you,
[NAME]
[EMAIL]

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C. WITHHOLDING / REDACTION / EXEMPTION FOLLOW-UP
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Subject: Request for Written Exemption Basis – [TRACKING NUMBER]

Hello,

Thank you for the response. Please identify the specific legal authority supporting each withholding or redaction and explain how it applies to the information withheld.

Please also:

• Produce all reasonably segregable non-exempt portions;
• Identify the record or category affected by each cited exemption;
• Confirm whether the withholding is complete or partial;
• State whether the claimed basis is temporary and, if so, what event will end it; and
• Provide a revised copy if information was redacted more broadly than necessary.

This follow-up does not expand the original request.

Thank you,
[NAME]
[EMAIL]

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D. “NO RESPONSIVE RECORDS” FOLLOW-UP
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Subject: Clarification of Search – [TRACKING NUMBER]

Hello,

The response states that no responsive records were located. To understand the search and determine whether clarification is needed, please identify:

1. The departments, custodians, employees, systems, databases, devices, accounts, folders, and archives searched;
2. The date range and search terms used;
3. Whether attachments, deleted-but-retained items, audit logs, exports, and archived material were included;
4. Whether another department, contractor, vendor, or agency may maintain the records; and
5. Whether the requested information is maintained under a different record name, report type, case number, or system.

My request concerns [RESTATED RECORD] for [DATE RANGE / INCIDENT / PERSON / SYSTEM]. If the agency maintains the information under a different name or format, please treat this as clarification and search for the equivalent maintained record.

If another custodian holds the records, please forward the request or identify that custodian.

Thank you,
[NAME]
[EMAIL]

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E. PARTIAL PRODUCTION / MISSING ITEMS
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Subject: Missing Items in Production – [TRACKING NUMBER]

Hello,

Thank you for the production. I received [DESCRIBE FILES RECEIVED], but the following requested items do not appear to be included:

• [MISSING RECORD]
• [MISSING ATTACHMENT / DATE / CAMERA / REPORT]
• [MISSING METADATA OR AUDIT LOG]

Please confirm whether each item was withheld, not located, maintained by another custodian, or still pending production. If withheld, identify the specific legal authority. If still pending, please provide a reasonable estimated production date.

This follow-up does not expand the original request.

Thank you,
[NAME]
[EMAIL]

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.