JM Audits Public Records Toolkit
How to Make a Public Records Request
A practical, step-by-step guide to requesting police reports, body-camera footage, government emails, personnel files, audit trails, license-plate-reader data and other public records.
Educational information only: This guide reflects practical records-request experience from JM Audits. It is not legal advice, does not create an attorney-client relationship and may need to be adapted to the law and procedures in your jurisdiction.
Start with the record—not a question
Public-records requests work best when they identify existing records. Instead of asking an agency to explain what happened, request the reports, recordings, logs, messages or database entries that document what happened.
A focused request helps the records custodian identify the right department, system, employees and date range. It can also reduce search time, review costs and avoidable back-and-forth.
Eight steps for a clear public-records request
Check whether the record is already online
Search the agency website, meeting portal, clerk docket, budget page, policy library and previously released records before submitting a new request.
Find the correct agency and records custodian
Send the request to the agency that created, received or maintains the record. A city police record may be held separately from county court or jail records.
Describe identifiable records
Include useful details such as names, dates, locations, incident numbers, employee names, email addresses, systems, devices or search terms.
Use a reasonable date range
Narrow the request to the period you actually need. If the event time is uncertain, explain the window and the facts that can help locate the record.
Request electronic or native-format production
Ask for electronic delivery and, when useful, the record's existing or native format. Native files can preserve searchable text, spreadsheet fields, metadata and audit information.
Set a fee limit
Ask for an estimate before costs are incurred and state a dollar amount that requires your approval. Offer to narrow the request if the estimate is high.
Ask for the basis of any withholding
If records are withheld or redacted, ask the agency to identify the legal basis it relies on and to provide any reasonably separable non-exempt portions.
Keep a complete request log
Save your original request, confirmation number, correspondence, estimates, invoices, productions and follow-ups. A simple timeline makes delays and missing items easier to identify.
Bad request vs. better request
Too broad or unclear
More specific and searchable
Choose a ready-to-use request template
Copy the closest template, replace every bracketed field and remove any paragraph that does not apply.
Frequently asked questions
Do I need a special form?
Requirements vary by agency and jurisdiction. Many agencies accept written requests by portal or email. For federal FOIA requests, FOIA.gov says no specific form is required, although individual agencies may provide their own submission instructions.
Should I ask questions or request records?
Request existing records. A records law generally does not require an agency to create a new record, conduct research or answer questions. Ask for the documents, recordings, logs or data that may contain the information.
How long should a response take?
Timing depends on the governing law, the request's scope, the number and location of records, required review and agency workload. A targeted request is usually easier to process than a request seeking a large volume of material from many systems.
Can an agency charge fees?
Fee rules vary. Ask for an itemized estimate before costs are incurred, request electronic production and set a limit requiring your approval. If the estimate is high, ask how narrowing the scope would reduce it.
What should I do if records are denied or heavily redacted?
Ask for the specific legal basis relied upon, request all reasonably separable portions and compare the response with the items in your original request. Consider qualified legal advice if the dispute has serious consequences.
Is FOIA the same as a state public-records request?
No. The federal Freedom of Information Act applies to federal agency records. State and local government records are handled under the applicable state or local public-records law and agency procedures.
Official resources
For federal agencies, see the U.S. Department of Justice's How to Make a FOIA Request. Florida requesters can consult the Florida Attorney General's Government-in-the-Sunshine Manual. These official resources may change; review the current instructions for the agency and jurisdiction involved.