General Public Records Request

JM Audits Request Template

General Public Records Request

A flexible request for documents, databases, photographs, recordings, reports, and other records maintained by a public agency.

Before sending: Identify the record as precisely as you can. A date range, case number, employee, location, project, or keyword can reduce delays and fees.

Copy-and-paste request

Subject: Public Records Request – [SHORT DESCRIPTION]

Hello,

This is a request for public records concerning [SUBJECT, INCIDENT, PROJECT, OR TIME PERIOD].

Please provide the following records:

1. [DESCRIBE RECORD OR DATA SET]
2. [DESCRIBE SECOND RECORD, IF ANY]
3. Any attachments, exhibits, photographs, recordings, indexes, logs, or other records maintained with the requested material.

Date range: [START DATE] through [END DATE]
People, departments, case numbers, or keywords: [IDENTIFIERS]

Please provide the records electronically in their existing or native format when available. For spreadsheets or database information, please provide an Excel, CSV, or comparable export rather than a screenshot or scanned printout. Please include existing metadata when it is part of the maintained record.

If responsive records are held by another department or custodian, please forward this request or identify the correct custodian.

If any portion of a responsive record is exempt, please redact only the exempt material, produce the non-exempt remainder, and identify the specific legal authority supporting each withholding.

If estimated charges will exceed $[AMOUNT], please send an itemized written estimate before beginning chargeable work. If the request is considered unclear or unusually broad, please contact me so I can discuss a practical clarification or narrower date range.

Rolling electronic production is welcome if the records can be produced in portions.

Please confirm receipt and provide the request or tracking 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.